Declaration of staff costs CEF

Health and Digital Executive Agency (HaDEA) Connecting Europe Facility Documenting Costs of Personnel Please ONLY complete this declaration if it has been specifically requested by HaDEA. 1. Guidelines Background Links/useful references Guidelines on the Eligibility of Costs under the Connecting Europe Facility This declaration aims to provide assurance on the eligibility of staff costs declared by CEF beneficiaries in their individual financial Personnel costs of staff on the payroll of the beneficiary or statement during ex-ante controls. secondment contracts/other appointing acts This declaration only applies to direct personnel costs: > of staff on the payroll of the direct employment contracts with the beneficiary; > of seconded persons to the beneficiary by a third party (if the three conditions mentioned under Article II.19.2(a) are fulfilled; > of natural persons working under the direct contract with the beneficiary (if the three conditions mentioned under Article II.19.2(a) are fulfilled; Any personnel costs that are incurred as human resources but via ‘legal persons’, for example consultants engaged via a Ltd company or via a recruitment agency, shall be considered and declared as sub-contracting or other direct costs – they are not personnel costs as defined in II.19.2.a of the grant agreement. When declaring direct personnel costs, CEF beneficiaries have two options: Commission Decision C(2016)478 1. Declare actual personnel costs. Calculation of productive hours 2. Declare personnel costs on the basis of unit costs based on their usual costs accounting practices, in compliance with the conditions laid down in Commission Decision C(2016)478. Unit costs are fixed/average rates per salary band rather than individual costs per person which are actual costs. Calculation of hourly rate Decision C(2016)478 provides the methodology for the use of unit costs for SME owners who do not receive any salary (Section 2.2 of the Annex to the Decision). For both options, the number of actual hours worked on the Action and declared for a person must be identifiable and verifiable; they must be necessary for implementing the action and completed during the action. Evidence regarding the actual hours worked Time recording system shall be provided by the participant, through a time recording system for which the minimum requirements are set out in section 2.3 of Commission Decision C(2016)478. How to complete this document A) Fill in worksheet "2 Declaration": all points and questions MUST be carefully addressed. B) Fill in worksheet "3a Actual or unit (per year)" OR worksheet "3b Actual (per month)" depending on whether you are calculating the hourly rate of personnel costs declared as actual costs per full financial year or per month. Please note that the monthly calculation is only possible when declaring personnel costs as actual costs (Option 1). In worksheet 3a please use one line per person claimed and provide their name or personnel number. If declaring Unit Costs (Option 2) you can alternatively declare the category of each person claimed. In worksheet 3b please use one line per person per month, i.e. one same person will have as many lines as months being declared. C) Send the Excel file by e-mail together with a scanned version of the signed declaration (in pdf format) back to your HaDEA Project Officer/Manager. D) For audit purposes, beneficiaries shall keep all original and other supporting documents in accordance with Article II.27.2 of the Grant Agreement. Guidelines Page 1 of 4 Version: May 2021  Health and Digital Executive Agency (HaDEA) Connecting Europe Facility Documenting Costs of Personnel 2. Declaration by the Beneficiary Grant Agreement Nº INEA/CEF/ICT/A2015/1156737 Action Nº 2015-ΕΕ-ΙΑ-0100 Organisation Name : Health and Welfare Information Systems Centre Name/Family Name: Rasmus Kästik Head of the Information Systems Management Department and acting as Position : Deputy Director I hereby declare that: 1. The direct personnel costs reported in the present document belong to: Health and Welfare Information Systems Centre 2. The direct personnel costs reported in the present document only include (compliant to national legislation and according to work contract): - Pay (Gross salary, overtime, 13th month, holiday allowance) and - Employers' contribution (social insurance charges, pension funding, other insurances) If it includes other items (e.g. bonuses), please specify which ones: - 3. The staff members declared are included on the payroll? Katre Pruul, Jaanus Kari, Kristjan Kukk For that staff which is not included on the payroll, please provide further information below, including whether they are working with you under an - employment contract or an equivalent appointing act, whether they are seconded, etc. 4. The declared staff costs are unit costs or actual costs? actual costs 5. The hourly rates/unit costs used to declare personnel costs to HaDEA have Annual gross costs, annual productive hours been calcuated as follows: 6. Actual hours declared are supported by an adequate time recording system: timesheet in excel 7. The time recording system contains the following information: hours worked, project hours,project percentage By signing this declaration form, I confirm that the direct personnel costs declared meet the requirement of Article II.19.1 and II.19.2.a of the Grant agreement and, if applicable, Commission Decision C(2016)478. In addition, they are incurred in connection with the action as described in Annex I and are necessary for its implementation. 01.11.2021 Date Signature signed digitally 2 Declaration Page 2 of 4 Last update: 27-01-2021  Health and Digital Executive Agency (HaDE A) Connecting Europe Facility Documenting Costs of Personnel 3a. SAMPLE of Personnel costs declared as unit costs or actual costs (calculating the hourly rate per full financial year) Action Nº 2015-ΕΕ-ΙΑ-0100 Grant Agreement Nº INEA/CEF/ICT/A2015/1156737 Sampling item Sampling value (in local currency) € (indicate € or local currency) Start date of incurring the costs (DD/MM/YYYY) 01.01.2018 The "Start date" and "end date" should correspond to the period in which the sampled End date of incurring the costs (DD/MM/YYYY) 31.12.2018 staff costs have been incurred. Total hours worked on the Total Declared Costs Action (sampled) (sampled) Total (should be equal to the sampling value) 1 090,00 19 842,56 Name or Identification N° of the Annual gross costs Annual productive hours Hourly rate (A/B) Hours worked on the Declared cost staff member or, for unit costs (Salary and social charges) action only, Category of staff - Year (A) (B) (C) (D) (C*D) If declaring unit costs: Apply STEP 1 as If declaring unit costs: Apply STEP 2 as detailed in Section 2.1 of the Annex to detailed in Section 2.1 of the Annex to Comission Decision (2016)478 Comission Decision (2016)478 For SME owners not receiving a salary, For SME owners not receiving a salary, fill indicate the unit cost (see Section 2.2 of in this column with number "1" the Annex to the Decision). Kristjan Kukk-2018 30 141,49 1 823,00 16,53 172,00 2 843,85 Jaanus Kari-2018 26 981,84 1 727,00 15,62 130,00 2 031,06 Katre Pruul-2018 27 693,96 1 458,00 18,99 788,00 14 967,65 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 Person/Category - Year 0,00 0,00 3a Actual or unit (per year) Page 3 of 4 Last update: 27-01-2021  Health and Digital Executive Agency (HaDEA) Connecting Europe Facility Documenting Costs of Personnel 3.b. SAMPLE of Personnel costs declared as actual costs (calculating the hourly rate per month) Action Nº 2015-ΕΕ-ΙΑ-0100 Grant Agreement Nº INEA/CEF/ICT/A2015/1156737 Sampling item Sampling value (in local currency) (indicate € or local currency) Start date of incurring the costs (DD/MM/YYYY) The "Start date" and "end date" should correspond to the period in which the sampled staff costs have End date of incurring the costs (DD/MM/YYYY) been incurred. Total hours worked on the Action (sampled) Total (should be equal to the sampling value) 0,00 Name or Identification N° of Monthly gross costs Annual productive hours Monthly productive Hourly rate (A/C) Hours worked on the the staff member. Month. (Salary and social charges) hours (B/12) action (A) (B) (C) (D) (E) Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 Person - Month/Year 0,00 0,00 3b Actual (per month) Page 4 of 4 Last update: 27-01-2021