Yes. VTR can contribute to co-funding of an activity, but it is also a recognition of how volunteers contribute to a project, which also happens in Pilot Activities. The rules for the calculation and inclusion of VTR are the same for all types of grants. Please consult the dedicated page for more information.

Within the grant envelope from the EYF, you may move amounts between budget lines, as long as your project purpose remains as approved by the EYF. In case you need to move money from one line to a new type of costs which was not initially included in your application or to increase fees, please consult the EYF in advance for approval of this.

EYF grants are awarded based on the information provided with the application. Some minor elements of the project, including reallocation of funds between budget lines are possible, but they must be approved by the EYF. In this case, send a message in the EYF online system requesting the change, indicating clearly the requested budget reallocation and why you wish to reallocate.

EYF grants are awarded based on the information provided with the application. Some minor elements of the project, including reallocation of funds between budget lines are possible, but they must be approved by the EYF. In this case, send a message in the EYF online system requesting the change, indicating clearly the requested budget reallocation and why you wish to reallocate.

As stated in the instructions for financial reporting, EYF grants may not cover the purchase of equipment; such costs are ineligible and cannot be included in the budget, even if covered by another source of funding, as some calculations are based on the total cost (e.g. co-funding for international activities and VTR), which should only include eligible expenses.

Please reach carefully the instructions for financial management and reporting of the EYF, which indicate per each type of expenditure what kind of proof is needed.

Financial files need to be kept by the grantee organisation for 10 years, and made available in case of audit.

Yes. Even in the case of international activities, which require 1/3 of co-funding, the EYF does not specify which costs should be covered by other sources.

Projects are co-funded when the total cost is covered by at least one other source of income than only the EYF. This is mandatory for international activities (including for international activities within an annual work plan), which should be co-funded by at least 1/3, but it is possible and welcome for all grants. Other income sources can be the NGO’s own funds, other donors (public or private), sponsors or even participants’ contributions.

Participants can contribute to a project, either through participation fees or contribution to specific costs, such as travel. However, this is not encouraged by the EYF, as such obstacles can prevent participation for financial reasons.

Yes, this is possible, provided that the travel expenses are not higher than the travel expenses if the participant had come to the meeting venue just for the activity and provided that the EYF does not cover any expenses related to the extra days (accommodation, meals). Stopovers on the way to/from the venue are not allowed.

If the grantee organisation considers that the visa rejection is not due to any responsibility of the participant, and if the grantee organisation agrees to include the cost of the rejected visa in the expenditure of the EYF grant, then the EYF grant can cover this cost.

First of all, the grantee organisation must check with the participant the objective reason for which they cannot participate anymore, and assess whether it is a reasonable justification for dropping out. If this is so, then the grantee organisation and the participant need to check with the company whether they can recover any costs of the ticket. If the ticket cost cannot be recovered fully, then the grantee organisation needs to assess whether they wish to include it among the expenditure to be covered by the EYF grant, and in this case, the grantee organisation will need to provide explanations about the cancellation reasons, the steps taken to recover the ticket, and why they wish to ask to the EYF to cover this cost.

For international activities and annual work plans, the EYF accepts salaries as co-funding, provided that your organisation can explain the involvement of the staff member in the project and the time dedicated to the project. However, should your organisation also receive an EYF structural grant, please note that the salaries must be included either as co-funding under the Work Plan/International Activity or under the Structural Grant and not under both.
The salary needs to be included both in the Expenditure and Income sheets of your project budget. The following documents are requested for the financial report:
Under Expenditure:
• Payslips for the staff member(s)
• A proof of payment (bank statement)
Under Income:
• A proof that the salaries are covered by another source of funding (for example, a contract with another donor that covers the salary).
• A letter by your organisation (self-declaration) signed by your legal representative confirming that the staff member is employed by the NGO, the percentage of work time dedicated to the project, and the duration of the involvement in the project.