Include all costs related to the project’s activities and deliverables and ensure all costs are reasonable, conservative and realistic, well explained, and properly estimated. GBIF reserve the right to remove ineligible costs listed in the budget.
The budget must be in local currency, which the grantee will use to pay for project expenses.
Include the Euro exchange rate at the time of application (i.e., 1 Euro = X local currency).
Break down costs per activity using only these five expense categories:
- Salary
- Travel
- IT (equipment, services, licenses)
- Up to €3,000 for Institutional grants
- Up to €6,000 for Multi-Institutional grants
- Consumables
- Conference & logistics
All costs should clearly show how the amount was calculated (e.g. unit cost × quantity, daily rate × number of days). Example: “Coffee break for 15 people at 100 [currency] per person; venue hire of 1,000 [currency] per day for 2 days.”
Important: GBIF Grant funds cannot be used for the following types of expenses:
- Overhead costs not directly tied to project activities
- Bank fees, postal or courier costs
- Exchange rate losses
- Reimbursable taxes (must confirm tax status if invited to submit a full proposal)
- Fieldwork or collection of new field data
- Laboratory research for new data
- Data paper publication fees or other peer-reviewed research charges
How to Fill in the Budget Table
- Click the “+” icon next to the Budget line.
- In the pop-up window, select:
- The activity the expense relates to.
- The expense category (choose one of the five available).
- Enter a title for the expense.
- Write a brief explanation of what the expense covers.
- Repeat for each cost you want to include in the project.