Table of contents

Register an organisation


Registration process overview

The registration process enables you to enter the required data in order to obtain a PIC (Participant Identification Code) for your organisation. Once you have obtained your PIC, you will able to initiate a proposal using this code. All participants need to have registered before preparing the proposal.

After completing the registration of an organisation, it will be displayed in your list of organisations when logging in the Funding & tenders Portal. This list includes registered organisations, but also other organisations you used in the past, even if you did not register them:

The default status for your organisation, when registering it, will be declared. Your organisation does not need to be validated if you are not participating in any project, so an organisation can be given in the proposal stage even if its status is just declared.

The validation of the organisation is triggered only if the proposal in which you are participating has been successfully evaluated for a grant agreement. Through this process, Central Validation Services will contact each of the participants and request to provide official supporting documents. The documents will be provided via Participant Register, which will remain the only communication channel between Central Validation Services and the participants. The validation process takes place only once, except if the organisation has undergone changes which require new support documents since last time it was validated.

The validation is always triggered automatically and linked to the participation in a selected proposal or changes in the registered data involving a need for document validation, there is no validation on-demand options, the system will trigger the event when applicable.

The registration process consists of 6 steps. See Registration steps for a whole explanation on how to register an organisation.

Why registering my organisation?

Before applying for funding, all organisations (partners) involved in the project must first be registered with the EU. When an organisation does not have legal personality, their representatives must prove they have the capacity to undertake legal obligations on behalf of the organisation and that the organisation has financial and operational capacity equivalent to that of legal persons. The registration is, therefore, a prerequisite for participation in any proposal.

You can check if your organisation is already registered on the Funding & tenders Portal page. See below how to search for organisations in the database.

How to check if an organisation has been already registered?

In the Participant register page, click on Search a PIC before clicking on Register your organisation:

To make sure that your organisation has not already been registered in the Participant register, search for organisations by clicking the Search a PIC button. Then, search for organisations, enter the name or a part of the name. You may restrict results by selecting a specific country or expanding the advanced search and applying further filters to the search criteria. Then, click on Search organisation to display the matches:

Results are displayed at the bottom of the page. To restart your search with different search criteria, click the Clear filters button.

If you do NOT find your organisation, go back to the Participant register page and click on the Register your organisation button.

Who can register an organisation?

In the Participant Register, you can register your own organisation or also an organisation you work for. When registering, you will be automatically consider the contact person, but you may provide additional contact persons during the registration process.

The person registering the organisation will receive the Self-registrant role, which allows to perform updates in the data of the organisation, provide documents, register a bank account, etc. Additional contact persons will also receive the same role and rights. Once a LEAR has been appointed and validated, those Self-registrant roles will be revoked, and only the account administrator and the LEAR will be able to update the data of the organisation. For more information about the roles, see Roles and access rights.

Data updates

After completing the registration of an organisation (and getting a PIC), the Self-registrant role will be assigned to the user logged in to EU login at the time of registration. The self-registrant is allowed to access the PIC in the Participant Portal and update organisation's data.

To provide additional Contact Persons, other than those provided when registering the PIC, consult Access management to your organisation.

After the Validation of the Organisation, a Legal Entity Appointed Representative (LEAR) will be appointed to approve for the respective organisation. From that moment, the Self-registrants will not have access any more to the PIC. The LEAR will be able to appoint an account administrator who will have access and maintain the data of the PIC (consult the Online Manual - LEAR appointment and validation - and the  Roles and access rights pages for more information about this process).

Contact and Support

Select the  Support/ Helpdesks menu in the Funding & tenders portal.

Click on the It Helpdesk icon to report any problem related to the Participant Register application. This will open contact form where you can enter the details of the problem.

If you have already registered your organisation (i.e., you have followed the registration process and obtained your PIC number), you can send a message to Central Validation Service from the Messages tab of your Organisation Data Update screen (see Messages)