Research Executive Agency

Daphne von Buxhoeveden

REA.A1 « FP7 Support Unit »

URF/The Validation ProcessURF/The Validation Process

Coordinators Workshop 20th September 2010

AgendaAgenda

• Part 1: How to obtain a PIC in the URF• Part 2: The validation process• Part 3: SME validation• Part 4: Lear nomination

• URF – Unique Registration Facility• PDM – Participant Data Management • PIC – Participant Identification Code• LEAR – Legal Entity Appointed Representative• VS – Validation Services of REA.A1

AcronymsAcronyms

Part 1:How to obtain a PIC

What is the URF ?What is the URF ?

A facility to support the validation of a legal entities by:

• Submitting data over a web interface• Generating a Participant Identification Code

(PIC)• Nominating a Legal Entity Representative

(LEAR)

Part 1:How to obtain a PIC

How to register in URF?How to register in URF?

• When you connect the first time to URF (not being a LEAR), you have to self register as participant.

• In your browser you connect to URF, using the following URL: http://ec.europa.eu/research/participants/portal/

• To access URF, you have to use your ECAS login and password (if you don’t have it you must register)

Part 1:How to obtain a PIC

Step 1: Register your organisationStep 1: Register your organisationThe first time you connect to URF, the welcome page will be displayed in your browser. To self register, just click on the [Register an Organisation] button.

Part 1:How to obtain a PIC

Step 2: Register Legal AddressStep 2: Register Legal Address

Part 1:How to obtain a PIC

Step 3: Register the contact personStep 3: Register the contact personThis person is to be contacted until a person is validated as LEAR for the organization.

Part 1:How to obtain a PIC

Step 4: Register the Status of the organisationStep 4: Register the Status of the organisationThe status selected will need to be demonstrated by your statute and registration documents.

Part 1:How to obtain a PIC

Once the registration completed:Once the registration completed:

• You must verify that the data provided is correct and submit the information;

• Once the information has been submitted, you will not be

able to correct the organisation data in URF until it has been processed by the validation services of the REA;

• While your data will be under validation by the REA, you are able to upload up to 10 Mb of documents;

• Immediately after the data has been submitted for validation, you will receive an e-mail with the data you entered, and a temporary Participant Identification Code (PIC) will be provided to you.

Part 1:How to obtain a PIC

PART II: The validation process

The validation process:The validation process:

• The validation of a participant is unique and valid throughout the entire FP7 programme;

• During the validation of a legal entity, the validation services verify

the (i) legal existence and (ii) FP7 status of an applicant;

• These verifications are based on supporting documents;

• Documents can be uploaded directly on the URF or send via e-mail to the validation mailbox: REA-URF-Validation@ec.europa.eu;

• When sending an e-mail, always quote your PIC number and proposal number (when applicable) in the subject title.

Types of Legal Entities under FP7:Types of Legal Entities under FP7:

• Public and Private• International Organisation• Higher or Secondary Education• Profit and non-profit• Research organisation• SME

Documents required for the validation:Documents required for the validation:

For All Types of entities:• The Legal Entity Form, dated, duly filled-in, signed and stamped

(please use only that which is appropriate to your status "Public" or "Private");

For Public Entities:• A copy of the resolution or law or decree or decision or any other

official document legally establishing your organisation; • If the VAT number is not indicated on the registration extract

mentioned above, a copy of an official document proving your VAT registration (not older than 6 months);

Note: Note: a "public body" has to be a legal entity established as such by national law, and international organisations. "Established" in turn signifies that the legal entity has to be incorporated as a public body in the formal act (Article 2.13 of the FP7 rules)

For Private Entities• An extract of registration in the Chamber of Commerce (or its

equivalent: Company Register, Official Journal etc) showing the name of your organisation, the address of the head office, its registration number.

• If the VAT number is not indicated on the registration extract, a copy of an official document proving your VAT registration

needs to be submitted (not older than 6 months).

For Research Organisations: A legal document that proves that your organisation is:• considered as a non-profit organisation by national or international

law; and• carries out research or technological development as one of its main

objectives

For Non–profit Organisations:• A legal document which mentions the non-profit character of your

organisation.

Note:Note: (i)The absence of a lucrative aim does not necessarily imply the absence of profits; (ii) the commitment from an organisation to not redistribute profits to its shareholders is not a sufficient condition for the entity to be considered as "non profit".

PART III: SME validation

Definition of an ENTERPRISEDefinition of an ENTERPRISECOMMISSION RECOMMENDATION OF 6 MAY 2003

concerning the definition of micro, small and medium enterprises

– Article 1

«AN ENTERPRISE IS CONSIDERED TO BE AN ENTITY ENGAGED IN AN ECONOMIC ACTIVITY, IRRESPECTIVE OF ITS LEGAL FORM. THIS INCLUDES, IN PARTICULAR, SELF-EMPLOYED PERSONS AND FAMILY BUSINESS ENGAGED IN CRAFT OR OTHER ACTIVITIES, AND PARTNERSHIPS OR ASSOCIATIONS REGULARLY ENGAGED IN AN ECONOMIC ACTIVITY »

18Part 1: SME defintion

THE THRESHOLDSTHE THRESHOLDSCOMMISSION RECOMMENDATION OF 6 MAY 2003

concerning the definition of micro, small and medium enterprises

– STAFF HEADCOUNT (ARTICLE 5)

– ANNUAL TURNOVER (ARTICLE 4)

– ANNUAL BALANCE SHEET (ARTICLE 4)

19

ENTERPRISE

CATEGORY

STAFF

HEADCOUNT

ANNUAL TURNOVER OR ANNUAL BALANCE

SHEET TOTAL

•Medium-sized •< 250 •≤ EUR 50 million

AND/OR

•≤ EUR 43 million

•Small •< 50 •≤ EUR 10 million

AND/OR

•≤ EUR 10 million

•Micro •< 10 •≤ EUR 2 million

AND/OR

•≤ EUR 2 million

Part 1: SME definition

Documents required for the validation of SME’s:Documents required for the validation of SME’s:

• SME CHECK LIST – Duly signed and bearing the name of the legal representative

• BALANCE SHEET– Clear mention of company’s total assets and liabilities (ANNUAL BALANCE SHEET

THRESHOLD)

• PROFIT & LOSS ACCOUNT• Clear mention of company’s turnover (ANNUAL TURNOVER THRESHOLD)

• STATEMENT OF THE STAFF HEADCOUNT – In case there is no mention on any of the Balance Sheet, the Profit & Loss account

or accompanying note

For non-autonomous SME’s (linked to another organisation or Company),

• The balance sheet, profit and loss accounts of the upstream and / or downstream organisations or Companies with appendices for the last period

20Part 2: The validation process

PART IV: After Validation

Once the validation completed:Once the validation completed:

• Based on the supporting documents, the Validation Services determines the FP7 status of the organisation;

• The participant receives an e-mail with his final PIC number, his FP7 status and the link for appointing the Legal Entity Appointed Representative (LEAR). http://cordis.europa.eu/fp7/urf-lear_en.html

The Role of the LEARThe Role of the LEAR

• A LEAR can only be nominated after an organisation has been validated,

• Only 1 LEAR per organisation can register;

• The nomination of a LEAR is not mandatory but strongly recommended.

• ‼Only the LEAR can modify the data once the entity is validated

Questions?

Contact details:

REA-URF-Validation@ec.europa.eu