Registration, Validation of legal entities and financial capacity check Info Day
Outline of the Presentation 1. Validation workflow 2. Registration process 3. Validation process 4. The LEAR 5. Financial Viability 6. Guidance documents
1. Validation Workflow (1) Legal existance and programme data if needed REGISTER Validate LEAR FVC New participants via the Beneficiary Register on the Participant Portal On basis of documents the REA validates data Attribution of status and validated PIC number Mandatory LEAR nomination process on basis of blue-ink signature If needed, financial viability check
1. Validation Workflow (2) The validation of a participant is unique and valid throughout the entire R&I programmes and others (FP7, H2020, Health programme, Cosme, Education and Culture ). During the validation of a legal entity, the REA VS verifies: (i) legal existence, (ii) the status of an applicant, (iii) The LEAR and his Extended Mandate (iv) the financial viability (when required). LEAR Updates of validated data are handled as a priority. Validation is generally performed on the basis of supporting documents.
2. Registration process (1) Registration process The registration process takes place via the R&I Participant Portal (PP) http://ec.europa.eu/research/participants/portal/ To access the Participant Portal an entity first needs to create an ECAS login and password When starting the registration, an entity first needs to undergo a "search" (based on legal name and/or VAT) to ensure that it does not already exist in the database
2. Registration process (2) Registration process - ECAS registration 1 4 2 3
2. Registration process (3) If the organisation is already registered but wishes to introduce changes in his registration (e.g. Non profit character and NGO flag set as yes): - the self-registrant (for non-valid PIC) or the LEAR (for valid PIC) can update the data, - by clicking on "MO" (modify organisations) in "my organisation" tab
2. Registration process (4) Registration process - If the participant is not self-registered yet, he has to login with an ECAS account
2. Registration process (5) Registration process - Welcome page (enter Name, VAT, Registration number)
2. Registration process (6) If the participant wants to register a non-governmental, nonprofit organisation for an Operating Grant under the 3rd EU Health Programme, please state : Non Profit, Private and NGO
2. Registration process (7)
2. Registration process (8)
2. Registration process (9) For the 3rd EU Health Programme, there is no further Programme-Specific Information necessary
2. Registration process (10) - If the participant finishes his registration:
2. Registration process (11)
3. Validation process(1) Once the participant is self-registered, an automatic email is sent quoting the PIC reference and a summary of his selfregistration. At this moment, the participant can already use the PIC for submitting a proposal in the Electronic Submission System. Only when the grant preparations are opened for successful proposals, the REA validation services contact the participants with a general message informing the documents needed to be validated. The documents can be directly uploaded in the Participant Portal or send via email to REA-URF-Validation@ec.europa.eu
3. Validation process(2) Documents to be submitted (i): The Legal Entity Form, dated, duly filled-in, signed and stamped ("Public" or "Private"); Official document stating the VAT number; For public entities: A copy of the resolution/law/decree/decision or any other official document legally establishing the organisation;
3. Validation process(3) Documents to be submitted(ii): For private entities: An extract of registration in the Chamber of Commerce (or its equivalent: Company Register, Official Journal etc) showing the name of the organisation, the address of the head office, the registration number. Non-profit status: The statutes
4. The LEAR The LEAR The LEAR nomination is mandatory. The LEAR: (i) Notifies the EU of changes in legal data/status; (ii) Submits FVC documents if required; (iii) Nominates in the PP the persons who act as legal representatives and signatory for the organisation and (iv) Nominates in the PP the persons who sign financial statements. The re-validation of FP7 LEAR's has started early this year. The REA has contacted all most recurrent FP7 clients and has already nominated 1100 LEAR's with extended H2020 mandate.
5. Financial Viability Check The financial capacity is checked if: The requested EU funding for the action is 100 000 EUR (for 3rd EU Health Programme), The applicant is not exempted (public body, higher educational establishment, state warrantee). The FVC assessment is carried out by the REA via the Beneficiary Register and ratios (weak; acceptable; good) are displayed online. Decisions on the financial capacity (based on the ratios) are taken by the Authorising Officer for each individual grant.
5. Financial Viability Check (2) Documents to be submitted: The last available closed and approved (signed) financial statements, including the Balance sheet, the Profit & Lossaccount (Income statement) and the notes being part of the statements (if available), The signed statutory audit report, except for entities exempt under national law, If the requested EU funding for the applicant is 750 000 EUR: a full audit report established by an external auditor. Detailed information is available in the H2020 Grants Manual (http://ec.europa.eu/research/participants/portal/desktop/en/fun ding/guide.html), section III.4.3.
6. Guidance documents On the Participant Portal (http://ec.europa.eu/research/participants/portal/desktop/en/funding/ reference_docs.html#h2020-grants-manual-lev) a dedicated section to the legal and financial validation rules as well as the LEAR role and tasks is available.
Thank you for your attention REA-URF-Validation@ec.europa.eu