I don’t really understand the budget?

You can apply for money under a combination of budget categories as detailed below. When completing the application form you must consult the Programme Guide for Erasmus+ project budget information.
Please note that activities or items that you do not detail in your application cannot be funded for at a later stage. Please ensure that you construct your Erasmus+ project budget carefully. You should ensure that your budget is realistic and demonstrates good value for money. Furthermore, an EU grant is an incentive to carry out a project which would not be feasible without the EU financial support, and is based on the principle of co-financing. Co-financing implies that the EU grant may not finance the entire costs of the project; the project must be funded by sources of co-financing other than the EU grant.
The Erasmus+ project budget is regarded as a contribution to your project costs and may not cover the total cost of your project. When applying for a Key Action 1 project for school education staff you may be eligible to receive funding for the following budget categories:

✓ Travel,
✓ Individual Support,
✓ Organisational Support,
✓ Course Fees,
✓ Special Needs Support,
✓ Exceptional Costs.

Applicants must calculate a project’s provisional budget at the application stage according to the outilned rates. Please note: if you miscalculate your Erasmus+ project budget and request less than you are entitled to, you will only receive up to the amount requested. You must ensure that the budget provided is consistent with the activity described in your application form. Your national agency cannot award any funding over the amount requested, so please ensure that you check your Erasmus+ project budget thoroughly before submitting the eForm. There is no specific support for language preparation in Erasmus+ for schools although the organisational support budget may be used for this.
When completing the Erasmus+ project budget section, automatic calculations will only take place when you press the ‘Validate’ button on the relevant page of the eForm. You will need to be connected to the internet for the page to update, and you will need to press the ‘Validate’ button on each of the Erasmus+ project budget pages as you progress through the eForm.

Travel

Travel is based on the distance per participant from the point of origin to the host. Information should pre populate according to the information you entered previously in section H of the form. As a reminder, travel is calculated on a unit cost basis and will be payable according to the travel distance. Travel distances must be calculated using the European Commission’s Distance Band Calculator. Please note that the ‘travel distance’ measures the distance for a one-way journey but the travel costs have been calculated for a return journey.

Individual Support

Individual support refers to the day-to-day living costs incurred per participant during the activity. This includes accommodation and food and insurance. Individual support is calculated on a unit cost contribution basis and will be payable according to the country of destination and the duration of the placement. Some fields in this section will automatically populate based on the information you entered in section H. Activities’ Details. Please check that all fields with a red outlined box are completed and match the duration you stipulate in section H. Individual support can be claimed for the total duration of a mobility including travel days. Please ensure that you validate these pages to enable your application form to perform rate calculations. You must be connected to the internet to validate the form.

Organisational Support

Organisational support refers to any costs directly linked to the organisation, management and implementation of mobility activities (excluding subsistence for participants). For schools, this could be used for supply cover when a teacher goes on their Erasmus+ mobility. This is also calculated on a unit cost contribution basis, as follows:

✓ €350 per participant for up to 100 participants,
✓ €200 for any additional participants (above 100 participants).

All fields in section J.3. will automatically be populated based on the information you entered in section H.1. Activities’ Details.

Course Fees

This section of the form does not automatically populate. If you have applied for the activity type ‘Structured Courses / Training Events’ do not forget to request additional funds to cover course fees if they are needed. Please ensure that your project’s need for additional financial support to cover course fees is motivated and strongly justified. You should detail this in the ‘Please provide any further comments you may have concerning the above entered budget’ narrative box at the end of the Erasmus+ project budget section.
Course fees refer to any costs directly linked to payment of fees for the enrolment in courses. Course fees are calculated on a unit cost basis, per participant. A maximum unit cost of €70 per participant per day (up to a maximum of €700 per participant) for course fees may be requested, however justification must be provided in the application form.
You should select the activity number from the drop down box that relates to the activities you detailed in section H of the application form. Please ensure that you only claim course fees for activities which are ‘Structured Courses / Training Events’. You should then enter the number of days and participants as required. Please only request course fees for actual activity days (excluding travel days). Please check that the information you enter in this section relates to the duration you detailed in section H of the application form. Applicants can use the ‘+/-’ button to add or remove flows as necessary.

Special Needs’ Support

Special needs support refers to any costs directly relating to participants with disability or other specific needs for which additional costs will be incurred. A person with specific needs is defined as a potential participant whose individual physical, mental or health-related situation is such that his/her participation in the project would not be possible without extra financial support. Special needs support is calculated on an actual cost basis and will be assessed case-by-case. The individual situation should be described and the particular needs and extra costs attached to it should be detailed in the application form. Based on these explanations and the availability of funding your national agency will be able to determine whether extra support can be granted. You should also bear in mind that assessors can reduce this amount accordingly if the request is too large or clear justification has not been provided.
All fields apart from the ‘Activity No’, ‘Description of Costs’ and ‘Total Grant Requested’ will be pre- filled for applicants. Applicants can use the ‘+/-’ button to add or remove flows as necessary.
Applicants should use the box below the Erasmus+ project budget tables to include any comments or justification to support the grant requested.
Special needs support cannot be applied for retrospectively. If there is a high possibility that special needs support will be needed in order for a participant to take part in a mobility, please ensure that your project’s need for additional financial support is motivated and is justified in the application. If your project is funded, but the mobility of a participant requiring special needs support is not realized, the support allocated under this Erasmus+ project budget category will be deducted from your final grant payment or recovered by way of invoice.

Exceptional Costs

The exceptional costs refer to the cost of a financial guarantee if your national agency asks for it and for expensive travel costs of participants from outermost regions and Overseas Countries and Territories. In line with the Regulation establishing the Erasmus+ Programme, which calls on taking into account the constraints imposed by the remoteness of the outermost regions and the Overseas Countries and Territories (OCTs) in case your country has these, when implementing the Programme, special funding rules are set in order to support expensive travel costs of participants from outermost regions and OCTs insufficiently covered by the standard funding rules (based on contribution to unit costs per travel distance band).
Applicants of mobility projects will be allowed to claim financial support for travel costs of participants from outermost regions and OCTs under the Erasmus+ project budget heading “exceptional costs” (up to a maximum of 80% of total eligible costs). This would be allowed provided that applicants can justify that the standard funding rules (based on contribution to unit costs per travel distance band) do not cover at least 70% of the travel costs of participants.
No other costs are eligible under Exceptional Costs. All fields apart from the ‘Activity No’, ‘Description of Costs’ and ‘Total Grant Requested’ will be pre-filled for applicants. Applicants can use the ‘+/-’ button to add or remove flows as necessary.
Requests for exceptional costs are conditional and must be relevant and motivated throughout your application form. You should also clearly justify your request for the exceptional costs in the ‘Please provide any further comments you may have concerning the above entered budget’ narrative box at the end of the Erasmus+ project budget section.

Good luck with your project application and write to us info@erasmuscoursescroatia.com for more info!

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