10. Budget and eligible costs

The project budget describes what costs each partner expects to pay to carry out the project.

The project budget depends on the project duration.

50.000 EUR for 6-month projects

100.000 EUR for 12-month projects

200.000 EUR for 18-month projects

These are the maximum project budgets, including both Interreg NPA funding and the partners’ own contributions. For most partners, the Interreg NPA grant covers 65% of the total budget, with partners contributing 35%. For Norwegian partners, the Interreg NPA grant is 50%, and partners’ own contribution is also 50% of the total budget.

Your questions

What type of costs can be paid using the NPA funding?

The Interreg NPA grant can be used to pay different categories of expenses:

· the salary of people employed on the project (Staff costs),

· the costs for having and running an office (Office & Administration)

· the tickets for travelling and accommodation during meetings (Travel & Accommodation)

· hiring experts, consultants, venues or services provided by other companies not in the project (External experts)

· tools, equipment and materials necessary to carry out the project. (Equipment)

There are specific rules which need to be followed to make sure that the money is used according to the EU regulations that apply to Interreg NPA, which are called Eligibility rules. Put it simply, whenever you spend money from the project budget, it has to be for something clearly connected to the project, paid by a project partner and within the duration of the project. You should carefully read the eligible expenditure in the Programme Manual or in the presentation delivered at #2 Youth Track event.

What is the general rule on eligibility of expenditure (staff, travel, external expertise, equipment, office)?

All expenditure in the allowed categories must be project related. This means that it should be clearly connected to project activities traceable in the approved application form. Furthermore, the expenditure must be incurred, entered into the project accounts and paid by, or on behalf of, the project partner during the project period determined by the Managing Authority in the Grant Letter.

Who covers the expenses of Associated Partners?

Travel and accommodation costs of Associated Partners can be covered by the Partner organisation they are connected to. These costs are part of the External Expertise cost category. Invoicing between partners, including associated partners, is not allowed.

Can the project hire an external service provider?

Yes, external experts can be hired by the partner organisation to deliver services that are outside of scope of partner organisations. External services and expertise should be limited to studies or surveys, training, translations, IT support & development, promotion & communication, financial management, etc. You can find the full list of services and expertise allowed in the Programme Manual.

Can one partner invoice other partner for services such as venue rental?

No, invoicing between partners, including associated partners, is not allowed.

Will project expenses be audited?

Yes, youth projects can also be selected for audits, even though they are paid according to a lump-sum principle. Therefore, it is important that partners follow the eligibility criteria and keep the documents supporting project expenses available for 5 years after the last payment has been made. The details on what is needed for audit trails in different cost categories is listed in the Programme Manual.

Questions about volunteer work and staff

Can volunteer time working on the project be counted as organisation’s own co-financing?

No, own work can only be counted as an organisation’s own co-financing if a salary has been paid and entered into the project account. Read more here.

My organisation is made up of volunteers or part-time workers, who are not the organisation’s leaders. Would it be eligible to apply?

Before applying, your organisation should assess whether it has the administrative capacity and resources needed to take part in a transnational project.

If your organisation employs staff, their time can be included as eligible staff costs under an Interreg NPA project, whether they work part-time or full-time on the project.