# BID budget instructions full proposal

**URL:** <https://discourse.gbif.org/t/bid-budget-instructions-full-proposal/6019>\
**Category:** Miscellaneous\
**Tags:** BID\
**Created:** [July 15, 2025, 6:42am UTC](https://discourse.gbif.org/t/bid-budget-instructions-full-proposal/6019 "2025-07-15T06:42:19Z")\
**Posts on this page:** 2\
**Page:** 1

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**Author:** ![sanja\_novakovikj](https://avatars.discourse-cdn.com/v4/letter/s/ecccb3/32.png) [@sanja\_novakovikj](https://discourse.gbif.org/u/sanja_novakovikj)\
**Post date:** [July 15, 2025, 6:42am UTC](https://discourse.gbif.org/t/bid-budget-instructions-full-proposal/6019/1 "2025-07-15T06:42:19Z")

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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**

1. Click the **“+” icon** next to the _Budget_ line.
2. In the pop-up window, select:

- The **activity** the expense relates to.
- The **expense category** (choose one of the five available).

1. Enter a **title** for the expense.
2. Write a **brief explanation** of what the expense covers.
3. Repeat for each cost you want to include in the project.

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**Author:** ![system](https://global.discourse-cdn.com/gbif1/original/1X/d2525d53d815eb0c992cc44730ed8a6a1be1dbb5.png) [@system](https://discourse.gbif.org/u/system)\
**Post date:** [August 14, 2025, 4:42pm UTC](https://discourse.gbif.org/t/bid-budget-instructions-full-proposal/6019/2 "2025-08-14T16:42:33Z")

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