Grants Gateway Budget Instructions

Overview

The Grants Gateway is the central online portal used by many funding bodies to receive grant applications. The Budget Instructions page is a critical component of the application because it guides applicants through the creation of a compliant financial plan.

This document summarises the key points you need to know when completing the budget section in Grants Gateway, covering structure, permissible costs, eligibility criteria, and tips for a smooth submission.

Budget Structure

Grants Gateway expects the budget to be presented in a tabular format divided into clearly defined columns. The typical layout includes:

1. Cost Category The type of expense (e.g., Personnel, Travel).
2. Year 1 Amount requested for the first funding year.
3. Year 2 Amount requested for the second funding year (if applicable).
4. Total Sum of all years for that line item.

All amounts must be entered in the currency specified by the call (usually GBP or EUR). Use whole numbers; the system will add commas automatically.

Cost Categories

The following categories are standard across most Calls, although some programmes add bespoke lines. Use the exact wording shown in the call text.

Eligibility Rules

Before entering figures, verify that each cost complies with the eligibility criteria outlined in the call document.

• Only costs incurred solely for the project period are eligible.
• All expenses must be reasonable, necessary, and directly related to the project objectives.
• VAT is generally excluded unless the funder explicitly allows it.
• Costs that have already been funded by another source must be declared and reduced from the requested amount.
• For personnel, the maximum effort you can claim is the FTE percentage indicated in the call (commonly 100% of the individuals working time).

Submission Process

Follow these steps to ensure a successful upload:

1. Log in to Grants Gateway and open the application you wish to edit.
2. Navigate to the Budget tab.
3. Choose the correct Template (e.g., Standard Research Grant).
4. Enter figures for each cost category, year by year. The system validates totals in real time.
5. If your institution uses a financial system that can export CSV, upload the file using the Import Budget button.
6. Review the automatically generated Budget Summary chart to confirm allocations align with the narrative.
7. Click Save and then Submit. You will receive a confirmation email with a reference number.

Common Errors & How to Avoid Them

• Missing cost category: Every line required by the call must appear, even if the amount is zero.
• Overallocating indirect costs: The system caps overhead at the percentage stated; higher entries trigger a validation error.
• Currency mismatch: Enter amounts in the currency specified; the system will not autoconvert.
• Duplicate entries: Do not list the same expense under two categories; consolidate into one line.
• Exceeding total budget limit: Check the maximum award figure; the total of all years must not exceed it.
• Unreasonable unit costs: For consumables, keep perunit prices within market rates; unusually high figures are flagged for review.

If you encounter a validation message, hover over the highlighted field for a tooltip explaining the problem, correct the entry, and resave.