We All are Europe - AESAEC

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Unit 6.5. Unit in a nutshell Achievements The Project budget Definition of headings, categories and lump sum budgets Understanding how to link a budget to a project plan and partner activities Learning how to properly cost a project Distinguishing between dynamic and static budgets After this unit you will be able to: distinguish between headings, categories and lump sum budgets link the budget to the project plan and the partner activities properly cost a project A budget is just a method of worrying before you spend money, as well as afterwards. (Unknown) Warming up: In every project meeting we talk about financial issues. In actual fact we devote about half of our time to these questions. But still our partners regularly ask for clarification or for more information about eligible costs, payments, reporting etc. (Coordinator of a Comenius project) How do you think one can avoid such inconvenient and disruptive situations Listen / Read 6.5.1. Budgetary framework and planning Depending on the programme or action you are applying to, you need to calculate an estimated budget by using frameworks and forms provided by the EC. Budgeting methods can vary from one programme to another; however there are basically two different concepts of budgets: - line item budget: this budget contains estimated details of all planned expenses and revenues, classified by different headings such as staff, travel and subsistence, equipment, subcontracting or other costs. When submitting a proposal you need to provide the EC with a detailed financial plan with all individual data for expenses (usually, including costs for every single working day of each partner organisation, each page that will be translated, each journey to be made etc.). Such a budget usually requires much experience and effort in its calculation as well as in its administration. - lump sum budget: In this case, the budget is calculated by defined lump sums paid on the basis of the usage of defined items, e.g. a certain sum for each kilometre travelled or for each working day spent at a project event etc. Since lump sum budgets are not broken down into detailed items of expenditure, less effort and experience is needed for their calculation and administration. However, please be aware that both budgets are understood by the EC as being estimations. Final payments will only be made on the basis of real expenses or items actually used in connection with the project implementation. 112
Module 6 – The Art of Successful Project Proposal Writing I: the Technical Part Research / Discuss Calculating budgets is always a tricky issue when preparing a project application, and there are always two major challenges connected with this issue: a) the calculation of the budget and b) the administration of the budget (accounting, declaration of costs, payments etc.). The good news is that the application documents usually provide you with – more or less - detailed instructions as well as with a calculation tool (a word or an excel file), both of which can be downloaded from the websites of the various programmes! Now, please look up the websites of the following programmes and try to find all relevant documents and information in connection with budgeting. a) LLP/Grundtvig/Multilateral project b) ECP/Active Citizens for Europe/Measure 1.1. Town Twinning project Compare both sets of financial frameworks and budget calculation instruments and discuss the advantages and disadvantages as well as the opportunities and risks in connection with calculating and administrating them! Grundtvig/Multilateral Project Active Citizens for Europe/Town Twinning Advantages /opportunities Advantages/ opportunities Disadvantages/risks Disadvantages/risks After working through these documents you may have found technical expressions and terms which you are not fully familiar with. However, since a good knowledge of relevant terminology is critical when working with EU funds, please try to explain the following expressions (if necessary, please feel free to use any kind of assistance!): Term eligible / non-eligible costs Explanation direct / indirect costs (how to deal with) revenues (exempt from) Value Added Tax (VAT) (percentage of) co-funding (percentage of) self-contribution / own funding Ceilings for daily rates Regulation of (party) pre-financing Instalments Final payment Other: ______________________________ Other:______________________________ 113
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We All We All are Europe Participat
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Publisher/Editor: AESAEC Project Gr
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Contents Part A: The Pedagogical Co
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Module 7 - How to implement a proje
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The conceptual framework I. The con
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The conceptual framework closed one
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The conceptual framework c) The urg
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The conceptual framework Kroehnert,
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Findings of the IANUS project Stru
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Authentic Location Learning, Multi-
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Module 1 - The European Union and i
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Module 3 - The Europe for Citizens
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