CHANGES IN THE BUDGET
Q: What kind of changes can we introduce to the budget?
A: You can change up to 1000 EUR between budget categories (e.g. between “Transportation and delivery” and “Promotional Costs”). For changes higher than 1000 EUR you have to file an official request to your project manager with justification of the changes and the summary of the new budget. All requests must be submitted in advance, in the form of an official letter signed by the statutory representative of the grantee. The letter should be sent as a scan, no hard copies are required.
Q: Can we create a new budget category?
A: A new budget category can be created only upon agreement with your project manager. You should justify why the new budget category is essential for project implementation.
Q: Can we increase the overheads?
A: Overheads cover administrative costs connected with the project implementation. They cannot exceed 15% of the grant. You can transfer up to 1000 EUR to overheads from other budget categories, but the final amount of the overheads cannot exceed 15%.
Q: How can we add a new output or cancel the previously planned output?
A: These kinds of changes have to be consulted with your project manager. In the case of a cancellation you should justify in written form why you want to resign from previously planned activities.
Please note that canceling outputs or significantly modifying the project’s structure without the Fund’s prior knowledge might result in paying a contractual penalty.
Q: Can we change the experts?
A: Yes, the experts can be changed during the implementation period. You can also involve more experts than stated in the application.
Q: My partners have expenses connected to the project. Can I send them an advance payment?
A: No. The Fund signs the contract only with the main applicant (grantee), who bears all responsibility for the received grant. If your partners must pay certain costs related to project outputs or events, two options are possible:
- The grantee can settle the invoice directly. (Example: The partner made a hotel reservation, but the invoice will be issued by the hotel directly to the grantee. The grantee then pays the bill to the hotel via bank transfer.) or
- The partner settles the bill and later issues an invoice to the grantee/signs a contract with the grantee, covering the real costs of the partner. (Example: The partner has paid a restaurant bill for project participants. The partner will issue an invoice to the grantee with the exact sum they paid in the restaurant, providing the original bill to the grantee. The grantee then pays the amount to the partner via bank transfer).
If the partner’s legal status does not allow them to issue invoices, a contract must be signed with the grantee in which the parties specify those costs that the grantee is willing to reimburse.
Q: We paid a small amount of our expenses in cash. Will the Fund accept these payments?
A: No. The Fund will only reimburse expenses carried out by bank transfer or card payment.
Q: Some of our project costs have been spent after the end of the project’s implementation period. Will the Fund accept these payments?
A: No. The Fund will only reimburse expenses carried out within the contracted implementation period. Should you have any issues with payments, contact your assigned project manager in advance. Retrospective or unannounced payments will not be considered.
Q: When and how do we confirm events?
A: According to your contract, all events must be confirmed in the calendar 7 working days (10 calendar days) before their planned date. If this is not done, you will receive an automatic reminder from our online system. In case you wish to modify the date of the given event at this point, you can do so up to 3 calendar days before its originally planned date.
Unconfirmed events and any connected costs will not be accepted by the Fund.
Example: an event in the calendar is scheduled on 25 January 2021. If you do not confirm it by 15 January 2021, the system will notify you via e-mail. In case you wish to postpone the event for a later date, you can make the modification by 22 January 2021. After this day the event cannot be modified.
Q: Can we add new events?
A: Yes. New events can be added in the section Current Calendar, using the function Add event at the bottom of the page.
Q: What are the Fund’s expectations in terms of visibility?
A: As a donor organization, the Fund expects to be publicly acknowledged throughout the project’s entire duration. For all requirements regarding promotion and visibility read Article 7.4 of your contract and the Logo And Acknowledgement Manual (Annex 3 of the Grant Guidelines).
Failing to comply with these requirements might result in paying a contractual penalty.