Instruction for Filling Out Web Forms for Depositaries - Applicable from 1 January 2023

INSTRUCTION FOR FILLING OUT WEB FORMS FOR DEPOSITARIES

1. Introduction
   This instruction contains a description of how to fill out the forms for depositaries. The web forms are publicly available on the reports.hanfa.hr website.

Technical details regarding the preparation and processing of web forms, as well as their submission to the computer system of the Croatian Financial Services Supervisory Agency (hereinafter: Hanfa), are prescribed by the Technical Instruction for Registration and Operation with the Interface of the Electronic Data Submission System.

The web forms for depositaries are:

1. Depositaries – Submission of Electronic Documents
   Depositaries submit documentation to Hanfa in the manner prescribed by this Instruction, in accordance with their obligations arising from the Mandatory Pension Funds Act, the Voluntary Pension Funds Act, the Open-Ended Investment Funds with Public Offer Act, and the Alternative Investment Funds Act, as well as subordinate legislation (e.g., primarily concerning regular reports and reports requested by Hanfa according to the relevant regulation).

For each web form, the following fields must be completed as shown in the table and figure.
On Date: Entry of this field is mandatory and the date is entered.
OIB (Personal Identification Number): Entry of this field is mandatory and the depositary's OIB is entered.

Figure 1: Display of the "On Date" and OIB field entries.
In this manner, a minimum of one and a maximum of twenty files can be sent.

For each file, the "Document Name" field must be completed with a name from which it is clear what the depositary is submitting to Hanfa, or which procedure it concerns.

This type of documentation submission applies exclusively to documents submitted by the depositary to Hanfa, unless laws or subordinate acts prescribe that certain documentation must be submitted by mail.

2. Signing of Files
   File signing is carried out in accordance with the current Technical Instruction for the Application of Electronic Signatures in the Reporting Procedure of the Croatian Financial Services Supervisory Agency, published on Hanfa's website.

The generated XML file is signed by the head of the organizational unit of the depositary within the credit institution. Exceptionally, in cases of extraordinary impediment of such authorized signatory or other justified circumstances, the depositary may authorize another person in writing to sign the documentation, subject to the prior submission of the power of attorney to Hanfa.

NOTE: The prescribed documentation submitted to Hanfa as an attachment to the signed XML file is not signed and is attached to the signed web forms submitted in XML format upon report submission, or after login into Hanfa's computer system, except when laws or subordinate acts prescribe that certain documentation must be submitted in written form, or if Hanfa requests it.

Documentation submitted as an attachment to the forms must be in PDF format or Excel format where applicable.

This Instruction enters into force and applies from 1 January 2023, and upon its entry into force, the Instruction for Filling Out Web Forms for Depositaries, which has been in application since 2 May 2017, ceases to be valid.