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This section provides an overview of the Budget Forms available in NEF. These forms implement all controls required to help you send a budget that is compliant with your Grant Agreement..

Table of content:

Budget Forms

Budget forms are the forms where you declare the budget of the Project in Negotiation and where you may be asked to re-organize the budget during an amendment. They will be available for information as read-only for Periodic Reports.

This documentation explain concepts

NEF implements more then 20 funding schemes which all have their own behaviour and rules for budget computation. This documentation explains the basic concepts of budget forms in NEF but does not demonstrate in details how specific funding schemes are implemented (some do not have the budget for research; some allow to define budget only at project level, etc...)

The NEF budget forms are available at the project level through a Budget Overview link (see Project link), which can either provide:

  • A read-only summary of what is declared at partner level. This is the correct screen for checking which partner exceeds the Community Contribution if you get an error message stating that the Community contribution has been exceeded.
  • The only location where you can set the budget. In this case you will not see a Budget Form link at partner level as explained in the Partner Management section of this documentation.

We will focus on Partner Budget Forms which represent 90% of the cases.

Participant Budget Form

The way to access the Participant Budget Forms is explained in the Partner Management section of this documentation through the Eligible Costs link displayed in the contextual menu of a specific participant.

A typical budget form is described below:

The screen is split in three sections:



Computation parameters

You will find here the funding % for research - computed on the basis of your legal organization status (see NEF Legal Forms for rules of computations) -, and the cost model of your organization which defines the % for computation of indirect costs.

The form lets you choose other options, such as whether you use lump sum funding methods (please refer to FP7 Grant Agreement for this option), or whether your organization applies for SC30 which will allows you to select a different cost model than the one of your organization, in specific circumstances (please consult also the FP7 Grant Agreement).

Cost Table

The cost table uses the parameters described above to automatically compute all entries which can be computed. This demonstrates the value of NEF in enforcing all business rules which exist in respective Framework Contracts, thereby preventing you from making clerical errors during your budget data entry.

These controls are demonstrated in the next section of this documentation, and basically (warning)
an error in the form will prevent the form from being saved.

EU contribution

This part of the screen gives an overview of the consumption of the budget at project level. Therefore, this part of the screen allows you to check how much budget you already declared, how much budget remains, or what, from what you requested, exceeds the EU contribution.

Management of decimals, roundings

As far as decimals are concerned, NEF behaves differently depending on the Commission Directorate General policy defined regarding decimals:

  • DG CONNECT (former DG INFSO): NEF allows you to enter a budget without decimals
  • Other DGs: NEF allows you to enter budget with decimals

Roundings are performed by ignoring decimals resulting for application of % which avoid to exceed the EU contribution. These truncations are performed at partner level.


Controls Enforced in Costs Table

The screen-shot below shows the same project as in the previous screen-shot, but an error has been introduced in the form:


First of all you can notice that NEF automatically computes:

  • Total (total per personnel costs, subcontracting, etc...)
  • Indirect costs (in that case automatically since the cost model chosen is Standard flat rate)

But the form lets you fill in the requested EU contribution since it is possible that a participant requests no funding - so (warning) make sure you do not forget to complete this field if you request funding.

The error which has been introduced here consists in requesting more research finding than the maximum allowable EU contribution. This is automatically spotted by NEF while you edit the form through the exclamation mark in red beside the faulted field. The mouse on this mark will explain the error through a tooltip:

This first error is raised at partner level through a basic check of the field mentioned in the form.

The data entry then raises a second error since the requested funding now exceeds the proposed EU contribution of the project. To fix this error you have to reduce the funding of this partner or of any other partner in the project.

(minus) You will not be able to save the form before the problem is fixed.