Q: I need to submit a budget change request through the MyVisegrad online system. How should I fill it out?

A: The budget change request within the online system has 4 columns. The first two columns are filled out automatically; this is the original budget divided into cost categories, as displayed in the Grant Contract. In the Requested change columns, fill out only those lines (cost categories) where you need to request a change; unchanged lines can be left blank or you can write the contracted sum there. In the Requested column, enter the final amount you wish to get approved in the respective budget categories. In the Reasoning column, provide a brief but thorough justification for the requested change. Example: If the original budget allocated to the Accommodation and Board category was €2,000, and you wish to increase this amount to €3,500, please write 3,500 in the Requested column.  Once you complete filling out the sums, please double-check if the total amount is equal to the contracted grant amount.

Please note that budget changes not exceeding the limits specified in the Grant Guidelines do not require the Fund’s prior approval and should not be requested through the online system. See the Grant Guidelines for more information.

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: 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, initiated by the grantee. If one of the partners needed to pay some bills in cash, the same rule applies as in case of every other spending on the side of the partners: the amount needs to be reimbursed by the grantee via bank transfer.

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: 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: How can we add a new output or cancel the previously planned output?

A: Adding or cancelling an output is considered a substantial change to the project which has to be consulted with your assigned project manager and requires the prior approval of the Fund. You have to submit an official written request (a scan of an original letter signed by the statutory representative of the grantee) with a thorough justification of the requested change. The letter should be sent by email to the Fund’s project manager assigned to your project. It will be evaluated by the Fund’s representatives within 7 working days, after which you will be informed about the decision by email.

Please note that cancelling outputs or significantly modifying the project’s structure without the Fund’s prior knowledge might result in a contractual penalty.

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: Can we create a new budget category?

A: A new budget category can be created only upon agreement with your project manager. Such changes can be requested under the "Change requests > Budget change" tab in our online system by clicking on "+ADD NEW CHANGE REQUEST". You should justify why the new budget category is essential for a smooth project implementation. Once the request has been submitted, you will receive an automated e-mail on the decision within 7 working days.

Q: What kind of changes can we introduce to the budget?

A: If your project was supported in 2023 or before, you can change up to €1,000.00 between individual budget categories (e.g. between “Transportation and delivery” and “Promotional Costs”). For changes higher than €1,000.00 per category, you must file an official request. 

If your project was supported in 2024 or after, a budget change request must be submitted only if changes exceed the limits listed below: 

  1. For a grant below or equal to €10,000.00, you can reallocate up to €500.00 per budget category.  
  2. For a grant above €10,000.00 and below or equal to €30,000.00, you can reallocate up to €1,000.00 per budget category. 
  3. For a grant above €30,000.00 and below or equal to €50,000.00, you can reallocate up to €1,500.00 per budget category. 
  4. For a grant above €50,000.00, you can reallocate up to €2,000.00 per budget category. 


Official budget change requests must be submitted in our online system under the tab "Change requests > Budget change" by clicking on "+ADD NEW CHANGE REQUEST". The request must include a justification and a summary of the new budget based on the individual budget categories under the "Requested change" column. Once the request has been submitted, you will receive an automated e-mail on the decision within 7 working days. The Fund no longer requires official letters for budget change requests. 

Budget changes not exceeding the listed sums and minor (non-substantial) changes in the project do not require the Fund’s approval. Nonetheless, it is recommended to inform the assigned project manager about them via email.