Budget
Can I include VTR in the costs for my pilot activity?
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.
For my international activity, travel costs were lower than expected. Can I use the remaining budget and use it for dissemination of outcomes?
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. Within the amount approved by the EYF, you may move funds between budget lines, as long as the project purpose remains as approved. Any new cost not foreseen in the approved budget, or if the change refers to an increase in fees, prior approval by the EYF is required – contact the EYF using the online system.
In which conditions can I use project savings and redirect them to other relevant costs within the project?
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. Within the amount approved by the EYF, you may move funds between budget lines, as long as the project purpose remains as approved. Any new cost not foreseen in the approved budget, or if the change refers to an increase in fees, prior approval by the EYF is required – contact the EYF using the online system.
Can we buy equipment instead of renting it?
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.
What proof of expenditure do we need to send to the EYF?
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.
For how long do we need to keep project financial files?
Financial files need to be kept by the grantee organisation for 10 years, and made available in case of audit.
Can participants’ travel be fully covered by the grant in the case of an international activity?
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.
What does co-financing mean for the EYF?
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.
Can participants pay participation fees in EYF-supported projects?
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.
Are participants in an international activity allowed to come to the meeting venue earlier or leave later in comparison to the activity dates?
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 a participant applies for visa in order to join our project, they need to pay the visa fee when submitting their request to the embassy. In some cases, it can happen that the visa is rejected. Can the cost of a rejected visa be covered by the EYF grant?
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.
If a participant needs to cancel their participation in an international activity due to an objective reason, but the tickets have already been bought, can the EYF grant cover the cost of the ticket?
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.
What do administrative costs mean for the EYF?
For the EYF, administrative costs can include costs such as office rent, costs for heating, electricity and water, and insurance up to 7% of the awarded grants for international activities and annual work plans starting from the 1 April 2023 deadline.
For pilot activities, up to the deadline of 1 June 2023 inclusive, the administrative costs could include salaries, office rent, costs for heating, electricity and water, and insurance. Starting from the deadline of 1 September 2023, also in pilot activities, administrative costs can only include costs such as office rent, costs for heating, electricity and water.
What does it mean project coordination staff costs for the EYF?
Starting from the deadline of 1 April 2023 for international activities and annual work plans and from the deadline of 1 September 2023 for pilot activities, the projects approved by the EYF can include up to 10% of the awarded grant for staff costs for project coordination.
This means that the beneficiary NGO can use its staff for project coordination tasks, and include their salaries, either partially or fully, in the grant requested to the EYF.
Project coordination involves the overall management of the project and the day to day tasks to make sure the project advances and runs according to the plan.