Guidelines for preparation of a budget for the DEMENA Youth Pool

Fill in the budget lines corresponding to your project. Projects will not necessarily have budgeted costs related to all budget lines in the format and it is, therefore, not required that all budget lines are filled in. You may add extra budget lines under the budget headlines in order to specify expenses.
Guidelines for each budget line in the budget format:
Activities
The budget shall be made according to expenses per activity. All expenses directly related to the activities shall be stated here, except for staff (shall be listed under point 2).
Each activity shall be specified in a separate budget line according to the following format: Expenses related to the first activity shall be listed under the headline Activity 1.1. Expenses related to a second activity shall be listed under the headline Activity 1.2 and so forth.
Qualified expenses under this budget line are expenses that support the building up and the implementation of an activity, including local and international travel, board and lodging, honorarium, PR expenses and other costs directly related to the proposed activity/ies. Unit costs should be specified.
Expenses in Denmark and in the MENA region must be broken up in separate budget lines.
Expenses for supplies or equipment can in certain cases be applied for depending on the character of the project. In that case such purchases shall be directly requisite for the building up and implementation of an activity while at the same time having long-term utility value. It should always be listed under activities.
Regulations and maximum rates:
Per diem rates must not exceed the rates set by the Danish Ministry of Finance. Flight travels must be economy class and accommodation costs must not exceed the cost of an ordinary tourist class hotel.

Human resources
Qualified expenses related to staff are honorarium/salary and expenses for international and local travel, accommodation, per diem and insurances. If travel is linked with a particular activity, cost of travel should be budgeted under “activities”.
Expenses for hiring and/or sending out staff must always be proportional to the overall level of expenses of the project as a whole.Any employed person must contribute with very special skills that are indispensable for the project. Staff salaries must always be justified by a job description anda description of the purpose of the position. If the position is based in the Danish partner organisation an explanation must be provided of why it is necessary with an employee in Denmark and not in the MENA partner country, where the project is implemented.Salary is not eligible for funding in partnership identification and pilot projects.

Project Information in Denmark
Expenses for project related information in Denmark can be applied for.Please specify the kind of activities that are planned and note that expenses for project information always must be proportional to the overall level of expenses of the project as a whole.Information work in Denmark must be carried out within the stipulated project period and must in general be grounded in the activities of the project and related hereto.
Total project support
The total sum of expenses on project support, i.e. the total sum of point 1-4).
Evaluation Costs
Expenses for evaluation can be applied for in connection with larger projects.
Budget Margin
The budget margin must not exceed 5 % of the total budgeted expenses (5 % of the subtotal of point 1-4 of the budget format).
Audit Costs
Projects with a budget above 100,000 DKK must be audited in Denmark or both locally and in Denmark and the audit costs should be budgeted here. Projects with a budget of less than 100,000 DKK cannot apply for funds for auditing costs. Instead original bills should be submitted to ActionAid Denmark with the final account.
Administration in Denmark
Expenses for administration in Denmark or the MENA country can be applied for, but may not exceed 7 % of the total budgeted expenses (7 % of the subtotal of point 1-6 of the budget format). Administration expenses can only be covered for the lead applicant organisation.
Other funding sources
Please indicate the parts of the project that is funded by the applicant organisation, the partner organisation or another donor - and therefore not applied for. Kindly indicate if you have applied for or received funds from other donors in relation to the project covered by this application. In this case, please indicate where funds are applied from, the amount applied for and whether the funding has been granted.

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