Your company participates in Horizon Europe projects. The Annotated Model Grant Agreement requires calculating each employee's daily rate and the exact day-equivalents worked per Work Package — then applying indirect costs on top. It's complex, error-prone and audit-sensitive. Loom does it automatically, every reporting period.
Every reporting period, your Finance and HR teams face the same impossible task: reconcile data that lives in completely different places.
Payroll is in your HR system. Timesheets are in a spreadsheet or project tool. Work Package budgets are in the Grant Agreement. Combining them correctly — per person, per WP, per period — takes days.
Actual cost per person-month = (annual salary + social charges) ÷ productive hours × hours on project. Productive hours depend on leave, sick days, public holidays and FTE — and they're different for every staff member, every year.
Auditors check personnel costs against timesheets, payroll records and the approved budget. A miscalculation — even a small one — can trigger a finding that requires returning funding with interest.
Loom is the single system that holds all the data and does all the calculation. Your team records facts. Loom produces numbers.
Employment contracts, gross salary, employer social charges, FTE percentage — stored once, used every period.
→Staff log hours against specific Work Packages daily or weekly. Managers approve. Leave and absences are tracked automatically.
→Loom calculates productive hours, applies the correct cost method (actual, unit cost or SME owner), and adds indirect costs per GA rate.
→Structured cost statement, per person and per WP, ready to submit via Loom Reporting or paste directly into the EU Portal.
The EU MGA allows three ways to calculate personnel costs. The formula also differs by programme — Horizon Europe and H2020 use different approaches for Method A. Loom supports all combinations and applies the right one automatically per project and staff member.
Horizon Europe: daily rate (actual costs during the reporting period ÷ maximum declarable day-equivalents) × day-equivalents actually worked per WP.
H2020: annual salary + employer social charges ÷ annual productive hours × hours worked per WP.
Loom detects the project programme and applies the correct formula automatically.
A standard rate based on staff category and historical payroll, approved by the EC. Loom stores and applies your unit costs automatically.
Fixed rate per the applicable Work Programme (e.g. €180/day for HE, €5,080/month for H2020). Loom applies it when the staff type is flagged accordingly.
Every module works standalone or as part of the full Loom suite. The Core Platform is always included.
Upload your Grant Agreement and Loom auto-creates the entire project structure: project details, workplan, consortium and budget. Amendments are handled the same way — upload the updated GA and Loom applies the changes automatically. Role-based access, SSO with Azure AD / Entra ID, full audit trail.
Daily or weekly timesheet submission per Work Package. Approval workflow. Person-month tracking against GA plan. The engine behind MGA cost calculation.
Employment contracts, salary records, employer social charges, FTE percentages. The data source for accurate actual-cost calculation every period.
Annual leave, sick days, public holidays per country. Essential for calculating productive hours correctly — especially for multi-country teams.
Per-trip travel cost tracking with dates, destinations and persons. Feeds directly into cost statements as a separate EU cost category.
Attendance tracking for hybrid and in-office teams. Ties into productive hour calculations for staff on multiple projects or part-time roles.
The coordinator's periodic reporting module. Included when your organisation is the project coordinator — or available separately for consortium use.
Four steps from onboarding to audit-ready cost statement.
Upload your Grant Agreement document and Loom auto-creates the entire project structure — project details, workplan, consortium and budget. If an amendment changes any of this, upload the updated GA and Loom applies the changes. Then add staff contracts, salaries and FTE percentages once per employee.
Hours logged per Work Package, per day or week. Leave and absences tracked in the same system. Managers approve in-app.
For HE projects: daily rate and day-equivalents per WP, per the AGA formula. For H2020: hourly rate × hours worked. Indirect costs applied on top — automatically, every reporting period.
MGA-compliant cost statement ready to export. Submit via Loom Reporting or copy values directly into the EU Funding & Tenders Portal.
Horizon Europe uses daily rate × day-equivalents (AGA method). H2020 uses hourly rate × hours annually. Loom applies the correct formula per project automatically — including the (215/12 × months × working time factor) cap on declarable day-equivalents for HE.
Actual cost, unit cost and SME owner rates — supported natively. Loom applies the right method per staff member based on their contract type.
One staff member on three EU projects simultaneously? Loom allocates effort and costs correctly across all of them based on timesheet data.
All timesheets, payroll records and cost calculations stored securely for the full audit window. GDPR-compliant, EU-hosted infrastructure.
HR sees salary data. PMs see timesheets. Finance sees cost statements. Each role sees exactly what they need — and nothing else.
Microsoft Azure AD / Entra ID single sign-on and two-factor authentication. Works with your existing identity infrastructure out of the box.
Live view of planned vs actual person-months per Work Package. See deviation from GA before the reporting period closes — not after.
Configurable approval chains — direct manager, project manager, or both. Full log of who approved what and when, for audit purposes.
Upload your Grant Agreement and Loom auto-creates the entire project structure: project details, workplan, Work Packages, consortium partners, budgets and indirect cost rates. When an amendment is issued, upload the updated GA and all affected data — partners, WPs, budget lines — is updated automatically. No manual re-entry.
Loom Platform automates the entire personnel cost pipeline — from HR records to MGA-compliant cost statements. One platform, zero spreadsheet heroics.
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