This information is applicable ONLY to Horizon Europe and Euratom Programmes:
HORIZON-RIA/IA/CSA
HORIZON-JU-IA/JU-RIA/JU-CSA
HORIZON-COFUND
HORIZON-PCP/PPI
HORIZON-EIC-Acc/EIC
HORIZON-EIT-KIC
HORIZON-ERC/ERC-SYG
EURATOM-COFUND
EURATOM-CSA-RIA-AG
EURATOM-IA-AG
If you are NOT participating on a GAP under one of those mentioned calls, the actions described in this page are not applicable to you, and you will NOT receive a task to confirm the use of personnel unit costs for your organisation.
Personnel Unit Costs confirmation for HE / Euratom
If your organisation is part of a consortium that has been invited to sign a grant agreement under the Horizon Europe or Euratom Programmes for which the use of personnel unit costs have been configured, and you have selected to use personnel unit costs for the organisation, or the PACO/PFSIGN have entered personnel unit costs in the financial information during GAP preparation, you will be invited to provide further details.
To confirm the preference of the organisation for using personnel unit costs, the LEAR / Account Administrator receives a Portal Message (PNS) and receives a task under Tasks. Click on it to open it:
Provide the audit certificate
Provide the personnel unit cost audit certificate in PDF format, filled and signed as describe in the template, by clicking on Add PDF document:
A pop-up window appears:
Click on Choose files or drag and drop the required document. Once done, the name of your document will appear in green under the Choose files button. You can only add one document at a time, and the type has to be PDF. Then, click Upload. At any time, you can click Close to get back to the previous screen.
After uploading the document, you will see the following confirmation:
If you have uploaded a wrong document, you still have the possibility to upload a new one, by pressing on Cancel and opening the task again:
Provide other requested documents
Clicking on the task title you are redirected to the specific tab of the organisation data screen where you need to upload the required document. Press on Add document:
Select the document by pressing Choose files and then click on Upload:
You can upload more than one file. It is possible to upload only PDF files, the size limit is 9.5MB. After uploading the documents, you need to click on Submit in order to submit the documents and close the task.
In case of successful submission, a confirmation message appears:
The document is then sent to the EU Central Validation Service, who will review it. If they need further supporting evidence, they will send you a new request to provide the documents, following the same process as the one described above.
Calculate the daily rate
Provide the annual work units and the total staff costs as specified in the certificate you have uploaded:
After entering all the requested information, click on Calculate:
Confirm your daily rate for use of personnel unit costs
After seeing the confirmation of the document reception and the result rate, you are requested to provide final confirmation by clicking on Continue to final confirmation. You also have the possibility to click on Previous and go back to make further changes:
A pop-up window appears as a reminder of consequences that will follow, where you still have the possibility to confirm your choice of the cost method by clicking on I confirm, or go back to make further changes by clicking on Previous. Once you click on I confirm, the task is completed, and you cannot provide any different document nor change your submitted daily rate:
When confirming, a message appears informing you about a successful submission of the task:
Go back to your organisation data, click on Additional organisation data / Special cost methods. You will see now here the submitted daily rate and the status of the request.
The request is then sent to the EU Central Validation Service, who will validate it. If they need further supporting evidence, they will send you a new request to provide the documents, following the same process as the one described above.
Edit personnel unit costs
Once you have submitted the task, switch to Edit mode in order to be able to perform updates.
After switching to edit mode, the Cancel and Submit button will be displayed at the bottom of the screen.
Refresh personnel unit costs
You also have the possibility to refresh the use of unit costs by clicking on Actions and choosing the option Refresh.
The precondition for this is that the Unit cost workflow should be already validated, and the validation date is less than two years from the current date.
Otherwise, pressing on Refresh, you will get a warning message informing you about this.
Withdraw interest in using personnel unit costs
At any time before receiving the task, you can modify your selection by accessing the additional organisation data tab, and changing your selection to use actual personnel costs (see Special cost methods for more details).
Once you have submitted the task, you cannot cancel it, but the Central Validations Service can cancel it. Contact the service as described in messages.
If you did not submit the task yet (i.e., Central Validation Service has not received the requested document to evaluate the requested daily rate for personnel unit cost for your organisation), you cannot actually withdraw it within the task, but you have a reminder that you can still go to the special cost methods tab and change the selection back to actual costs. This action will cancel the task.
After the submission, you also have the possibility to withdraw the use of unit costs by clicking on Actions and choosing the option Withdraw.
A popup appears informing you that this decision is final, it is not possible to use unit costs again.
You can accept your change by pressing I understand, or you can still cancel it.
Click Submit to confirm the withdrawal request, or you can still cancel it. Pressing on Cancel, the page will be refreshed and everything reverted to its initial state.
Beneficiaries will be notified via email about the withdrawal. This decision is final, the use of unit costs will not be possible any more.