If your proposal is successful, the Commission will need to validate the information provided when registering your organisation before a grant agreement can be signed.
The Validation Services of the Research Executive Agency (REA) (delegated by the European Commission for this task) 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 has the right legal status to qualify for H2020 funding. The outcome of this process is the validation of the PIC assigned to your organisation when initially 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 take place via the Beneficiary 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 Beneficiary Register. The LEF forms are available here, please choose the form corresponding to the status of your organisation (public, private, natural person).
- Please note 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 but you may be asked to provide an English translation. A translation is required for documents submitted in languages other than the EU official languages.
- The supporting documents have to be recent at all times. A VAT (or a VAT exemption) document cannot be older than 6 months.
Specifically, you will be required to provide the following supporting documents, in electronic format, via the Beneficiary 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 Beneficiary Register of the Participant 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 a user-friendly way, provided you have at hand the necessary supporting financial documents.
If the SME status is an eligibility criterion and based on the result of the SME questionnaire, you may request the Validation Services to confirm this status. In this case, as well as for ex post checks or audits, 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.