Participant Identification Code (PIC) Unique Registration Facility (URF): Participant Portal

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1 Participant Identification Code (PIC) Unique Registration Facility (URF): Participant Portal

2 URF Unique Registration Facility URF an online web interface providing acess to the registration service managed centrally by the European Commission It provides organisations and, in certain cases, individuals with a unique identification number which is required for all applicants seeking Erasmus+ funding (and also Creative Europe, Europe for Citizens, EU Aid Volunteer, Horizon 2020, FP7, etc.) This unique identification number is called Participant Identification Code (PIC) Access to URF is provided through the Participant Portal available at

3 PIC Participant Identification Code To apply for any EU grant programme, you first need to register your organisation online on the Participant Portal and receive a Participant Identification Code (PIC). All organisations involved in a project must have a valid PIC. It is not possible to be a partner in an application wihout having a PIC, as it must be quoted on all grant applications. The initital process takes 10 minutes to complete. After receiving your PIC, you will be asked to upload documents to validate your registration.

4 Participant Portal

5

6 Step 1 - Search Search the Organisation to check if your organisation is already registered If registered If not registered Do not re-register Find out person responsible for managing URF account in your organisation Proceed with the set-up and registration process

7 Step 2 - ECAS Create an ECAS account (if you do not already have one) This is a personal account not an organisation account ECAS account is created via: cgi

8 Step 2 - ECAS

9 Step 3 Register Organisation Log-in to the Participant Portal ( with your ECAS account Read all of the information on the Registration page (ignore reference to LEAR) Follow the Registration instructions

10 Step 3 Register Organisation Click Organisations and then Register from the drop down menu.

11 Step 3 Register Organisation Straight-forward registration Several information required including: Organisation Business Registration Number (e.g. CRO number, Friendly Societies Number) Organisation VAT number (if applicable) Contact person details

12 Example Screenshot of Registration Process

13 Before finishing your registration, you must use the button below to link to Erasmus+. Click Erasmus+ on the drop down menu.

14 NB: Read the list carefully and choose the organisation type most closely matching your own. Click Save and return.

15 Step 4 Receiving the PIC Once the registration is complete you will be assigned a PIC Code for the organisation This is your organisation s PIC. You can print and keep it for your records. Your information is saved and you can now click close.

16 Step 5 Modifying Data Once you have PIC, you can modify your organisation s data Click the red MO button to modify organisation data, files etc associated with that PIC.

17 Step 5 Modifying Data Add Messages Edit: Organisation details Address Contact Person data, etc. Upload Files

18 Step 5 Modifying Data Uploading Files Applicant Partner organisation Legal Entity Form Legal Entity Form Financial Identification Form Applicant s profit and loss account Ballance sheet for the last financial year for which accounts were closed Applicant s profit Only for grants > 60,000Form

19 Step 5 Modifying Data Uploading Files Legal Entity Form 2 types available for VET: For public entities For private entities Downloadable from: tracts/legal_entities/legal_entities_en.cfm

20 Step 5 Modifying Data Uploading Files Legal Entity Form Public Entity Should be accompanied by: A copy of the resolution, law, decree or decision establishing the entity in question (e.g. Education and Training Boards Act 2013) OR Failing the above, any other document attesting to the establishment of the entity by the national authorities

21 Step 5 Modifying Data Uploading Files Legal Entity Form Private Entity Should be accompanied by: A copy of an official registration document (e.g. Certificate of Incorporation) showing the name of the legal entity, the address of the head office and the registration number A copy of the VAT registration document (if applicable), e.g. Tax Clearance Certificate

22 Step 5 Modifying Data Uploading Files Financial Identification Form Available at: tracts/financial_id/financial_id_en.cfm 1 form for all types of legal entities Should be accompanied by a copy of recent bank statement of the organisation (unless signed by the bank representative)

23 Step 6 - Validation Validation is done by the National Agency after submission of the application You might be contacted for additional/missing information necessary for validation

24 Important If you are planning to apply for funding under Erasmus+ register your PIC as soon as possible and alert your Partners to do so as well Resources and FAQ op/en/support/faq.html ode=7128 The Quick PIC Guide

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