If your proposal is successful, the information provided when registering your organisation will need to be validated by us before a grant agreement can be signed.
The REA Validation Services (which have been appointed as central validation body) will contact the person who registered the organisation asking him/her to:
- submit official supporting documents (via the My Organisations page)
- clarify any details.
In particular, the Validation Services will check that your organisation is legally recognised (has 'legal personality') and whether it qualifies for any of the special legal statuses that may be required for some funding programmes. The outcome of this process is the validation of the PIC assigned to your organisation when you registered.
In certain cases the Validation Services will also check that your organisation's finances meet 'financial viability' criteria.
All communications between the organisation and the Validation Services must take place via the Participant Register (My Organisations page).
- Please note that validation of the organisation is a prerequisite for the validation of the LEAR appointment.
First, you need to upload a Legal Entity Form (LEF) duly completed, dated and signed via the Participant Register. The LEF forms are available here, please choose the form corresponding to the status of your organisation (public, private, natural person).
- Please note that the information indicated in the Legal Entity Form has to correspond to the official supporting documents (registration extracts, laws, decrees, etc.).
In addition, you will be asked to upload official supporting documents confirming:
- the legal name
- the legal form
- the legal address – address of head office or, for individuals, their habitual residence
- You can provide documents in any official EU language (if possible with a free translation in English, in order to speed up the validation process). Documents in other languages may be accepted if accompanied by a free translation in English. In case of doubt, the Validation Services have the right to request a certified/legal English translation.
- Please be aware that you assume responsibility for the translations you provide. Incorrect or false information may lead to the withdrawal of your validation, termination of on-going grants, recovery of undue amounts, financial and administrative penalties, (including excluding you from future EU/Euratom grants) and information of the European Anti-Fraud Office (OLAF).
- The supporting documents have to be recent. The VAT (or VAT exemption) document and any registry extracts cannot be older than 6 months.
Specifically, you will be required to provide the following supporting documents, in electronic format, via the Participant Register:
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, failing that, any other official document demonstrating its status as a public body AND
- if VAT registered, an official VAT document; if not, proof of VAT exemption may be requested
for businesses and other types of organisation
- copy of any official document (e.g. official gazette, register of companies, etc.) showing the legal name, address and national registration number
- 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 documents). If the organisation is not VAT registered, proof of VAT exemption must be provided.
SMEs (small and medium-sized businesses)
- SME status is generally based on your self-declaration in the Participant Register of the Funding & Tenders Portal.
- You can also further qualify the self-declaration through a so-called SME Self-Assessment. This questionnaire allows you to determine your status in line with the legal requirements.
If the SME status is needed to participate in a call, you may (after the SME Self-Assessment) request the Validation Services to confirm your status. In this case, you will need to submit the following documents:
- 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 (if you are an enterprise whose activity implies a long time-to market).
The Validation Services will send a confirmation message once the process is completed and the PIC is validated.