Before submitting a project proposal, all organisations involved in the project must first be registered in the Participant Portal Beneficiary Register and have their 9-digit Participant Identification Code (PIC number).
You can check if your organisation is already registered on the Beneficiary Register page and, if needed, launch the registration process:
- If you are new to the Participant Portal, you will first need to create a user account (EU Login), before you start the registration process.
- If you already have a user account (EU Login), you can log in and start entering information to register your organisation on the Beneficiary Register page.
What you need for registration
To register your organisation, you will need to provide basic administrative and legal data as well as some contact details. The IT How To of the Beneficiary Register offers step-by-step guidance for this process. As the declared information may need to be verified against supporting documents later on, it is useful to have the relevant information at hand as you complete the registration to make sure you fill in correctly the relevant fields (non-profit, public/private, etc.).
As a general principle, an organisation should have legal personality in order to be registered. If your organisation does not have legal personality, its representatives must prove that they have the capacity to undertake legal obligations on its behalf and that the organisation has financial and operational capacity equivalent to that of legal persons.
You do not need to complete the registration process in a single session. You can enter some information, save it and continue later on. To resume your registration, go to the My Organisations page of the My Area section and click on "Continue Registration". Incomplete draft registrations are automatically deleted after one year.
On completing registration, you will receive a 9-digit Participant Identification Code (PIC) - to be quoted in your proposal and in any correspondence with the Commission.
Even though a newly created PIC will have a "declared"/"non-valid" status, it can be used in proposal preparation. Nothing else is expected from you after the PIC has been generated; the validation of the PIC, when needed, will take place at a later stage. You will be contacted by the Validation Services in due time to initiate the validation process.
The person who initially registered the organisation, the so-called 'self-registrant', can submit updates and corrections to the declared information via the My Organisations page of the My Area section.
Once the organisation is validated, the LEAR (Legal Entity Appointed Representative) will be the person in charge of notifying all changes to the legal data/status of the organisation (and providing the relevant supporting documents).
If your organisation has already a validated PIC and a new one is created by mistake, your LEAR or Account Administrator should contact the Validation Services via the Beneficiary Registrer (My Organisations page of the My Area section) so that they transfer any information related to this duplicate PIC to the correct PIC.
The Beneficiary Register includes a Self-Assessment questionnaire that allows determining whether an organisation is an SME. The SME status is an eligibility criterion under certain H2020 actions (i.e. the SME Instrument). If there is no recent (not older than 2 years) relevant information on this for the PIC of your organisation, the proposal submission system will prompt you to fill in the SME Self-Assessment. You will need to enter the financial figures of the last approved accounting period of your organisation and of any other organisation that might be directly or indirectly related to it (in accordance with the EU Recommendation 2003/361/EC). If the result confirms the SME status you will be able to proceed with the proposal application.
Please note that if your enterprise has not been validated as SME during the last 2 years, the submission system will not allow you to proceed with your application to SME instrument before you have filled in the SME questionnaire in the Beneficiary Register and the result shows that your enterprise is an SME.
If the SME-status is not an eligibility criterion, you may simply declare such a status in the Beneficiary Register without going through the SME Self-Assessment.