Plan and create budget items
Budget is accessible directly from the main menu in the left sidebar.
Note:
- To create budget items, you must have Manage access rights to the Budget section and at least Read access rights to those activities and participants you want to assign budget for (see "Roles, access levels, and access rights").
- In addition, the current plan version must be in the Edit mode (see "Manage workspace plan versions").
Tip:
- It is recommended to create activities and participants before creating budget items in your workspace, because budget items are assigned to both of them.
- If you have already developed your budget outside EMDESK, you can import your budget data into your EMDESK workspace.
Information: For EU-funded research projects, budget items represent your planned costs by cost category (Personnel Costs, Direct Costs, Indirect Costs). You can view, filter, and sort budget items in the Budget table view and export budget data in Excel (.xlsx) or CSV format.
Follow these instructions to create a budget item.
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Click the "Budget" menu and then click + Add Budget at the bottom.
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This will open a sidebar where you can create the new budget item:
Complete the following required fields:
- Cost (€): Enter the amount of planned costs
- Activity: Select the activity for which you plan the budget
- Participant: Select the participant where the costs will be incurred
- Cost Category: Select a cost category of the type "Fix"
Note: Cost categories can be customised and configured under the Customisation settings. There are 2 types of cost categories: fixed amounts (Fix) and rate-based amounts (Rate). Rate-based are e.g. personnel costs and depend on the quantity and rate, whereas the fixed amounts are costs for goods and services.
Information: If you would like to create rate-based personnel budget, then read "Plan and create personnel budget".
Optional fields:
- Indirect Cost Rate: Once both cost category and participant are selected, the indirect cost rate is auto-selected. Indirect cost rate depends on the selected cost category and participant (it's managed in the Financial Profile of the participant)
- Description (optional): Enter a short description regarding the budget item
- Set Period (optional): Define a fixed time range within the activity duration in which the budget is planned; by default the budget is assumed to be spent evenly over the activity duration
- Tags (optional): Classify and label the budget with tags
Tip: Setting period is optional. However, if you would like to specify a particular period within the activity duration, then activate Set Period and define the start and end month.
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Once you have completed filling out all the information, click Save Budget.
Note: Activity, participant, and cost category must be defined for each budget item, otherwise the budget item is considered as unassigned. Unassigned entries are listed in a separated table at the end of the "Budget" tab and are not accounted in the budget.
Note: Read here how to delete budget items.