Education, Audiovisual and Culture Executive Agency ERASMUS+ : SPORT, YOUTH AND EU AID VOLUNTEERS Application procedures Call for proposals 2019 (EAC/A03/2018) ERASMUS+ PROGRAMME KA2 CAPACITY BUILDING IN THE FIELD OF YOUTH Instructions for completing the Application Package 1
TABLE OF CONTENTS A. INTRODUCTION... 3 B. ABOUT THE APPLICATION PROCEDURE... 5 C. THE APPLICATION PACKAGE... 8 C.1 APPLICATION FORM (eform)... 8 Part A. Completion of organisation data... 9 Part B. Description of the project... 10 Part C. Activity details, outcomes and products... 12 Application's reference(s)... 13 Part D. Quality of the project team and the cooperation arrangements... 14 Part E. Project characteristics and relevance... 14 Part F. Quality of the project design and implementation... 15 Part G. Impact, dissemination and exploitation, sustainability... 16 Part H. Mobility... 16 Part I. Other EU grants... 18 Part J. Eastern Partnership window projects... 18 C.2 PROJECT DESCRIPTION... 19 C.3 DETAILED BUDGET TABLE (EXCEL)... 19 Direct Costs... 21 Indirect Costs... 24 C.4 TIMETABLE FOR EACH ACTIVITY PLANNED IN THE APPLICATION... 27 C.5 DECLARATION OF HONOUR... 27 2
A. INTRODUCTION This document is intended to help applicants for the Capacity Building in the field of Youth actions of the Erasmus+ Programme to find the information they need, to complete their applications and to prepare their projects. It should not be used for any other type of action. In order to prepare and submit an application, applicants have to refer to a range of other documents. Information that is contained in the documents listed below will not be repeated in these instructions, although references are made where appropriate: The Legal Basis: https://eur-lex.europa.eu/lexuriserv/lexuriserv.do?uri=oj:l:2013:347:0050:0073:en:pdf REGULATION (EU) No 1288/2013 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 11 December 2013 establishing 'Erasmus+': the Union programme for education, training, youth and sport and repealing Decisions No 1719/2006/EC, No 1720/2006/EC and No 1298/2008/EC. This provides you with the rationale for the Erasmus+ Programme and emphasises its aims and priorities. The Call for Proposals: https://eur-lex.europa.eu/legal-content/en/txt/?uri=uriserv:oj.c_.2018.384.01.0004.01.eng This is the official notification of the General call for proposals in all languages (OJ C 384, 24.10.2018). It is a short document that provides, inter alia, information on the countries that can participate, budgetary details and deadlines. The Erasmus+ Programme Guide 2019: https://ec.europa.eu/programmes/erasmus-plus/resources/programme-guide_en This is the key document covering definitions and rules for all the actions included in the Erasmus+ General Call for Proposals 2019. There you will find general information regarding the content and management of the programme and specific information on Capacity Building Youth (see specifically pp. 177 to 193). You should not attempt to make an application without referring to the relevant sections of the Programme Guide. It is structured as follows: Introduction Part A - General Information about the Erasmus+ Programme Part B - Information about the actions covered by this guide Part C - Information for applicants Annex I - Additional rules and information relating to the actions covered by the Programme Guide Annex II - Dissemination guidelines for beneficiaries Annex III - Glossary of key terms Annex IV - Useful references and contact details 3
This text provides the complete funding framework including rules relating to project budgets, explanations on the assessment procedures and information on dissemination and exploitation strategies. This document also provides information on the different eligibility, exclusion and selection criteria that are applied to each application through the selection procedure. The Proposal Submission User Guide: http://eacea.ec.europa.eu/documents/eforms en This is a technical user guide that you will need to follow to ensure that you register your organisations correctly and complete the electronic application form correctly and under optimal conditions. The eform for Capacity Building Youth is expected to be ready in week 50 (10-14 December 2018). Frequently asked questions (FAQ): The Agency publishes answers to questions that are frequently asked by potential applicants. It is very important for applicants to check them in order to benefit from clarification that has been asked for by other applicants. These FAQs are made public to ensure that all applicants are treated fairly with respect to having access to the same information. The FAQs include clarification on eligibility and interpretations / clarification of aspects of the official documents. 4
B. ABOUT THE APPLICATION PROCEDURE The purpose of the following instructions is to offer guidance regarding the content of Application Form, the application procedure and the rules that must be respected. These detailed instructions follow the same order as the application itself. The applicants who do not follow the instructions and guidance therein, risk submitting an incomplete or incorrect application, and therefore significantly reduce the chances of their application being successful. Registration in the Participant Portal The applicant organisation must ensure that all partner organisations that will participate in the application have been registered in the EAC/EACEA Participant Portal. Each organisation that is registered in the Participant Portal is allocated a unique Participant Identification Code (PIC). The PIC is a 9 digit number that helps the European Commission and Agencies to identify a participant. It is used in all grant-related interactions between the participants and the Commission. If an organisation does not have a PIC number it cannot be a partner in an application. You will need an ECAS account in order to register your organisation in the Participant Portal. The home page of the Participant Portal includes a link to the ECAS registration website (click on the link 'Are you a new user?'). To enter the Participant Portal, click on the following link: http://ec.europa.eu/education/participants/portal/desktop/en/home.html If your organisation has already received a grant from the EU, it is likely that the organisation has already received a PIC number. You can search for existing PIC numbers in the Participant Portal via the 'My Organisation' option. The registration of your organisation in the Participant Portal should not take more than 15 minutes. At the time of registration, organisations must also upload the documents as indicated in the Erasmus+ Programme Guide (Part C). If your PIC is already validated, you do not have to upload any further documents. However, you can make modifications (e.g. change of phone number), if needed. Contents of the Application Package The Application Package consists of the following elements and must be downloaded from the website of the Executive Agency: https://eacea.ec.europa.eu/erasmus-plus/funding/capacitybuilding-in-field-youth-2019_en. The application package consists of several documents, the content of which is summarised below. Each of these must be completed and submitted as instructed. 1. Application Form (eform) 2. Project Description (MS Word) 3. Detailed Budget Table (Excel model) 4. Timetable for each activity planned in the application - NEW in 2019 5. Declaration of Honour (PDF) 5
WARNING If any of the above parts of application package is not submitted, not completed or not signed, the application may not be accepted. Deadlines and submission of the Application Package The applications must be sent by 24 January 2019, 12 pm (midday (not midnight)) Brussels time (CET). Applications sent by post, fax or email will not be accepted. Applicants cannot make any changes to their grant application after the submission deadline. Once the eform and annexes have been submitted, a reference number is automatically generated on the eform. In addition, a notification message will be sent by email to the contact person of the applicant organisation (or coordinating organisation, if applicable) to the e-mail address indicated in the eform. Please ensure that the presentation of the package conforms to the instructions printed in the Call for Proposals, notably: The application must be completed electronically by computer and submitted online (no paper, no handwritten submissions, or submissions completed using a typewriter will be accepted). No information or documents other than the Application Package can be sent. Any further documents will not be taken into consideration in the evaluation of application. No changes to the application can be made after the deadline has expired. However, if there is a need to clarify certain administrative aspects (e.g. contact details), the applicant may be contacted for this purpose by EACEA. Please note the date and time of the online submission (for example, a screenshot clearly showing the time of submission). Applicants are STRONGLY advised to submit their application well in advance of the deadline and to keep proof of the safe arrival of the application in the system. If you experience any technical problems during the submission phase, please contact the eform Helpdesk immediately (eacea-helpdesk@ec.europa.eu). If you have questions on the content of the eform and the Annexes, please contact the EACEA Youth functional mailbox (EACEA-Youth@ec.europa.eu). Note on submission of application package (please read it carefully) Before applying, you must carefully check whether you meet all the eligibility criteria. 6
It is your responsibility to complete your online registration application in time. We strongly advise you not to wait until the last few days before applying, since heavy internet traffic or a problem with the internet connection could lead to your online registration application being interrupted before you are able to submit it. Once the deadline has passed, you will no longer be able to submit. The EACEA Erasmus+ Youth team as well as the EACEA IT Helpdesk can provide technical support during the application phase if needed. However, please make sure that, if need be, you make contact well before the deadline. Please note that if you cannot validate and send the eform because you e.g. did not fill in all mandatory fields, you filled them in wrongly or you put contradictory information (e.g. in the budget table), did not read and respect the instructions for applicants, this cannot be considered as a technical problem on our side. Please also note that if you try to send us the application per e-mail just before or after 12.00 pm (midday) CET indicating there was a technical problem on our side, we will carefully check and verify your information including when you last modified your application and if the application was valid or not before the deadline. If we find that your application was not filled in correctly and as a result, the system prevented you to send us your application, it can be rejected even if sent to the EACEA IT Helpdesk per e-mail before the deadline. Once you complete and submit your online application, an acknowledgement receipt of your application will be sent to the e-mail address of the contact person indicated in your application. It is your responsibility to verify that the correct e-mail address is supplied. The e-mail address must be correct and valid during the whole selection process. Timetable of the call Stages Indicative period a) Publication of the call 24 th October 2019 b) Deadline for submitting applications 24th January 2019 (noon) CET c) Evaluation period February - March d) Information to applicants (notifications) End June e) Signature of grant agreement July- October f) Starting date of the action Between 1 st August and 31 December 7
C. THE APPLICATION PACKAGE Please note: The language used to complete the application package must be an official EU language. We advise you to use a language that is understood by all members of your consortium. If you use abbreviations, please make sure each abbreviation is clearly defined. It is advisable to compile a list of all abbreviations used in your application and attach it to the Project Description. Changing, adapting or using own models is not allowed (except for Timetable of each activity) and can result in the rejection of your application. C.1 APPLICATION FORM (eform) The eform is an Adobe development and applicants should ensure that they can install Adobe version 9 or higher on the computer they will be using to complete the application form. The form is downloaded onto a local computer and completed remotely. Once the text is ready and the attachments are linked to the application, it has to be submitted using an internet connection. The eform is constructed to ensure that applicants have the greatest chance of submitting an eligible application. Therefore you will find that submission will be impossible unless all mandatory fields are completed. Full details of these are available in the Proposal submission User Guide (further referred to as "User Guide"), which is published alongside the eform. It is strongly recommended to read the User Guide before you start completing the eform. A lot of processes are explained in detail in the User Guide, and without this knowledge you may have problems completing the form. Before starting to complete the eform, all partner organisations of an application must be registered in the EAC/EACEA Participant Portal. This process is explained in the User Guide. Without the proper registration of partner organisations, you will not be able to complete the eform. Depending on geographical coverage, there are 4 types of Capacity Building Youth projects: - ACP countries, Latin America and Asia - Western Balkans - South Mediterranean Youth Window - Eastern Partnership Please note that there are two sub-types of projects available for applicants from Eastern Partnership countries. Chose the eform of the type of CBY project you want to apply for from the Application eform homepage https://eacea.ec.europa.eu/documents/eforms_en 8
Make sure to use the correct eform according to the window for which you apply: Applicants from Erasmus+ Programme countries: Applicants from Western Balkans: Applicants from Tunisia: Applicants from Eastern Partnership: ACP countries, Latin America and Asia Western Balkans South Mediterranean Youth Window Civil Society Fellowships for Youth Partnership for Entrepreneurship NEW in 2019! Please note that as from 2019 Serbia becomes a Programme country; therefore applicants established in Serbia can submit only a proposal involving ACP, Latin America, Asia and Programme countries. On the other hand, organisations from Serbia can be included as partner to proposals submitted under all Windows. As a next step, you need to provide the registration codes (PICs) of all organisations participating in your proposal as partners. During this step, you are also required to identify the applicant organisation (For details, please see the User Guide). Please note that all fields marked with * are mandatory. This applies to all parts of the eform. Part A. Completion of organisation data Most fields (but not all of them) in part A. 1 are completed automatically, based on the information you provided while registering your organisation in the EAC/EACEA Participant Portal. The applicant organisation has to complete the following sections for all participating organisations: In part A.1, the field "Role in the application", "Type of Organisation" and "Region" needs to be completed by choosing an available option from a drop-down list. In the section A.2, complete the title, family name, first name, role in the organisation and e-mail address of the person who is responsible for the management of the application (contact person) in your organisation. If the «contact person» has a different address from the registered address of the organisation, check the corresponding box and provide the address and telephone number. If the Legal representative has a different address from the registered address, check the corresponding box to access the fields necessary to provide this information. If the application is successful, the Legal representative, will also be required to sign the Grant Agreement and other associated documents. If the application is signed by a different person, or if it is discovered in later stages of the selection or during contracting that the person identified as the Legal representative does not have the authority to sign, the application may be declared ineligible: an invalid signature could therefore lead to the rejection of the application. 9
If the project is recommended for funding, a mandate letter which will be annexed to the grant agreement will have to be signed by the legal representative of each partner organisation. Therefore, the signature will be checked and compared with the details in the application form. If the legal representative in the application form differs from the person signing the mandate letter, the coordinator has to provide explanations and enclose official documents proving the capacity of this person to enter into legally binding commitments on behalf of the partner organisation. Part B. Description of the project Section B.1, summary of the project This section invites applicants to provide key information on their application. For dissemination purposes, this section must be provided also in English, if the initial language chosen was different to English. For successful applications, this section will be reproduced in the form of an abstract. Applicants should therefore ensure that the text gives a concrete overview of the work the organisation plans to undertake following the structure proposed in the form. Please note that due to database limitations, the indicated limit of 2 000 characters (including spaces) cannot be exceeded. The provided text will be automatically cut when exceeding the limit. Section B.2. Priorities addressed Please tick the relevant priorities (maximum 3), addressed by your proposal, then describe briefly how the project addresses those priorities and specify which sector will benefit from the activities and outcomes of the project. 10
Section B.3. Dates and languages In section B.3, you have to fill in the duration of action and call you apply for. Each eform is set-up in a way that you will not be able to provide dates or durations that are in contradiction to the rules of the action you apply for. This complies with the eligibility periods. The English language is set by default for the Grant Agreement and the official communication with the Executive Agency. Section B.4. Budget This section contains 3 tables: Capacity Building Activities Mobility Activities Distribution of grant by organisation The tables provide information on expenditure and income of the project as well as indicate the distribution of the grant among the co-beneficiaries. The tables should be completed only after the duration has been indicated (above) and the Excel budget sheet have been completed and validated: the amounts in the Excel table and in the budget summary must be identical. All budgetary information must be provided in Euro/. Please note that the amount to be indicated in the table B.4.1 Capacity Building Activities (CBA's), line 'Activity costs', must correspond to 100% of costs planned for the CBA's (except for the travel costs, which should be included in the line below). The table shall be completed with the information regarding the income by indicating the amount of requested grant for CBA's (maximum 80% of costs planned for the CBA's) and the amount of other 11
sources of income. The eform is set-up in a way that you will not be able to validate unbalanced budget. The table B.4.2 shall be filled in only if mobility activities are planned in the application. The following table needs to be completed, listing the amount of the grant requested by participating organisation. The indicated total has to be identical to the total grant requested in the budget summary of the eform, and to the total grant requested in the Excel budget sheet. Part C. Activity details, outcomes and products Section C.1. Activity details This section has to provide a clear and complete work programme, information regarding the participants and shortly describe planned activities. It has to be filled-in for each activity separately. 12
The information regarding the type of activity and the venue should be selected from the drop-down lists. You have to specify the start and end date of each project activity. Please make sure that those dates correspond to the dates specified in the annex 'Timetable for each planned activity' and their duration and number of participants are coherent with the costs calculated in the Budget (e.g. Organisational Support for the Mobility Activities). The number of participants per sending organisation has to be indicated in the column Total Number of participants. This number includes also the participants with fewer opportunities. However, the column Total Number of participants with fewer opportunities should be filled in if such participants will be included in the activity in order to highlight this fact. Section C.2. Individual outcomes of the project This section relates to the individual outcomes that will result from the project. Please tick relevant boxes. Section C.3. Individual products This section relates to the individual products that will result from the project. Please tick relevant boxes. Application's reference(s) Please mention here all submitted CBY applications by your organisation. 13
Part D. Quality of the project team and the cooperation arrangements This section provides information about applicant organisation and partner organisations as well as an overview of main activities and involvement in projects and actions relating to the area covered by the project. Section D.1. Organisations and activities The description in this section should provide a brief presentation of the applicant organisation and all partner organisations. Please do not forget to state the key activities relating to the area covered by the project. If the organisation's name is in other than English language, please provide the name of your organisation in both, the national and English language. Section D.2. Operational capacity: Skills and expertise of key staff involved in the project / network You are expected to describe skills and expertise of staff involved in the project. This section also has to describe how the project team divides and organises its work. Empty sections D.1 and D.2 have to be copied as many times as there are partners and filled-in for each of them. Part E. Project characteristics and relevance Section E.1. Why does the consortium wish to undertake this project? It is important to describe the reasons for undertaking the project and how the project addresses the objectives of participating organisations and of the European policies in the fields of education, training and youth and how it will create synergies between these fields. The applicant also has to demonstrate the expertise and knowledge capitalised on previous experiences amongst the consortium members. The description should help experts and the Evaluation Committee to assess the level of preparedness and operational capacity for the implementation of the project initiative and for addressing relevant needs. The rationale and background of the project, including specific needs/problems/challenges that it intends to address has to be described too. If the proposal is based on the results of any previous project, please provide the key data in the table available at the end of the section E.1. The table should be copied as many times as necessary. Section E.2. Rationale for the setting-up of the consortium This section should provide supplementary elements to the previous section, which explain why the selected partners are best suited to participate in this European project. You are expected to describe innovative and/or complementary skills, expertise and competences within the consortium directly relating to the activities and planned outcomes. 14
Section E.3. European added value Detailed information on the benefit of the European cooperation should be provided in this section. It has to explain why it is necessary to implement the project at European level rather than at national/regional/local level. Section E.4. Innovative character Please provide an analysis of the state of art in the project domain and describe how and why the project has an innovative character. Please provide explanation of innovative aspects of your project. Part F. Quality of the project design and implementation Section F.1. Project activities and methodology This section should outline how the project intends to reach the objectives of the action and enhance the capacities of participating organisations. This section also has to provide a clear and complete work programme and describe main activities planned. Detailed overview of all activities will be presented in the separate annex called 'Timetable for each planned activity'. Please structure the text and activities thoroughly, so that evaluators can understand your project proposal properly. The lack of good structure and explanation of project activities may impact the score of your project. The applicant has to elaborate the methodological approach applied in the project. This illustrates how the project team proceeds to achieve the envisaged objectives and how the progress of project activities can be assessed against milestones and measurable indicators (qualitative and quantitative). This section plays an important role in the assessment of work programme quality and the foreseen project activities. Section F.2. Aims and objectives This section is the clue to understand why your consortium undertakes the action. You are expected to present here concrete and clear aims and objectives of your proposal. Hence, it is important to make a distinction between aims and objectives of the consortium implementing this project and to illustrate briefly how they will be achieved. Please remember, that the aims of your partnership and of this proposal reflect their long-term outcomes while the objectives indicate the short term targets of the proposal and the partnership. Aim refers to the general direction or intent of the consortium composed for the implementation of this project. On the other hand, the objectives are the specific goals of participating organisations and their target groups. Section F.3. Budget and cost effectiveness Please describe the strategy adopted to ensure that the proposed results and objectives will be achieved in the most economical way and on time. Explain the principles of budget allocation amongst partners. Indicate the arrangements adopted for financial management. In this section, you have to provide an overview of work monitoring and evaluation undertaken within the activities foreseen. Please provide an analysis of potential risks and measures to redress them. 15
Part G. Impact, dissemination and exploitation, sustainability Section G.1. Expected impact of the project The applicant is requested to elaborate how the project outcomes affect the addressed target groups as well as organisations, participating institutions, practises, and relevant policy area. In addition, it has to explain how the organisation intends to reach these target groups during the project lifetime as well as after the project is finished. The applicant should elaborate a set of indicators how to measure the impact and how to know whether the impacts have been achieved. Section G.2. Dissemination and exploitation strategy Please describe how dissemination will be organised in order to ensure that positive results will be made available both within and outside the participating organisations during the project lifetime. Describe what kind of dissemination actions the consortium envisages in order to make the outcomes available to groups not directly involved in the project. This could include information sessions, training exercises or the involvement of policy-makers not belonging to the applicant institution. In addition, please explain how each result and intellectual output will be disseminated. If the project produces any material, it should be clearly indicated how this material will be made freely accessible through the use of open licences. Although dissemination and exploitation of results are closely related, they are distinct processes. While the mechanisms for dissemination and exploitation often overlap, dissemination (information provision and awareness raising) can take place from the beginning of a project and intensify as results become available, but full exploitation (mainstreaming and multiplication of results) can happen only when it becomes possible to transfer what has been learnt into new policies and improved practices. Please describe how exploitation activities ensure optimal use of the results (see Erasmus+ Programme Guide, Annex II - Dissemination and exploitation of results). Section G.3. Sustainability Please explain here the sustainability of your project, namely the potential for continuation of activities, outcomes and impacts after the grant is used up. Also, how the intellectual outputs, such as guidelines, pedagogical materials, open educational resources, IT tools, analyses, studies, peerlearning methods, surveys, reports and inventions will be used after the life cycle of the project. Please explain which aspects of the project you plan to maintain after the project is finished and how you will do it. This section should also contain the description of your strategy to attract co-funding and other forms of support for the project. Section G.4. Quality control and monitoring The applicant should describe which mechanisms are put in place for ensuring the quality of the project and how the evaluation will be carried out, as well as any methodology to verify the outcomes of the activities. Part H. Mobility Part H has to be completed in your project has one or more of the following mobility activities: Youth Exchange, Volunteering activity, Mobility of Youth Workers 16
Section H.1. Involvement of participants in the mobility activities Please explain how the participants will be involved in the mobility action and what impact is expected on the individuals benefitting from them and on participating organisations, institutions, stakeholders and countries. Section H.2. Identification and selection of participants This part should explain the methodology and the actions foreseen to secure the selection of most suitable participants and a good cooperation with the sending organisations. Please note that each type of mobility has a specific set of eligibility criteria with regard to the age and number of participants. Section H.3. Preparation and support You are expected to describe the structure of preparation of the participants for the mobility activity. It is also important to explain the logistics and other support provided for the participants. The quality measures set up in the sending and receiving organisation to monitor the mobility activity should be explained, as well as the corrective measures in case the envisaged results seem not to be met. Section H.4. Involvement of people with fewer opportunities If you involve people with fewer opportunities, please explain the type of situation fewer opportunities these participants are facing, how many persons and organisations are concerned as well as from which countries they come from. Please explain the nature of the support required to ensure that these persons can fully engage in the foreseen activities. Section H.5. Recognition and validation of learning outcomes Please explain how the teaching and learning outcomes of the participants will be recognised and validated by the consortium which implements the project. Section H.6. Accreditation This section is applicable only if Volunteering activities are included in the project. The applicant must list the valid accreditation numbers of involved organisations from Programme countries, Western Balkans and Eastern Partnership countries. Details of Mobility activities (excel tables) There is a separate type of table for each type of mobility activity. Please make sure that the information regarding the dates of start and end of each activity (duration of the activity), as well as the venue and the number of participants (per sending organisation and total) are exactly the same throughout the entire application package: the eform (section C.1), the Budget (Mobility activities: number of participants for travel costs and organisational support, duration of each activity, country of activity) and in the 'Timetable for each planned activity' (start and end date of each mobility activity). Any inconsistency may have a negative impact on the calculation of the eligible grant. 17
Part I. Other EU grants Please list the projects for which the applicant organisation responsible for the management of this application has received financial support from the EU programmes or initiatives. Please add more tables if you received more than one financial contribution. Please list other EU grant applications submitted by the applicant organisation. Please indicate the EU programme and/or key action concerned as well as the title of project and the amount requested. Part J. Eastern Partnership window projects This section should be completed only by applicants from Eastern Partnership countries. The concerned applicants may submit either a proposal under Civil Society Fellowship for Youth or Partnership for Entrepreneurship. According to the action chosen by the consortium, the coordinating organisation has to complete either the section J.1 or the section J.2. Section J.1. Civil Society Fellowship for Youth The applicant should explain how the project intends to strengthen the capacity of youth organisations and youth workers from the region and build constructive relations with a variety of partners, including public bodies and civil society organisations. Please note that Eastern Partnership - Civil Society Fellowships for Youth applications must include mobility activities involving the Fellows from Eastern Partnership countries to Programme Countries Section J.2. Partnership for Entrepreneurship The applicant should explain how the project will promote youth entrepreneurship education and social entrepreneurship among young people of the region. 18
C.2 PROJECT DESCRIPTION The Project Description is an annex of the application form (eform) and must be uploaded and submitted electronically together with the application form. You can only use the model published on the EACEA website for the respective call and year. You are not allowed to change and adapt it or use your own model. All text fields in sections D to G are obligatory. The Section H is compulsory only if mobility activities are planned in the application and for applications submitted under the Eastern Partnership Window Civil Society Fellowships for Youth. Please note that, as this is a word document, it is possible to insert pictures and diagrams into the text boxes. However, in order to avoid any potential problem during the submission of application, the maximum capacity of application package (eform + four annexes) is 10 MB. Please pay attention to the limits of characters established for each text box. You will not be automatically blocked by the limit; however, for a matter of equal treatment, texts exceeding the limit are not taken into consideration by the evaluators. C.3 DETAILED BUDGET TABLE (EXCEL) The Detailed Budget Table is an annex of the application form (eform) and must be uploaded and submitted electronically together with the application form. You can only use the model published on the EACEA website for the respective call and year. You are not allowed to change and adapt it or use your own model. The EU-Grant is based on a mixed mechanism of the reimbursement of a specified portion of the approved eligible costs incurred (maximum of 80%) and on unit costs. Therefore each applicant has to provide a detailed estimated budget in order to indicate the total estimated costs and incomes related to the project proposal. The detailed project budget has to be indicated in the excel model that can be downloaded from the call notification for Capacity Building in the field of Youth on the EACEA website [insert link]. The table contains a series of formulas and drop-down lists which allow you to calculate the correct amount of the grant. When completing the budget table please keep in mind that the maximum grant that may be awarded for the CBY project is of 150.000 Euro In order to calculate the EU-Grant the applicants have to provide information on the estimated direct and indirect costs in the expenditure part as well as the sources of funding in the income part Capacity Building activities (except Travel costs) of the budget model. In addition, Exceptional costs and Special needs support included in the part Mobility activities should be based on the estimation of expenditure. Travel costs for Capacity Building activities and Mobility activities, as well as Organisational support and Individual support (Volunteering activities only) are based on calculation of scale of unit costs. Unit costs can be understood as a set amount per unit which is a contribution towards the project costs. For some unit costs you will spend more and for some perhaps less than 19
the unit cost. Unit costs are intended to make the understanding and managing of the funding simpler. It is very important to separate the costs of the Capacity Building activities from the costs of the Mobility activities. Therefore, you are not allowed to request additional costs for Mobility activities in the part Capacity Building activities. Also, it is important to understand the difference between all activities involving participants under Capacity Building activities and Mobility activities. The Capacity Building activities are: Transnational meetings between project partners for the purpose of coordination, such as a kick-off meeting or an evaluation meeting; Transnational conferences and similar events, involving also participants who are not youth workers, such as consultations, workshops, polls of young people; Large scale youth events; International information and awareness campaigns; The Mobility activities (Youth Exchanges, Volunteering activities and Mobility of Youth Workers) offer to young people international and intercultural learning experience through an exchange, voluntary activity or a learning scheme designed specifically for those who work for and with youth. The details provided in the budget table shall be clear, precise, and allow for the evaluation of the estimated costs in relation to the proposed project activities. Furthermore, applicants have to demonstrate a clear link between the project activities, the project team indicated in the Project Description and the budgeted amounts. The costs foreseen in the project budget need to provide information on the organisations and persons involved in the project, on the activities and outputs foreseen etc. You must calculate a project s provisional budget at the application stage according to the amounts outlined below. Please note: if you miscalculate your 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 correct and consistent with the activity described in your application form before submitting your application, as the Education, Audiovisual and Culture Executive Agency cannot award any funding above the amount requested. Please see the Erasmus+ Programme Guide, for the funding rules for the Capacity Building Youth projects and unit costs amounts. Your budget should be appropriate to your activity and demonstrate cost effective use of resources. Please note that it is not mandatory to fill in each heading of the detailed project budget i.e. in case a cost category is not applicable for your project you may leave it empty. 20
How to complete the excel table for the detailed project budget The applicant will be able to fill only some cells of the sheets Capacity Building activities and Mobility activities. Cells which contain formulas are locked and any calculation will be made automatically. The sheets 'Budget Summary Capacity Building activities', 'Budget Summary Mobility activities' and 'Budget Summary whole project' will be filled in automatically following the data provided by the applicant in respective parts of the budget. The coherence between the budget and the planned project activities will be evaluated once the application has been received. Applicants are requested to indicate for each cost item the name of organisation which makes the expenditure and respective activity specification. When preparing the project budget, applicants should pay attention to allocate the estimated costs in the correct budget heading and category and to make sure that these estimated costs are justified in relation to the planned activities. The budget (please refer to Total estimated expenditure and Total estimated income) needs to be balanced in order to be valid. Capacity Building activities Direct Costs 1. Staff costs This budget category has been added for applications to be submitted in 2019. It concerns only the permanent staff of at least one participating organisation who clearly contributes to the implementation of the project. The status of permanent staff means that the staff member is on a payroll of the indicated organisation, which concerns one of the following categories: Statutory staff, having either a permanent or a temporary employment contract with the applicant or an equivalent appointing act and assigned to the action Temporary staff, recruited through a specialised external Agency Other types of contracts as far as the national labour law assimilates them to staff The eligible amount for this budget category must not exceed 20% of other direct costs planned for the Capacity Building activities. The information provided in this budget line must be consistent with the part D.2 of the Detailed Description of the project. 2. Information Communication Technology costs This budget category is reserved only for costs related to purchase, lease and maintenance of ICT material necessary for a correct implementation of planned activities, such as a camera, specific software and hardware. 21
Purchase, rent or lease of equipment (new or second-hand), including the installation, maintenance and insurance costs, may be indicated. Please note that: proposed equipment costs must be duly justified; equipment costs need to be written off in accordance with the tax and accounting rules applicable to the applicant and generally accepted for items of the same kind and need to be in line with international accounting standards and the usual accounting practices of the applicant. only the portion of the equipment's depreciation, rental or lease costs corresponding to the eligibility period of the project and the rate of actual use for the purposes of the action may be taken into account; the costs of rental or lease of equipment or other assets are eligible, provided that these costs do not exceed the depreciation costs of similar equipment or assets and are exclusive of any finance fees; each item of equipment group of similar items (e.g. equipment with similar specifications) should be described and justified in a separate line in the excel table; the depreciation rule applies to any purchase above 500 EUR. It is recommended to rent the equipment required for implementing the project. In case it is economically more advantageous to purchase equipment instead of renting it, the deprecation rule applies to any purchase above 500 EUR. Purchased equipment needs to be written off in line with the international accounting standards and the usual accounting practices of the applicant. Example for calculation: CBY project duration of 12 months: if the equipment needs to be written off over 3 years only 1/3 (33.33%) of the costs may be accepted for the project. In addition, the correct usage rate of the equipment needs to be indicated e.g. 1 month would correspond to a usage rate of 8.33 %. The correct application of the deprecation and usage rate may be checked at final report level. All equipment related to the administration of the project (e.g. PCs, portables, etc.) and all equipment purchased before the start of a project is covered by indirect costs of the project (see below in "Indirect Costs"). Costs of consumables and supplies, provided that they are directly assigned to the action, e.g. photocopies, office supply specifically for the project otherwise these costs should be included in the indirect cost. 22
3. Transnational Project Meetings In this category, only costs for transnational capacity building activities are eligible. There are 5 subcategories: 3.1 Board and lodging, including local transport This sub-category should include the costs of lodging, meals and local transport during the activity. Please note that all costs of transport to the venue and back home, also between the airport and hotel are already included in the scale of unit costs for Travel costs. Please indicate the organisation which will make the cost, the activity concerned by the cost and the description of the cost, including the duration of stay and number of participants. 3.2 Visa and insurance Under this category you may include e.g. costs for visa applications for staff travelling for the project, travel insurance or other insurances for participants. 3.3 Rental of rooms for meetings, conferences and other international events Those costs concern the rental of space necessary for the organisation of international activities planned in the work programme. You may include there costs of rental of specialised equipment present in the room, such as beamer, interpreters booth, loud speakers, etc. Costs of consumables should be covered by indirect costs. 3.4 Interpretation costs Costs of interpretation during international CB activities are eligible only if the service provider is external to the participating organisation and presents a detailed and valid invoice. 3.5 Costs of external speakers, including board and lodging and local transport Under this sub-category you may include costs of external speakers invited to events, such as their fees, hotel, meals, local transport and travel costs. All costs must covered by a valid and detailed invoice. 4. Intellectual outputs and dissemination of project results This category should contain costs of conception, production and sharing of material outputs with target groups and costs of the visual identity of the project Costs linked to services and goods entered under this category must be provided by a service provider different from participating organisations. 4.1 Production This sub-category concerns costs of conception, design, layout, proofreading and printing of manuals, brochures, posters etc. / putting on-line of websites, documents, platforms, etc. 4.2 Translation Please remember to provide the information regarding the languages concerned, type of product and number of pages planned. 4.3 Dissemination and/or information costs You may declare here costs of hosting a dedicated web page or on-line platform, costs of publicity and dissemination channels. 23
5. Consultations, workshops, polls of young people at local, regional, national and international level Please remember that the Capacity Building projects are focussed on transnational cooperation, therefore activities at local, regional and national levels should clearly contribute to all participating organisations and countries. Costs to be planned in this category concern organisation and implementation of such activities. Please note that photocopying, consumables (paper, pens, flipcharts), telephone and internet access are covered by indirect costs. 6. Linguistic, intercultural, task-related preparation of participants in mobility activities This category is reserved only for preparation of participants to mobility activities except for participants to volunteering activities from Programme countries, Tunisia, Western Balkans and Eastern Partnership who shall participate to training cycles organised by National Agencies and SALTO's. Please note that costs of the preparation must be detailed and generated by service providers other than participating organisations. 7. Cost for the financial audit of the project Financial audit is compulsory only if the part of the requested grant based on real costs is higher or equal to 60.000 Euro. Costs of non-compulsory audit will not be accepted. The real costs include: Direct costs for Capacity Building activities Exceptional costs for Mobility activities Special needs for Mobility activities Indirect Costs Indirect costs of the action are those costs which are not specifically directly linked to the implementation of the action and can therefore not be attributed directly to it (no specific invoice). A flat-rate amount of a maximum of 7 % of the total eligible direct costs of the project may be added as "Indirect Costs" representing the applicant's general administrative costs which can be regarded as chargeable to the project. Examples of indirect costs are: all costs for equipment related to the administration of the project (e.g. PCs, portables, etc.) consumables (e.g. paper, toners, pens, etc.) communication costs (postage, fax, telephone, internet access, mailing etc.) infrastructure costs (rent, electricity, etc.) of the premises where the project is being carried out; Please note: Indirect costs shall not be eligible under a project grant awarded to a beneficiary who already receives an operating grant from the EU during the period in question. 24