Are you preparing an application for the Interreg Europe third call for proposals? Did you already plan your activities? Great – because then you already know what your budget will look like. More detailed information as well as some tips on the requirements for the management structure of your project can be found below.
How to prepare a project budget and finances?
First of all, the planned activities define the project budget.
Once you have planned your activities, the project budget has to be structured along five budget lines:
- Staff costs: to be used for all salary costs linked to activities carried out by staff members employed by the partner organisation
- Administration costs: 15% flat rate of staff costs is automatically calculated. The flat rate covers costs like office rent, utilities, office supplies, general accounting etc.
- Travel and accommodation: to be used for all travel and accommodation costs (such as plane and train tickets, accommodation and meals) linked to activities carried out by staff members employed by the partner organisation
- External expertise and services: to be used for all services costs needed outside the partner organisation, such as stakeholder travelling or meeting organisation costs
- Equipment: to be used for the equipment costs. It is important to note that equipment costs should remain exceptional, they are limited to office equipment and should not exceed EUR 5,000-7,000 for the whole partnership.
You should also ensure the consistency between the activities planned and their related budget. Is the budget reasonable compared to the planned activities and outputs, the project’s duration and the number of partners?
Don't forget to pay attention to the spending plan. Phase one takes a lion’s share while phase two has limited activities and therefore takes a significantly lower share of the budget.
How to plan project management?
Clear, transparent and efficient management procedures help to ensure a smooth project implementation. This is why we expect you to tackle at least the following points already at the application stage to build on sound management structures:
- Involve your partners from start and define roles clearly to avoid surprises later.
- Establish effective internal communication channels.
- Ensure that all partners are involved in the decision-making process (e.g. through an adequate representation in a steering group).
- Budget sufficient resources at lead partner level.
- Include key management activities in your work plan, e.g. project partnership agreement, preparation of the progress reports and regular meetings (physical or virtual).
What’s new compared to INTERREG IVC?
If you were involved in an INTERREG ICV project, you should keep in mind that some things are different for the Interreg Europe projects.
- Preparation costs are a lump sum of EUR 15,000 attributed to the lead partner
- Contracting partner principle applies: no shared costs possible
- No budget split in the application form per components or work packages
- No more special role of the lead partner’s FLC
For further information, join us for the webinar on management, budget and finances on Thursday 27 April at 10 am CEST (Paris time).
This event is part of a series of applicant webinars:
- Building a successful partnership on Tuesday 25 April
- Designing project methodology on Wednesday 26 April
- Project communication strategy on Friday 28 April
For more guidance on how to plan your project budget and management, visit our 'Develop a project' page where you can find instructional videos, presentations and a full list of the assistance tools. Have a look also at the FAQ section to find answers to the most common questions.
To read more about the third call, visit the applicant page.
Are you interested in submitting your project proposal in the third call? Do you have a burning question on any aspect of the call? Join us online on Fridays.
Project approval is postponed from December 2017 to March 2018. Check out the updated planning of the third call.
We are continuously looking for ways to make project management easier for our beneficiaries. See what we have already done in terms of simplification.