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The Participant Register is an online web interface offering registration and data update services for participants via the Funding & tenders Portal.

  (warning) Note:   This user guide is designed to assist the users for funding opportunities. Please, consult this other guide in the case of eProcurement Supplier Portal.

The Participant Register, in the context of funding opportunities, enables Portal users to:

- register their organisation in order to participate in EU-funded funding and tender opportunities

- manage their organisational data

Before starting your registration, we kindly advise you to read these frequently asked questions (FAQ) to help you better understand the registration process. You can also check other FAQs related to the organisation registration and validation processes in the Funding & Tenders Portal.

 Why registering my organisation?
Before applying for research funding, all organisations (partners) involved in the project must first be registered with the Commission. When an organisation does not have legal personality, his/her 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.

You can check if your organisation is already registered on the Funding & tenders Portal page.
 Where I can find the Registration Wizard?

Initial registration in the Participant Register is launched from the Funding & tenders Portal.
See also "How to register an organisation"


 What documents should I prepare before registering?

All registration documents will help you fill the data with the correct information.

Once validation will start, you will be asked to provide supporting documents to demonstrate the following:

  1. legal name
  2. legal form
  3. legal address – address of head office or, for individuals, their habitual residence

You can provide documents in any official EU language but you may be asked to provide an English translation, in particular for documents submitted in languages other than the EU official languages. In case of any doubt, the Validation Services have the right to request a certified/legal English translation. The supporting documents have to be recent at all times and not older than 6 months.
During validation, you will be required to provide the following supporting documents – in electronic format.

Signed identification document:

  • for individuals ('natural persons'): copy of valid identity card or passport AND if the person is VAT registered, an official VAT document
  • for public bodies: copy of the resolution, law, decree or decision establishing the public body; or any other official document its status as a public body. If the body is VAT registered, an official VAT document will be needed; if not, proof of VAT exemption may be requested
  • for businesses and other types of organisation SMEs (small and medium-sized businesses):
    1. copy of any official document (e.g. official gazette, register of companies, etc.) showing the legal name, address and national registration number
    2. copy of the VAT registration document (required only if the organisation is VAT registered and the VAT number does not appear on the above official document). If the organisation is not VAT registered, proof of VAT exemption must be provided.
    3. SME status will be validated based on a web-based questionnaire in the Participant Register. This questionnaire allows you to determine your status in a user-friendly way.
    4. If the SME status is an eligibility criterion and based on the result of the SME questionnaire, you may request the Validation Services to confirm this status. In this case and in case of ex post checks or audits, the following documents will be submitted:
      • balance sheet, profit and loss accounts, staff head count expressed in annual work units - AWU (for your organisation and for linked and partner companies)
      • a self-declaration, including a bona fide estimate (in the form of a business plan) made in the course of the financial year in case you are a newly established enterprise (e.g. start-up companies) that has not yet closed accounts
      • a declaration of the investment made and the likely expected return to demonstrate that, despite the lack of turnover, your enterprise is engaged in an economic activity.
 Who can register as an organisation?

In the Participant Register, you can register your own organisation or also an organisation you work for, with who you are in a close business relationship or even a different organisation - by declaring a different contact person (registration "on behalf of another organisation").
In case of registering on behalf of another organisation, you are asked to provide details for the relevant Contact Person of the organisation being registered. The Contact Person must be formally associated with the organisation as they will be contacted during the validation process and prior to the appointment of the LEAR.

 What is the result of the Registration process?

The Registration Wizard allows you to obtain a Participant Identification Code (PIC). Participants register only once, and the Participant Register assigns a unique (PIC) that can be used for all future communication and interaction with the European Commission and its Agencies. The use of a single PIC for each organisation helps to avoid redundant requests for information and makes it easier to update the participant-related information.

 Who can update/manage organisation's data ?

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.

If a Contact Person, different from the person registering the PIC has been indicated during registration (registration "on behalf"), please nominate that person as self registrant (check here how to do it) so that this user is allowed to update Organisation's data. 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 (see here how to do it).

 I registered my organisation. Does it need to be validated now?

After completing the registration of an organisation, this 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.

Even if you are submitting a proposal for a call, you do neither need nor will be able to get it validated at this point. Validation of organisations is triggered only if the proposal in which you are participating has been successfully evaluated for a grant agreement.

Download the whole Particpant Register User Guide as an Adobe PDF file.

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