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Unique Registration Facility V 4.0

1. 27 et bua eS badnfectb anti aaa at acci DUI ed ai DUM dt bas 29 Registration Upload Documents enero nennt eendoondenedeanaes 31 LEAR ROLE IN URF A HM 37 LEAR Nomination MallSrssrensspsmsmenm a ai a 37 eae ee ee a ere o 0 a 45 Organisation data NE T RE 46 T 47 Stalius Ol ne Se mmm 48 Balan e ae er noe ee re ante rare PCT 49 Enterpise EG PERI EE Em T T 50 Bre P D SO LL OS IOTER 53 Validate TETTE TD moo 54 NEF Req irement Balance SIIGOE sic sec Gu DEM SUM MIO a aa ME M M MEM EM M M UMS 58 GLOSSARY GpueneitiiApistibp Seren bap enu Mid aida MEDIA eae ner erence erent errant ary ere ree rent anette 65 F nctional AEs ES a deae ur edm cis ee usui are ne MU ener rr EDAM DI Uf 66 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 2 of 66 INTRODUCTION The Unique Registration Service Facility URF is an online web interface providing access to the registration service for FP7 participants Participants should register only once so the registration process they go through will be unique URF has been conceived to avoid redundant requests for infor
2. 1 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 60 of 66 Profit and loss account Turnover Variation in stocks Other operating income Operating income 0 A Costs of material amp consumables Other operating charges Renumeration and charges Staff costs Gross operating Profit or Loss 0 Depreciation and value adjustements on non financial assets Net operating profit 0 Financial income and value adjustements on financial assets Interest paid Similar charges Profit loss on ordinary activities 0 Extraordinary income Extraordinary charges Taxes on profits Profit loss for financial year 0 Financial Viability Simulation Indicators Value Qualification Quote Concise More in depth Quick Ratio G O Profit Ratio Profitability 1 Profitability 2 Solvency Noteworthy values Results Equity Flags Update your data Mandatory Fields Figure 44 Balance Sheet part 2 When you validate your data by clicking on the VALIDATE button the legal financial viability LFV simulation is performed Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 61 of 66 Your Organisation data edit mode Organisation data of the participant Balance Sheet Profit and loss account 1 Subscribed capital unpaid 2 Fixed assets 906893 2 1 Intangible fixed assets 906893 2 2 Tangible fixe
3. EC Password Organisation s as LEAR or Account Administrator Logout Johan MILIO p 1 Organisation s Data help is available PIC 991355812 PME Information here VAT BE124578 Email lew T TUTECIS P ortal registration demo NACE 85 2 Phone 027545684 Roles is available here Fax Web FAQ Postal Address Street Egg Street Number 23 answers to the most Post Code 1000 City Brussels frequent questions that are Country BE submitted to the eFP7 service desk the online user DATA OF THE ORGANISATION CHICKEN COMPANY manual OwWatch the demonstration of the Participant Portal Chicken Company Watch the demonstration 991355812 Organisation Legal Address Active LEAR View mem Status Street Egg Street Number 23 Tile Mr Update Introduction For all users Post Code 1000 City Brussels First Johan ForLEARs Country Name For Coordinators i Last MILIO Getting support Name You can consult FAQS Phone read morem l 0257798324 Email johan milio ext ec europa eu Fax Participant Portal V2 0 Request History Pact 1 or 1 Finsr Previous Nexr LAsT 11 2009 containing Date gt Organisation Name lt Type Status Action OThe support of the role 17 02 2010 Chicken Company SELF VALIDATED View management REGISTRATION reviewed layout of the home page reviewed layout of the My Project tab
4. Mandatory Fields Figure 11 Self Registration Data Modifications Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 28 of 66 View Self Registration data During self registration you can modify your data data which is not confirmed yet but saved as draft After your data have been submitted you are still able to modify it until the Validation Services start the validation process Just click in the modify your self registration link in the Register tab see Figure 12 Self Registration Data Submitted STEP 3 Modify your self Registration 1 STEP If you saved your data as draft itis still possible to modify or delete your self registration or STEP 3b and or upload additional documents or 9 STEP able to upload additional documents uploaded these documents cannot be withdrawn or modified except by the validated LEAR your organisation From this point on the organisation data may be maintained only by the LEAR If you have already submitted your registration and if CVT has not started the verification process thetwitrerentratlead to the appointment of a Legal Entity Appointed Representative LEAR itis still possible tff modify your self registration If CVT has already started the verification process you can no longer modify your self registration data but you are still After identification the CVT begins a verification process that will eventuall
5. Release 4 2 2 Page 50 of 66 Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management sme D date Enterprise data Financial year date 31 12 2008 dd mm yyyy Number of employees 25 v lt 250 Annual Turnover gt 58900000 euro lt 50M Annual Balancesheet 410000 euro lt 43M Autonomous Update your data Mandatory Fields Figure 32 LEAR Modifications of the validated data Entreprise Data Yearly values You have to enter the financial date the number of employees the annual turnover and balance sheet amount in EURO Your Organisation data edit mode SME Effective date Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Enterprise data Financial year date 31 12 2008 dd mm yyyy Number of employees 25 v 250 Annual Turnover 58900000 euro _ lt 50M Annual Balancesheet 410000 euro v lt 43M Autonomous Update your data Mandatory Fields Figure 33 Validated Yearly Enterprise data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 51 of 66 If you want to modify an existing yearly enterprise data set that has been validated then you have to click first on the EDIT button to enable the data fields It is still possible to a
6. Update your data Mandatory Fields User Manual Figure 25 LEAR Modifications of the validated data Organisation Data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 46 of 66 Legal Address If significant fields are modified in the legal address then the effective date field becomes active and you have to specify the date of entry into force of this modification for grant amendment reason Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Legal Address Head office Effective date ES dd mm yyyy Street name Egg Street Street number 23 PO Box County Region Postal code 1000 CEDEX France only City Brussels Country Belgium Internet homepage Fax Phone 1 027545684 Phone 2 Company Email Update your data Mandatory Fields Figure 26 LEAR Modifications of the validated data Legal Address Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 47 of 66 Status of the Organisation The certification data and the data on the indirect cost method are in read only mode Only the CVT can modify them Each status of the organisation is now associated with an effective date For each modified flag the effective date field is enabled and you will have to enter the date of entry into force of this modificati
7. Similar charges Profit loss on ordinary activities 2460265 Extraordinary income Extraordinary charges Taxes on profits Profit loss for financial year 2460265 Figure 45 Balance sheet with data entered Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 62 66 Financial Viability Simulation Indicators Value Qualification Quote Concise More in depth Quick 1 1 Ratio 0 65 Acceptable 1 G O Profit Weak Weak Ratio 1 0 Weak 0 E 0 0 Weak 0 Profitability 0 0 Weak 0 2 Solvency 1 0 Weak 0 Noteworthy value s Results Equity Flags 1 0 Update your data Mandatory Fields Figure 46 Balance sheet Financial Viability Simulation The results of the LFV simulation are then displayed at the bottom of the page If you want to modify an existing balance sheet you must first click on the EDIT button to enable the data fields When you submit financial info you are also required to upload financial documents See message in Figure 47 Document management during a financial request below Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 63 of 66 Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management There were errors in your submission See the individual errors below or in the other tabs You are requested to provide addition
8. reviewed layout of the My Roles tab new support tab read more M Figure 24 My Organisation s data The data under the Data of the organisation lt my organisation gt area is the most recently validated data Below the request history lists all the chronological changes on the data the last one being the self registration itself Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 44 of 66 Modify data As a LEAR you are able to modify your data when the Update button is enabled in the page above Figure 24 My Organisation s data The modifications page Figure 25 LEAR Modifications of the validated data contains 6 tabs Organisation data Legal address Status of the organisation Balance Sheet this tab can be modified only when requested by NEF It is normally in read only mode Enterprise data Document management In these different tabs an UPDATE YOUR DATA button is present This button saves all the data from ALL tabs and closes the window You can open any tab by clicking on its title and then modify any data or create new enterprise data or new balance sheets only if requested by NEF see below or upload new documents Remark If all or any of the following attributes see below are updated then the request will update the record directly in the registry without the need for validation by CVT Any combination of one of those attributes and any out of the
9. clicking on the year number or create a new balance sheet only when requested by NEF In the figure below Figure 28 LEAR Balance Sheet tab disabled for LEAR update request you are not allowed to create modify balance sheet data This is the case when the LEAR manage a normal change request Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Update your data Mandatory Fields Figure 28 LEAR Balance Sheet tab disabled for LEAR update request In the figure below Figure 29 LEAR Balance sheet tab enabled for Financial Request the LEAR is requested to provide financial info so the balance sheet tab is enabled the newYear button is visible and active allowing to ceate a new balance sheet data set The existing yearly balance sheet data are represented by a button per year and can be modified Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management containing the balance sheet and profit amp loss accounts and contigent explanatory notes Note that if you are requesting more than 500K the cn You are requested to provide additional financial information please upload the most recent closed financial statements of your organisation financial statements must be certified signed by an approved chartered
10. external auditor Update your data Mandatory Fields r Manual Figure 29 LEAR Balance sheet tab enabled for Financial Request Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 49 of 66 Please see below 5 NEF Requirement Balance Sheet for the description of the balance sheet data entry due to a financial info requested by NEF Enterprise data In this tab you can modify existing enterprise data by clicking on the year number or introduce the enterprise data for a new year by clicking on the new Year button You can also modify the global SME flag and effective date as well Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Ettective date Update your data Mandatory Fields Figure 30 LEAR Modifications of the validated data Enterprise Data When the year is entered then click on Submit in order to create a new yearly enterprise data set Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management sme date 2008 emen Update your data Mandatory Fields EPER T ERGUESEUN Figure 31 Add New Year for Yearly Entreprise data Unique Registration Facility User s Guide 30 08 2010
11. in order to select the file to upload Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 33 of 66 Upload Document Disclaimer Please note that participants should ensure that any supporting documents supplied are free of viruses or any other data which may cause harm to the systems of users Participants should always be sure of the quality of the supporting documents provided to the European Commission Choose file Look in a Financiallnfo E 3 SE FINANCIAL INFO 2008 gt H FINANCIAL INFO 2009 xls My Recent Documents 2 Desktop My Documents E My Computer My Network name Places FINANCIAL INFO 2008 xls AI Files Files of type User Manual Figure 17 Self Registration Upload Document Browse Select your file and click the Open button see Figure 17 Self Registration Upload Document Browse Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 34 of 66 Upload Document Disclaimer Please note that participants should ensure that any supporting documents supplied are free of viruses or any other data which may cause harm to the systems of users Participants should always be sure of the quality of the supporting documents provided to the European Commission Where possible you should use an antivirus tool before submitting your
12. Participant Portal Home Page When you are the LEAR of a validated organisation the Manage organisation data arrow is enabled and blue Click on it to see the tab dedicated to your organisation You can also click on the My Organisations tab My Projects My Roles FP7 Documentation FP7 Calls Support Others LOGIN yee Change ECW Password Manage Organisations 3 Manage roles and delegations Identify Opportunities Negotiations Logout Johan MILIO ECAS help is available here registration demo is available here O FAQ answers to the most frequent questions that are submitted to the eFP7 service desk OSee the online user manual OWatch the demonstration of the Participant Portal ieee Figure 21 Participant Portal Home Page Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 41 of 66 rch About this site Contact Legal Notice v European Commission RESEARCH Participants European Commission gt Research gt Participant Portal Home My Organisations My Projects My Roles FP7 Documentation FP7 Calls Support Organisations Register Search um Change Password Organisation s as LEAR or Account Administrator Logout Johan MILIO See R i Organisation s Data ECAS help is available 991355812 Contact Information
13. and My projects tabs will appear a reviewed layout of the Under My organisations home page m areviewed layout of the You may register your organisation s data and obtain a PIC My Project tab LEARs may update their organisation s data a reviewed layout of the LEARs may access the list of projects of their organisation My Roles tab i s and endi Under My projects 15 ood moro Coordinators will soon be able to access the list of their projects Are you a new user Please register on the European Commission Authentication Service ECAS More information about the ECAS reaistration QUICK LINKS Should you have any problems with any aspect of using the portal please contact our service desk homepage Figure 1 Participant Portal Welcome Page See the User s Guide for the Participant Portal for information related to the ECAS registration The first time you connect to URF the welcome page will be displayed in your browser Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 5 of 66 This page shows that you have registered any organisation yet See Figure 2 URF Self Registration empty the Manage organisation data arrow is greyed and disabled the Register an Organisation arrow is blue and enabled European Commission gt Research gt P Home My Organisations My Projects My Roles FP7 Documentation S LOGIN HOME Chang
14. derived from the financial accounts of the period in question Standard flat rate available for all categories of beneficiaries unless they used actual indirect costs or the simplified method in previous FP7 participations The flat rate is of 20 of its total direct eligible costs excluding its direct eligible costs for subcontracting and the costs of reimbursement of resources made available by third parties which are not used on the premises of the participant Specific flat rate of 60 transitional flat rate of 6020 available for non profit public bodies secondary and higher education establishments and non profit research organisations and SMES which are unable to identify with certainty their real indirect costs and unless they used actual indirect costs or the simplified method before The legal entity may opt for the specific flat rate of 60 when participating in funding schemes which include research and technological development activities This flat rate is of 60 of its total eligible costs excluding its direct eligible costs for subcontracting and the costs of reimbursement of resources made available by third parties which are not used on the premises of the participant If these participants change their status during the life of a project flat rate of 60 shall still be applied for the whole duration of the project ATTENTION If your organisation already participated in the 6th Framework Progr
15. how to activate your new user account using a PIN code Please follow the instructions carefully Your activation PIN is Your user account is strictly personal and will allow you in future to access other online services the European Commission is currently developing for the Seventh Research Framework Programme and the Competitiveness and Innovation Programme Please contact the eFP7 Service Desk if any of the information about yourself or your organisation contained in this letter is inaccurate or if you have any problem activating your account Yours sincerely Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 40 of 66 a T issi EN Authentication Service Login Change Password Privacy Statement Contact Help Domain External Change gt gt EUROPA gt Authentication Service gt Password initialisation ECAS password initialisation Please provide your username and your PIN code in order to start the initialisation of your ECAS password Username PIN Code m Login Change Password Privacy Statement Contact Help DIGIT This Website is managed by the European Commission s Informatics DG Version 1 8 7 3685 11 02 2009 20 34 Processing 14 milliseconds Figure 20 ECAS Password initialisation for LEAR As a LEAR after login in the Participant Portal you can see the following home page Figure 21
16. not applicable REGISTRATION AUTHORITY The authority by which your organisation was registered such as e g the administration of the city or region the Chamber of Commerce etc Tips The registration number the registration authority and the registration date are usually provided in the same document If your organisation does not have a registration authority you can enter not applicable NACE CODE The statistical classification of economic activities in the European Community in French Nomenclature statistique des activit s conomiques dans la Communaut europ enne commonly referred to as NACE is a European industry standard classification system consisting of a 6 digit code Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 9 of 66 FIELD ESTABLISHMENT REGISTRATION COUNTRY REGISTRATION DATE COMMENT More info on http ec europa eu eurostat ramon index cfm TargetUrl DSP_PUB WELC Enter the location of the headquarters of the organisation Date when your organisation was registered for example with the Chamber of Commerce in your country Tips The registration number the registration authority and the registration date are usually provided in the same document Enter 01 01 1900 if not applicable Complete the form with at least all the mandatory fields marked with in order to proceed to the next screen Unique Registration Facility User s Gu
17. q here VAT BE124578 Email View Projects registration demo NACE 85 2 Phone 027545684 Roles is available here Fax Web FAQ Postal Address Street Egg Street Number 23 answers to the most Post Code 1000 City Brussels frequent questions that are County BE submitted to the eFP7 service desk i OSee the online user manual Watch the demonstration ofthe Participant Portal Watch the demonstration of the Participant Portal Introduction For all users Figure 22 My Organisations This page shows you some info concerning your organisation Three links are located on the right of this page Organisation s Data all info about the data and requests related to the organisations you are involved in see Figure 24 My Organisation s data View Projects info about the projects which your organisation is involved in see Participant User s guide for more info Roles the different roles of the users involved in your organisation see Figure 23 The roles in my organisation see Participant User s guide for more info The data under the My Organisations area are most recently validated ones Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 42 of 66 Home Organisations My Projects My Roles FP7 Documentation FP7 Calls Support Organisations Register Search LOGIN Ch
18. 10 Release 4 2 2 Page 18 of 66 FIELD Research organisation Public body International organisation International organisation of European interest Higher or secondary education establishment Enterprise SME Year Financial Year Date Number of employees Number of employees lt 250 Annual turnover Annual turnover lt 50M Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 COMMENT has to be proven by your statute Research organisation means a non profit organisation which carries out scientific or technical research as its main objective The quality of being a research organisation has to be stated in your statute Public body means any legal entity established as such by national public law and international organisations Established signifies that the legal entity either has to be incorporated as a public body in the formal act or governed by public law usually both Criteria such as the direct supervision of a legal entity by the State the public financing or the public service mission are no longer sufficient to define an entity as a public body International organisation means an intergovernmental organisation other than the European Community which has legal personality under international public law as well as any specialized agency set up by such international organisations International organisation of European interest means an international or
19. 2010 Chicken Company LEARUPDATE DELETED View 18 02 2010 Chicken Company LEAR UPDATE VALIDATED View 17 02 2010 Chicken Company SELF VALIDATED View REGISTRATION Figure 38 Data of the organisation during validation by CVT Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 56 of 66 DATA OF THE ORGANISATION CHICKEN COMPANY Chicken Company 991355812 Organisation Legal Address Active LEAR Status Street Egg Street Number 23 Title Mr Post Code 1000 City Brussels First Johan Country BE Name Last MILIO Name Phone 0257798324 Email johan milio ext ec europa eu Fax Request History PAGE 1 or 1 Finsr PREVIOUS Next LAST Date gt Organisation Name Status 18 02 2010 Chicken Company LEAR UPDATE VALIDATED 18 02 2010 Chicken Company LEAR UPDATE DELETED 18 02 2010 Chicken Company LEAR UPDATE VALIDATED 17 02 2010 Chicken Company SELF VALIDATED REGISTRATION Figure 39 Data of the Organisation after validation by CVT Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 57 of 66 NEF Requirement Balance Sheet During negotiation NEF may request some financial info from the LEAR in order to complete the financial viability check of the organisation A mail is sent to the LEAR by NEF for this purpose In URF a reminder is displayed in the Status Page see Figure 40 Status Page with NEF reminder You are requested to provide additional fin
20. 3 millions Autonomous Click the check box if your organisation is autonomous Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 20 of 66 Self Registration of your data The final screen summarises all the values entered in the previous screens You are still able to provide corrections by selecting the Edit buttons for each section Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 21 of 66 Summary of your data Organisation data Legaladdress My contactinformation Status of organisation PRINT SUMMARY Organisation data Edit Organisation Data Participant legal name Chicken Company Business name KotKot Official language English Name in 2nd Language 2nd Language French Legal form SPRL VAT number BE124578 Registration number RC BE124578 Registration date 27 02 2006 Registration authority VAT office Nace code 85 2 Establishment Registration country Belgium Legal Address Edit Legal Address Street name Egg Street Street number 23 PO Box County Region Postal code 2000 CEDEX City Brussels Country Belgium Internet homepage Phone 1 027545684 Phone 2 Fax Company Email Main Contact Person Edit Main Contact Person Title Gender M Last Name MILIO First Name Johan Position in organisation Director Department Contact Country Belgium Contact street Egg Street Contact street numb
21. 3M C Autonomous Mandatory Fields Jser Manual Figure 7 Self Registration Status of the Organisation Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 16 of 66 In the Status of your organisation screen please select the right status for your organisation FIELD COMMENT Indirect cost model calculation The indirect cost calculation method is chosen by the method participant Indirect costs also called overheads are all the eligible costs which cannot be identified by the beneficiary as directly attributed to the project but can be identified and justified by its accounting system as being incurred in direct relationship with the eligible direct costs of the project The available options for the choice are determined by the legal status of the participant the status of their accounting system and the history of indirect cost calculation methodologies in previous FP7 participations The options are described as follows Actual indirect costs available for all categories of beneficiaries which have an analytical accounting system to identify their indirect costs A simplified method is also available for all categories of beneficiaries which are unable to perform detailed cost allocation and can aggregate their indirect costs only at the level of the legal entity unless they used actual indirect costs in previous FP7 participations The simplified approach must be based on actual costs
22. AME POSITION IN ORGANISATION DEPARTMENT CONTACT COUNTRY CONTACT STREET CONTACT STREET NUMBER PO BOX COUNTY REGION POST CODE CEDEX CITY INTERNET HOMEPAGE FAX PHONE 1 PHONE 2 E MAIL 1 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 COMMENT The title Mr Mrs Prof Dr Specify the gender Automatically filled with the last name registered the field can be modified Automatically filled with the first name registered the field can be modified The title in your organisation The department in your organisation Select the country where your department is established Enter the street name Fill with the street number Fill with the PO BOX number Enter the county region Enter the ZIP CODE of the address of your department Only for France Official name of the city The format should be www homepage domain Format should be international code and your FAX number without space Format should be international code and your PHONE number without space Format should be international code and your PHONE number without space This e mail address should be person specific Functional mailboxes should be avoided Complete the form with at least all the mandatory fields marked with a in order to proceed with the next screen Page 14 of 66 Self Registration Status of the Organisation In the Status of the organisation screen please selec
23. AME IN 2 LANGUAGE Translation of the legal name usually to be provided in English applicable only if it is a commercial business name identified in any official document to be provided during registration or if your character set is a non latin one LEGAL FORM This is a free text box Please enter the form under which your organisation is legally registered as in your organisation s statute The legal form depends on the type of entity and the country If your organisation is a private body your form could be for example LLP Ltd PLC SA GmbH etc Please note that university or public body are not legal forms After validation this field will display the legal form as validated by the European Commission VAT NUMBER It is the unique number given to organisations that pay Value Added Tax VAT In the European Union the VAT is a general broadly based consumption tax assessed on the value added to goods or services Tips If you are not sure about your VAT number check with your financial department If your organisation does not have a VAT number you can enter not applicable REGISTRATION NUMBER Code usually provided by the Chamber of Commerce of your country Tips The registration number the registration authority and the registration date are usually provided in the same document Contact your financial department for more information If your organisation does not have a registration number you can enter
24. EEE SEVENTH FRAMEWORK PROGRAMME Unique Registration Facility Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 1 of 66 Table of Contents INTRODUCTION e I 3 Benefits of using the 3 Babee nc nt eh cee ec AN Y 3 SELF REGISTRA MONIN URF amateurs 4 Self Registati OM creche n 4 Self R gisraion Organisation totas R R E 8 Sel Registaton Legal 11 Self Registration My Contact IntorfiellOfi 13 Registration Status of th OrganisatON 15 Self Registration Summary of your data 21 Self Registaton COMI ON NNI 24 Modify Self registration data Draft Mode
25. Format should be international code and PHONE number without space Format should be international code and PHONE number without space This e mail address should be the address via which the Validation Services can contact the organisation if there is a need for clarifications E mail addresses beginning with info should be avoided as communications often get lost Complete the form with at least all the mandatory fields marked with in order to proceed to the next screen Page 12 of 66 Self Registration My Contact Information This person is to be contacted until a person is validated as LEAR for the organisation For further explanation about LEAR please see http cordis europa eu fp7 pp lear_en html Please enter your data here Organisationdata Legaladdress E Status of organisation Summary of your data My Contact Information Title Gender MO FO Last Name MILIO First Name Johan Position in organisation Department Contact Country Please Select v Contact street Contact street number PO Box County Region Postal code CEDEX France only City Internet homepage Fax Phone 1 Phone 2 Email 1 Johan MILIO ext ec europa eu Mandatory Fields User Manual Figure 6 Self Registration My Contact Information Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 13 of 66 FIELD TITLE GENDER LAST NAME FIRST N
26. S Next LAsT Date Organisation Name ype Status Action 06 05 2010 Test DIGIT Mahieu test 2010 14apr FINANCIAL UNDER View VALIDATION Figure 48 Data of the Organisation during CVT validation of balance sheet info requested by NEF Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 64 of 66 GLOSSARY Competitiveness and Innovation Programme Coordinator The participant designated as the coordinator in a consortium and in the grant agreement ECAS European Commission s user Authentication Service EC Officer European Commission s Project Scientific Officer or Administrative Officer representing the European Commission during the negotiations FP7 7 Framework Programme of Research and Technological Development of the European Commission LEAR A legal signatory of each legal entity will be asked by the Commission to appoint one person the so called LEAR Legal Entity Appointed Representative for being the correspondent towards the Commission on all issues related to the legal status of the entity The LEAR provides the Commission with up to date legal and financial data including supporting documents where necessary and commits to maintain the account so that it is up to date enabling future use for grants and other transactions between the entity and the Commission research and other programmes This person is chosen by the organisation itself in order to ease the communication with th
27. al financial information please upload the most recent closed financial statements of your organisation containing the balance sheet and profit amp loss accounts and contigent explanatory notes Note that if you are requesting more than 500K the financial statements must be certified signed by an approved chartered external auditor Upload Existing Documents T 7 CON o sie O Date Description kJ LFVSimulation PNG 115 KB 23 04 2010 fdgfdgfd upload docs msg 22 KB 29 04 2010 test Update your data Mandatory Fields User Manual Figure 47 Document management during a financial request In the Organisation tab of the Participant Portal you can see a new request type Financial DATA OF THE ORGANISATION TEST DIGIT B MAHIEU TEST 2010 14APR Test DIGIT B Mahieu test 2010 14apr There is currently at least one request UNDER VALIDATION so you cannot update organisation data until the end of this validation You are requested to provide additional financial information in order to complete the negotiation of your grant for proposal 123456 996719815 Organisation Legal Address Active LEAR View Status VALIDATED Street Rue de la Loi Number 38 Title Mr Post Code 1000 City Bruxelles First mahiebe first name Country Name Last mahiebe last name Name Phone 4411111111 222222222 Email QCRCUWHT XARLRVJX QTT Fax 33333333 Request History Pace 1 or 2 First PREVIOU
28. amme and used the Full Cost FC model this implies that your organisation Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 17 of 66 FIELD COMMENT has an analytical accounting system and would therefore not be eligible for the Specific flat rate of 60 in FP7 Potential ex post audits might reveal the non eligibility for Specific flat rate of 60 with all the potential consequences The participant shall apply the same indirect cost calculation method in all grant agreements under the Seventh Framework Programme However any beneficiary that has opted for flat rate in a grant agreement funded under the Seventh Framework Programme may opt in a subsequent one for the actual or simplified method above described However it must then use that method in all subsequent grant agreements established under the Seventh Framework Programme In case of evolution in the accounting system of the organisation see 1 15 3 of the GA or change in the legal status the new ICM should be applicable only for the future grant agreements to be concluded not for the running ones except in case of mistake in the establishment of the ICM while registering the organisation in the EC database Tips View the financial guide page 52 to 61 for explanation of the method of calculation of indirect costs ftp ftp cordis europa eu pub fp7 docs financialquide_en pdf Natural Person A natural person is a citizen to be di
29. ancial information in order to complete the negotiation of your grant for proposal lt Proposal Id gt DATA OF THE ORGANISATION EUROPEAN COMMUNITY SHIPOWNERS ASSOCIATIONS dum A z Status VALIDATED Street RUE DUCALE Number 67 B2 Mr str Jean Post 1000 City BRUXELLES Code Dupont Country BE 0032545465 2 Figure 40 Status Page with NEF reminder Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management containing the balance sheet and profit amp loss accounts and contigent explanatory notes Note that if you are requesting more than 500K the c You are requested to provide additional financial information please upload the most recent closed financial statements of your organisation financial statements must be certified signed by an approved chartered external auditor Update your data Mandatory Fields Jser Manual Figure 41 Balance sheet tab when NEF info requested To satisfy the NEF request you have to update the most recent closed financial data and open the Balance sheet tab Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 58 of 66 The newYear button is present and enabled Click it Your Organisation data edit mode Organisation data Legal Address Status of the organisatio
30. ange Password Logout Johan MILIO ECAS help is available here OPortal registration demo is available here MY ORGANISATIONS amp Organisation s as LEAR or Account Administrator Chicken Company PIC 991355812 Contact Information Organisation s Data VAT BE124578 Email View Projects NACE 85 2 Phone 027545684 gt Postal Address Street Egg Street Number 23 Post Code 1000 City Brussels Country BE N FAQ answers to the most frequent questions that are submitted to the eFP7 service desk the online user manual Watch the demonstration of the Participant Portal Watch the demonstration ofthe Participant Portal Introduction Eor all users ForLEARS For Coordinators Getting support You can consult FAQS ROLES OF THE ORGANISATION CHICKEN COMPANY amp Pacte 1 or 1 Finsr PREVIOUS NExr LAsT Select Role Name gt Email Project LEAR MILIO Johan Johan MILIO ext ec europa eu Add Revoke Selected read more A Figure 23 The roles in my organisation Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 43 of 66 European Commission gt Research gt Participant Porta Organisations Register Search Home My Organisations My Projects My Roles Documentation Support MY ORGANISATIONS PEN Change e
31. ata and to upload documents see below If you wish to suspend your verification you can do so by clicking the Save Draft button Then the data is saved and the pop up is closed While your data will be under validation by the Validation services you will be able to upload up to 10 Mb of documents Once uploaded these documents cannot be downloaded except by the LEAR after he she has been appointed and validated Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 23 of 66 Self Registration Confirmation After you have submitted your data the confirmation page will be displayed See Figure 9 Self Registration Confirmation Note Your Participant Identification Code PIC number will be displayed on the page Thank you for registering with the European Commission using the Unique Registration Facility Your PIC number is 986279511 You will receive a confirmation of your registration shortly At this stage you can upload documents up to 10 MegabytesPbut you will Net be able to download them Go back to the Participant Portal SEVENTH FRAMEWORK PROGRAMME Top Figure 9 Self Registration Confirmation Immediately after the data has been submitted for validation you will receive an e mail with the data you entered and a Participant Identification Code PIC will be provided to you This is an example of the confirmation e mail From fp7 urf noreply ec europa eu fp7 urf norepl
32. count Subject 7th Framework Programme User account creation Dear John Doe In the context of the 7th Framework Programme you have recently been nominated as the LEAR for your organisation In order to access the Unique Registration Facility URF the web application that allows you to manage the data of your organisation an account has been created for you by the European Commission Once activated this account can be used to access initially the Unique Registration Facility URF and subsequently it may be possible for you to access other Commission sites Your user name is nnnnnnnn Note you can also use your registered email address instead of the username to access your account You will soon receive by letter and if possible by phone your personal identification number PIN required to activate your account When you receive the PIN please visit this link and follow the instructions on screen to activate your account Please make sure that the domain that is selected in ECAS is External not European Commission Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 37 of 66 You will be asked to provide your user name and PIN Then you will be offered the opportunity to choose a password of your liking Please choose your password wisely in accordance to the instruction provided on the pages When you have completed these steps your account will be automatically activated If the above mention
33. d assets 2 2 Financial assets o 3 Current assets 1064479 3 1 Stocks 3 2 1 Debtors due within the year 943800 3 2 2 Debtors due after the year 3 3 Cash at bank in hand 120679 3 4 Other current assets TOTAL ASSETS 1971372 4 Capital 8 reserves 343238 4 1 Subscribed capital 4 2 Reserves 275738 4 3 Profit and loss brought forward 4 4 Profit and loss brought Tor the 67500 5 Creditors 1628134 5 1 1 Long term non bank debt 5 1 2 Long term bank debt 5 2 1 Short term non bank debt 1620634 5 2 2 Short term bank debt 7500 TOTAL LIABILITIES 1971372 Delete Balance Sheet Closing date dd mm yyyy 31 12 2008 Indicative final date of validity self declared dd mm yyyy 01 01 2011 ES Duration Month 12 Currency EUR EURO Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management ASSETS LIABILITIES Turnover 2374199 Variation in stocks Other operating income 115622 Operating income 2489821 Cests of material amp consumables 2649910 Other operating charges Renumeration charges Staff costs Gross operating Profit Loss 160089 Depreciation and value adjustements on non financial assets 29556 Net operating profit 189645 Financial income and value adjustements on financial assets 2649910 Interest paid
34. d financial data of your organisation On the link http cordis europa eu fp7 urf en html you can find downloadable forms and instructions for the appointment of the LEAR You will find as well some additional information regarding the PIC usage and the LEAR The Central Validation Team Below is the summary of your entered data Organisation Data Legal name xxxxxxx Business name xxxxxxx Official language Translated name xxxxxx Translated language xxxxxx Legal form xxxxx VAT number XXXXXXXX Registration number Registration date Registration authority NACE Code xxxxxxxxx Registration country Legal Address Street name Xxxxxxx Street number 12345789 PO box 123456789 Region County Postal code 123456789 CEDEX City xxxxxx Country XXXXXXX Internet homepage www myorganisationwebpage domain Fax 4123 1234567890 Phone 123 1234567892 Phone2 123 1234567891 Email1 youremailaddress domain name Main Contact Person Contact Title XXXXX Contact Gender X Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 25 of 66 Contact Position in organisation XXXXXXX Contact Department XXXXXXX Contact Last name XXXXXXX Contact First name XXXXXXX Contact Country XXXXXXX Contact Street XXXXXXX Contact Street number 123456 Contact PO box 123456 Contact Regi
35. dd a new yearly data set by clicking on the NewYear button Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 52 of 66 Document management For uploading documents related to the organisation the LEAR will follow the same procedure as described in the section Self Registration Upload Documents The LEAR can upload up to 20 Mb of documents Please refer to Self Registration Upload Documents paragraph above Furthermore any modification related to legal status whenever introduced by the LEAR after the validation of the legal entity need also to be supported by the relevant official legal document to be uploaded by the LEAR together with their request Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Upload Existing Documents 8 rn 0 2009 xls 910 KB 17 02 2010 Balance Sheet 2009 J Update your data Mandatory Fields Figure 34 LEAR Document Management Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 53 of 66 Validate your modifications In all the different tabs the Update your data and Cancel button are present see below Figure 35 Update Cancel buttons located in all the tabs Update your data Figure 35 Update Cancel buttons located in all the tabs The Cancel button a closes the window URF but without saving c
36. de Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management You are requested to provide additional financial information please upload the most recent closed financial statements of your organisation containing the balance sheet and profit amp loss accounts and contigent explanatory notes Note that if you are requesting more than 500K the financial statements must be certified signed by an approved chartered external auditor Organisation data of the participant lidate Nelete Balance Sheet Closing date dd mm yyyy Indicative final date of validity self declared dd mm yyyy i g Duration Month Currency EUR EURO Y Balance Sheet ASSETS 1 Subscribed capital unpaid 0 2 Fixed assets 0 2 1 Intangible fixed assets 0 2 2 Tangible fixed assets 0 2 2 Financial assets 0 3 Current assets 3 1 Stocks 3 2 1 Debtors due within the year 3 2 2 Debtors due after the year 3 3 Cash at bank and in hand 3 4 Other current assets TOTAL ASSETS 4 Capital amp reserves 0 4 1 Subscribed capital eJ 4 2 4 3 Profit and loss brought forward 4 4 Profit and loss brought for the financial 5 Creditors 5 1 1 Long term non bank debt 5 1 2 Long term bank debt 5 2 1 Short term non bank debt 5 2 2 Short term bank debt TOTAL LIABILITIES j S Figure 43 Balance sheet
37. documents Browse Document The file exceeds size limit Maximum remaining upload size for this phase is 1024 KB D FinancialInfo FINANCIAL_INFO_2009 xIs Document Properties Author Finance Dept Balance Sheet 2009 Upload Cancel Figure 18 Self Registration Upload Document Fill Meta data In the Document Properties page enter the Author name and the file description these fields are mandatory Check the Original check box if your file is the original one Finally click on the Upload button to save your data and to upload your file see Figure 18 Self Registration Upload Document Fill Meta data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 35 of 66 FINANCIAL INFO 2009 xls 910 KB 17 02 2010 Balance Sheet 2009 lt a our remaining upload space for this stage is 9330 KB ELLE EE gt Jser Manual Figure 19 Self Registration Uploaded Document List the Document List page you can now see your file You can either upload another document by clicking on the Upload button or quit this page by clicking on the Close button See Figure 19 Self Registration Uploaded Document List Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 36 of 66 LEAR ROLE IN URF The Legal Entity Appointed Representative LEAR is the person chosen by the organisation itself in order to ea
38. e ECW Password Manage Organisations Logout Johan MILIO help is available here GO Portal registration demo is available here Search Register Figure 2 URF Self Registration empty To self register just click on the Register an Organisation arrow Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 6 of 66 European Commission RESEARCH Participants European Commission gt Research gt Pa Home My Organisations My Projects My Roles FP7 Documentation FP7 Calls Support Organisations Register Search JAN Em 3 Registering an organisation will allow you to receive its Participant Identification Code PIC asswor NC GS More information about PICs can be found here Using a PIC for your organisation has several advantages which are fully explained in 7 Logout this FAQ entry Johan MILIO Use the search facility to check if an organisation has already a PIC You can check if an organisation has already a PIC here If you do not find a pic for your organisation you have to first register as ECAS user here neipisavalabis With your ECAS password you can register your organisation here registration demo is available here FAQ answers to the most frequent questions that are submitted to the eFP7 service desk the online user manual GO Watch the demonstration ofthe Participant Portal Watch th
39. e European Commission and avoid double registrations Only the LEAR may introduce a Change request of his organisation s data through URF and submit legal documents through URF NEF The negotiation process is supported by the online Negotiation Facility tool NEF an electronic implementation of the negotiation forms used to exchange information between the participants and the European Commission NEF provides the main channel for interactive communication between the Consortium and the EC Project Officer as all necessary administrative and financial data about the projects and the participants is collected and agreed through NEF Negotiation The negotiation is a process during which the details about the proposal are agreed between the participants and the European Commission Negotiation session A period during which the coordinators are allowed to provide changes on their proposals Participant Any legal or natural person that has some dealings with FP or CIP programmes For example Legal Entity as partner to a grant agreement department or institute of such person working in participating organisation and relevant to the programmes expert Participants are external to the Commission In order to structure this participant concept into further details a clear distinction should be made between The executing participant proposing and executing an action e g a department within a university or an independent expert The partic
40. e demonstration ofthe Participant Portal Introduction For all users ForLEARs For Coordinators Getting support You can consult FAQS read more WHAT S NEW Participant Portal V2 0 11 2009 containing The support of the role management reviewed layout ofthe home page reviewed layout of the My Projecttab reviewed layout of the My Roles tab new supporttab read more M The steps to register your organisation are STEP 1 Search Use the search facility to check whether your organisation is already registered Register your organisation in PP Register your organisation using your ECAS account details After providing all the necessary details press the CONFIRM button to submit your reggstration information to the Central Validation Team CVT If you wish to suspend the registration process at any point the data egfered may be saved as a draft by clicking the Save Draft button You may then resume your registration at any STEP 3 Modify your self Registration STEP3a If you saved your data as draft itis still possible to modify or delete your self registration or STEP3b If you have already submitted your registration and if CVT has not started the verification process that will eventually lead to the appointment of a Legal Entity Appointed Representative LEAR itis still possible to modify your self reaistration and or upload additional documents or H
41. ed link does not work you can copy the following address without any line break and paste it in your browser address bar https webgate ec europa eu ecas init PINCode do domain external Once your account has been activated you can visit the URF application at the following address http ec europa eu research participants urf If you believe that this message has reached you in error or should you require any further assistance please do not hesitate to contact our eFP7 Service Desk using the co ordinates provided below The eFP7 Service Desk Team E mail digit efp7 support ec europa eu Phone 352 4301 31570 Fax 352 4301 33099 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 38 of 66 gt For the LEARs that registered the received mail is different because they already have an ECAS account From DIGIT CED CUD SUPPORT Sent Thursday February 19 2009 5 27 PM To John Doe nowhere com Subject 7th Framework Programme User account upgrade Importance High Sensitivity Private Subject 7th Framework Programme User account upgrade Dear John Doe In the context of the 7th Framework Programme you have recently been nominated as the LEAR for your organisation In order to access the Unique Registration Facility URF the web application that allows you to manage the data of your organisation you can use the existing user account that was previously created for you by the European Commiss
42. egistration Facility User s Guide 30 08 2010 Release 4 2 2 Page 54 of 66 the buttons View Update Delete are enabled Figure 37 LEAR Organisation page with new request top of the list DATA OF THE ORGANISATION CHICKEN COMPANY Chicken Company 991355812 Organisation Legal Address Active LEAR View Status Street Egg Street Number 23 Title Mr Post Code 1000 City Brussels First Johan Country BE Name Last MILIO Name Phone 0257798324 Email johan milio extec europa eu Fax Request History Pacte 1 or 1 Finsr Previous NEXT LAST Date Organisation Name Status 18 02 2010 Chicken Company LEAR UPDATE CREATES ew Update Delete 18 02 2010 Chicken Company LEAR UPDATE DELETED View 18 02 2010 Chicken Company LEAR UPDATE VALIDATED View 17 02 2010 Chicken Company SELF VALIDATED View REGISTRATION Figure 37 LEAR Organisation page with new request top of the list Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 55 of 66 DATA OF THE ORGANISATION CHICKEN COMPANY Status Street Egg Street Number 23 Title Mr Post Code 1000 City Brussels First Johan Country Name Last MILIO Name Phone 0257798324 Email johan milio ext ec europa eu Fax Request History Pace 1 or 1 Finsr PREVIOUS Date gt Organisation Name Type Status Action 18 02 2010 Chicken Company LEAR UPDATE UNDER View VALIDATION 18 02
43. er 25 PO Box County Region Postal code 2000 CEDEX City Brussels Internet homepage Phone 1 025875554 Phone 2 Fax Email 1 Johan MILIOGext ec europa eu Status of the Organisation Edit Organisation Status Indirect Cost Method Is Natural Person Y Is Legal Person Is a Non profit Is a Research organisation Is Public body Is International Organisation Is International Organisation of European Interest Is a Higher or secondary education establishment Is an Enterprise Self declare SME Status SME year Financial year date Number of employees Is number of employees below 250 Annual turnover Is annual turnover below 50M Annual balance sheet Is annual balance sheet below 43M Is autonomous Your comments User Manual Figure 8 Self Registration Summary of your data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 22 of 66 After verification and when the data provided is correct select the Submit button to submit the information to the Validation Services Once the information has been submitted you will not be able to correct the organisation data in URF until it has been processed by the Validation services Upon completion of the validation the Legal Entity Appointed Representative LEAR can be appointed and validated see below If the validation services have not yet started the validation process it is still possible to modify the d
44. following list means that if any other attribute is also updated then the request for update will follow the existing preparation and validation process From Organisation data tab Business name From Legal Address tab Internet homepage Fax Phone1 Phone2 Email1 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 45 of 66 Organisation data In this tab you must choose the update reason in the list box If the participant legal name is modified then the effective date field becomes active and you have to enter the date of entry into force of this modification for grant amendment reason Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Organisation data of the participant Update reason Please Select 991355812 Participant legal Chicken Company ES Effective date Business name KotKot Official language English Name 2nd Language 2nd Language French v Establishment Registration country Belgium m Legal form SOCIETE PRIVEE RESPONSABILITE LIMITEE SPRL Legal form free text VAT number BE124578 Registration number RC BE124578 Registration date 08 02 2005 ad mm yyyy Registration authority VAT office Nace code Veterinary activities v
45. ganisation the majority of whose members are Member States or Associated Countries and whose principal objective is to promote scientific and technological cooperation in Europe It is an organisation which has as main objectives training and education and delivers state recognized diplomas Any entity engaged in an economic activity irrespective of its legal form This includes commercial companies but also self employed persons and family businesses engaged in craft or other activities as well as partnerships or associations regularly engaged in an economic activity SMEs are micro small and medium sized enterprises within the meaning of Recommendation 2003 361 EC in the version of 6 May 2003 Tips To determine what type of SME your organisation is see http ec europa eu research sme techweb index en cfm Enter the year related to your information below This information must be related to your balance sheet Date of the financial year Enter the number of employees for the year This check box in read only mode is checked if your organisation has less than 250 employees Enter the annual turnover in This check box in read only mode is checked if the Page 19 of 66 FIELD COMMENT annual turnover is less than 50 millions Annual balance sheet Enter the annual balance sheet in Annual balance sheet lt 43M This check box in read only mode is checked if the annual balance sheet is less than 4
46. hanges The Update your data button saves all the data from ALL tabs Once this button is clicked a confirmation page appears You are then asked to confirm or cancel your modifications see Figure 36 LEAR Confirmation of modifications Your Update Request edit mode Your request is ready to send for validation Please perform one of the folowing actions click Submit if you want to submit your data for validation click Cancel if you want to go back to previous screen and introduce more changes to your data Figure 36 LEAR Confirmation of modifications If you click on the Cancel button the you are redirected to the previous screen your change are still present and you can introduce new changes When you confirm your modifications by clicking on the SUBMIT button your modifications are saved and the window closes You can then logout or return to the Participant Portal see Figure 37 LEAR Organisation page with new request You can see that the Data of the Organisation area has changed in the Request history SECTION e The first request is now in read only only the VIEW button is enabled e Your submitted modifications are displayed in the second request While the CVT Central Validation Team has not yet set the request status to UNDER VALIDATION Figure 38 Data of the organisation during validation by CVT you will be able to update or delete your request In this case Unique R
47. ide 30 08 2010 Release 4 2 2 Page 10 of 66 Self Registration Legal Address Please enter your data here Organisation data Mycontactinformation Status of organisation Summary of your data Legal Address Head office Street name Street number PO Box County Region Postal code CEDEX France only City Country Please Select v Internet homepage Fax Phone 1 Phone 2 Company Email User Manua Figure 5 Self Registration Legal address FIELD COMMENT STREET NAME Street legal address as stated in the official legal statute in principle the address of the headquarters not the address of the subsidiaries department etc STREET NUMBER Number or name of the building on the street max 20 alphanumerical characters see also above PO BOX If the organisation has a postal box COUNTY REGION Enter your county region POSTAL CODE ZIP CODE of the organisation CEDEX Only for France CITY Official name of the city where the organisation is established COUNTRY Select the country where the organisation is established Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 11 of 66 FIELD INTERNET HOMEPAGE FAX PHONE 1 PHONE 2 COMPANY E MAIL Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 COMMENT The format should be www homepage domain Format should be international code and FAX number without space
48. ins the description of the functionalities that allow new participants to self register an organisation and LEAR to complete or modify the data entered during self registration Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 3 of 66 SELF REGISTRATION IN URF Self Registration When you connect the first time to URF not being a LEAR you have to self register as a participant In your browser you connect to using the following URL http ec europa eu research participants portal Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 4 of 66 A to Z Sitemap Search About this site Contact Legal Notice European Commission RESEARCH Participants European Commission gt Research gt Participant Portal Home My Organisations FP7 Documentation FP7 Calls Support LOGIN p Welcome to the Participant Portal You don t h ECAS E The Participant Portal will become your single entry point of interaction with the Research Please register Directorates General of the European Commission It will host a full range of services that ECAS help is available here Portal registration demo is facilitate the monitoring and the management of your proposals and projects throughout their lifecycle What does it offer today available here You can register your organisation s data in the Unique Registration Facility URF avoiding redundant requests for info
49. ion Nevertheless you are required to upgrade this account Your user name is username Note you can also use your registered email address instead of the username to access your account In order to start using the system your account must be upgraded You will soon receive by letter and if possible by phone your personal identification number PIN required to upgrade your existing account When you receive the PIN please visit this link and follow the instructions on screen to activate your account Please make sure that the domain that is selected in ECAS is External not European Commission see the attached file You will be asked to provide your user name and PIN Then you will be offered the opportunity to choose a password of your liking Please choose your password wisely in accordance to the instruction provided on the pages When you have completed these steps your account will be automatically activated If the above mentioned link does not work you can copy the following address without any line break and paste it in your browser address bar https webgate ec europa eu ecas init PINCode do domain external Once your account has been activated you can visit the URF application at the following address http ec europa eu research participants portal We regret that for technical reasons you will be unable to use your existing account for access to any Commission information system until your account has been
50. ipating legal entity endorsing the responsibility of this proposition and execution e g a university or the expert as a legal natural person A participating legal entity is any Legal Entity that has participated participates or Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 65 of 66 will participate in the programmes of FP and CIP whether in Grant Agreements contracts or proposals only List of Agreements PDM URF WG as of 14th January 2007 Contacts by the executing participants and participating legal entities for exchange of information e g a professor within the university department the financial officer of the university an expert him herself etc Contacts typically play roles within participating entities and may have a specific address It is worth to notice that the executing participant and the participating legal entity can be the same entity e g a private company or that several legal entities could collectively endorse the responsibility for a single executing participant case of a consortium Participant Portal The Participant Portal hosts services that facilitate the monitoring and the management of the participants proposals and projects It is a secure Internet site that ensures adequate authentication and confidentiality mechanisms based on the European Commission Authentication Service ECAS PIC Participant Identity Participant Identity Code is a unique ID of a
51. l STEP3c If CVT has already started the verification process you can no longer modify your self registration data but you are still able to upload additional documents After identification the CVT begins a verification process that will eventually lead to the appointment of a Legal Entity Appointed Representative LEAR During this period the data that you have declared about your organisation can no longer be modified You will however still be able to upload up to 10 Mb of additional supporting documents Once uploaded these documents cannot be withdrawn or modified except by the validated LEAR When your data has been validated by the CVT you as self registrant will no longer be able to editthe data related to your organisation From this point on the organisation data may be maintained only by the LEAR More info Upon registering your organisation you will receive a Participant Identification Code PIC Using a PIC for your organisation has several advantages which are fully explained in this FAQ entry Figure 3 Register a new organisation We can now begin the self registration process itself at Step 2 Figure 3 Register a new organisation Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 7 of 66 Self Registration Organisation data The first page to be displayed is related to the organisation s data You have to fill in a set of fields see table below Complete the form with at leas
52. mation and to facilitate keeping the information concerning the participants up to date In order to support this process URF introduces the notion of the unique Participant Identification Code The helpdesk s contact is EC FP7 IT HELPDESK ec europa eu Before self registering you must have an ECAS Password A LEAR Legal Entity Appointed Representative must also have an ECAS password Note that the LEAR account can only be created after validation has taken place ECAS stands for the European Commission s user Authentication Service It allows authorized users to login to a wide range of Commission information systems using a single username and password For more information see ECAS help at https webgate ec europa eu cas ec help jsp Benefits of using the URF Roles e Registering your organisation only ONCE e Receiving a Participant Identification Code PIC which identifies your organisation details and status e Confirmation and approval of your data based on supporting documents is done by the Validation Services e Using the PIC in the process of electronic proposal submission and negotiation e Multiple use of participant s data during all FP7 activities for all Research DG s programmes e Validated information can be available during proposal submission e The LEAR can provide relevant legal and financial data via the URF e The organisations data is updated in the relevant IT systems This guide conta
53. n Balance sheet Entreprise data Document management You are requested to provide additional financial information please upload the most recent closed financial statements of your organisation containing the balance sheet and profit amp loss accounts and contigent explanatory notes Note that if you are requesting more than 500 the financial statements must be certified signed by an approved chartered external auditor Update your data Mandatory Fields Jser Manual Figure 42 Submit a new year for balance sheet data To create a new balance sheet choose a year and click on the Submit button The first information to enter is the closing date of your balance sheet its duration and the currency that will be used for the values below The indicative final date of validity facultative show the limit date until the financial data are valid This field is clearly labelled as a self declared field it will not be validated in any way by the CVT It is simply a one way statement by the LEAR The first set of values is related to assets The second set of values is related to liabilities Warning Total value of assets and liabilities must be equal The last set of values concerns profit and loss account Note that calculations are performed on line after your validation of the data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 59 of 66 Your Organisation data edit mo
54. n organisation The PIC is a 9 digits Code code obtained through URF registration and used in each step of the process to identify an organisation The PIC received during registration needs to be validated by the CVT and will then become permanent Small and Medium sized Enterprise Status of validation Indication that data provided in a form have been validated by the Commission RF U Unique Registration Facility a service providing unique registration for participants in the Framework Programmes at proposal and contract stages It encompasses a set of rules for data acquisition and validation Functional Mailboxes You can use our functional mailboxes in order to communicate to our services e Validation REA URF VALIDATION REA URF VALIDATION ec europa eu e Lear validation REA LEAR VALIDATION REA LEAR VALIDATION ec europa eu e Financial Validation REA FVC REA FVC ec europa eu Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 66 of 66
55. on County XXXXXXXX Contact Postal Code 123456 Contact CEDEX 123 Contact City XXXXXXXXX Contact Internet homepage www XXXXXX XXX Contact Fax 123 123456789 Contact Primary phone 123 1234568788 Contact Secondary phone 123 12345787 Contact E mail XXXXX XXXXX XX Status of the Organisation Indirect Cost Method Standard Flat Rate Is it a Natural Person X Is it a Legal Person X Is it a Non profit X Is it a Research organisation X Is it a Public body X Is it an International Organisation X Is it an International Organisation of European Interest X Is it a Higher or secondary education establishment X Is it an Enterprise X Self declared SME Status X Is the number of employees below 250 X Is the annual turnover below 50M X Is the annual balance sheet below 43M X Is it autonomous X Your comments XXXXXXXXXXXXXXXXXXX Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 26 of 66 Modify Self registration data Draft Mode During Self registration if you have saved your data by using the SAVE DRAFT button you can modify your registration data by clicking on the modify or delete link in the Register tab Figure 10 Self Registration Modify draft data The steps to register your organisation are STEP 1 Search Use the search facility to check whether your organisation is already registered STEP 2 Self Register your organisation in PP Reais
56. on This date can not refer to future changes All the changes requested must be already effective modifications Your Organisation data edit mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management FP7 data Certification type Certification start date dd mm yyyy Certification end date dd mm yyyy Indirect cost method Standard Flat Rate ve F9 Effective date Status of the Organisation C Natural person Legal person Effective date C Non profit Effective date C Research organisation Effective date C Public body Effective date 7 International organisation Effective date C International organisation of European interest Effective date C Higher or secondary education establishment Effective date O Enterprise Effective date Comment Update your data Mandatory Fields Figure 27 LEAR Modifications of the validated data Status of the Organisation Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 48 of 66 Balance sheet In this tab you can modify existing balance sheets by clicking on the year number or create a new balance sheet only when requested by NEF see below NEF is the electronic negotiation tool used for the negotiation of Grant Agreements and it may prompt you to submit some additional information via the URF tool In this tab you can modify existing balance sheets by
57. our data has been validated by the CVT you as self registrant will no longer be able to edit the data related to your organisation From this point on the organisation data may be maintained only by the LEAR Figure 14 Register tab link to upload documents Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 31 of 66 i amp our remaining upload space for this stage is 10240 KB User Manual Figure 15 Self Registration Upload Document Page On Figure 15 Self Registration Upload Document Page the document list is empty To upload a new document just click on the Upload button Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 32 of 66 Upload Document Disclaimer Please note that participants should ensure that any supporting documents supplied are free of viruses or any other data which may cause harm to the systems of users Participants should always be sure of the quality of the supporting documents provided to the European Commission Where possible you should use an antivirus tool before submitting your documents Browse Document Browse Document Properties Author Description Original C Figure 16 Self Registration Upload New Document Page In the Document properties page see Figure 16 Self Registration Upload New Document Page click on the Browse button
58. rmation FAQ The answers to the most After registration you will receive a Participant Identification Code PIC that uniquely identifies your organisation You can use itto frequent questions that are maintain your organisation s details and monitor its status in the processes of electronic proposal submission and negotiation submitted to the eFP7 service desk You can also check whether your organisation has already registered and if so retrieve the PIC that has already been See the online user manual assigned Watch the d tration of th a The appointed representative of your organisation called the LEAR Legal Entity Appointed Representative can provide and introduction update relevant legal amp financial data via the portal For all users For LEARs Other functionalities are currently implemented as pilot services For Coordinators Allvisitors may search for FP7 related support documents Getting support You can consult FAQS Research site of the EC B LEARs may access the list of projects associated with their organisation including project details and the status of amendments id moi z Lon How does it work Except for the FP7 documentation and the PIC search function access to the Portal and its underlying services requires an ECAS Participant Portal V2 0 account 11 2009 containing Do you already have an ECAS account m the support of the role Please log in management My organisations
59. se the communication with the European Commission and avoid double registrations The LEAR can only be nominated after completion of the validation process and is the only person who may request changes to his her organisation s data and submit legal documents through URF He She is going to be the only contact person of the organisation with the URF The LEAR is not necessarily the authorized legal representative of the legal entity LEARs can submit requests for update of their e Legal Data Name address registration number etc FP7 account SME Public private educational etc e Balance sheet data And they can upload supporting documents in URF to support their requests More information on the LEAR and the documents required to appoint him her are available in the FAQ section of the Participant Portal http ec europa eu research participants portal appmanager participants portal nfpb true amp pageLabel faq LEAR Note In the Participant Portal LEARs are authorized to nominate Account Administrators that have the same rights but cannot revoke the LEAR LEAR Nomination Mails This login is to be used by the persons who have been validated as LEAR Legal Entity Appointed Representative of their organisations As aLEAR you will connect to the URF by using your ECAS account gt If your organisation has nominated you as a LEAR you will first receive by email your username and explanation on how to activate your ac
60. stinguished from legal persons which refer to corporations Natural persons always have legal personality and are therefore legal entities without other proof being required than their identification papers Individuals who are registered as free lance professionals and have a VAT number are also legal persons Please note that citizens who are freelance professionals and want to be validated as FP7 participants have to choose whether they want to apply as natural person or as legal person Legal person A legal person has a legal personality can act on its own name exercise rights and be subject to obligations For a legal person to exist an act of incorporation and usually also a registration is required A legal person exercises rights and is subject to obligations with regard to the national law of its place of establishment community law or international law A legal person can group other legal entities natural or legal or contain only possessions e g foundation Non profit A legal entity is qualified as a non profit organisation when considered as such by national or international law international organisations as well as any specialized agency set up by international organisations Generally as a consequence any possible profits have to be reinvested within the organisation itself and cannot be distributed The quality of being a non profit organisation Unique Registration Facility User s Guide 30 08 20
61. t all the mandatory fields marked with in order to proceed to the next screen Note that the following buttons are present on all the pages during self registration e Next Step Previous Step go to next previous registration page Save Draft save current data in a temporary URF database Cancel cancel current work since last saved draft or last login Please enter your data here o Legal address 9 My contact information Status of organisation Summary of your data Organisation data of the participant Participant legal name Business name 2nd Language None v Name in 2nd Language Legal form VAT number Registration number Registration authority Nace code Please Select l mI Establishment Registration country Please Select M Registration date Mandatory Fields Figure 4 Self Registration Organisation data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 8 of 66 FIELD COMMENT PARTICIPANT LEGAL NAME Legal name of the organisation as stated in the legal statute or decree establishing the This field should contain less than 240 characters BUSINESS NAME The official acronym of your organisation This field should contain less than 40 characters OFFICIAL LANGUAGE Language used within the organisation for communication 2 LANGUAGE Language used for the translation of the legal name N
62. t the appropriate status for your organisation The selected status will need to be demonstrated by your statute and registration document For the definitions of the status of organisations please see below and consult the REGULATION EC No 1906 2006 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 18 December 2006 laying down the rules for the participation of undertakings research centres and universities in actions under the Seventh Framework Programme and for the dissemination of research results 2007 2013 To access the regulation follow the link http eur lex europa eu LexUriServ LexUriServ do uri OJ L 2006 391 0001 0018 EN PDF Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 15 of 66 Please enter your data here Organisationdata 6 Legaladdress My contactinformation Summary of your data Status of the Organisation Please Select Indirect Cost Method C Natural person 7 Legal person E Non profit Research organisation C Public body C international organisation 7 International organisation of European interest 7 Higher or secondary education establishment O Enterprise O sme SME Status data This section is mandatory for SMEs and optional for other enterprises Please Select Year Financial Year date dd mm yyyy Number of employees lt 250 Annual turnover euro 50M Annual balance sheet euro 4
63. ter your organisation using your ECAS account details After providing all the necessary details press the CONFIRM button to submit your registration information to the Central Validation Team CVT If you wish to suspend the registration process at any point the data entered may be saved as a draft by clicking the Save Draft button You may then resume your registration at any time STEP 3 Modify your self Registration 9 STEP If you saved your data as draft itis still possible timodify or delete Your self registration 7 Figure 10 Self Registration Modify draft data Then you will have access again to the different pages described above The data is editable See Figure 11 Self Registration Data Modifications Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 27 of 66 Please enter your data here Legal address 9 My contact information Status of organisation Summary of your data Organisation data of the participant Participant legal name Chicken Company Business name KotKot Official language English 2nd Language French Name in 2nd Language Legal form SPRL VAT number 124578 Registration number RC 124578 Registration authority VAT office 1 Nace code Veterinary activities v Establishment Registration country Belgium v Registration date 17 02 2006 dd mm yyyy
64. ty User s Guide 30 08 2010 Release 4 2 2 Page 30 of 66 Self Registration Upload Documents Once your data is submitted from your self registration you still have access to URF through the Register tab of the Participant Portal see Figure 14 Register tab link to upload documents In this page you can activate the upload document facility by clicking the upload additional documents link The total file size is limited to 10 Mb for upload and no further download is available STEP 3 Modify your self Registration 1 STEP If you saved your data as draft itis still possible to modify or delete your self registration or 1 STEP 3b If you have submitted your registration and if CVT has not started the verification process that will eventually lead to 2 Hepp ointed Representative LEAR itis still possible to modify your self registration and or STEP 3c If CVT process you can no longer modify your self registration data but you are still able After identificato a verification process that will eventually lead to the appointment of a Legal Entity Appointed LEAR During this period the data that you have declared about your organisation longer be modified You will however still be able to upload up to 10 Mb of additional supporting documents Once uploaded these documents cannot be withdrawn or modified except by the validated LEAR When y
65. upgraded Please contact us if you have an urgent need for access but have not yet received your PIN If you believe that this message has reached you in error or should you require any further assistance please do not hesitate to contact our eFP7 Service Desk using the details provided below The eFP7 Service Desk Team E mail digit efp7 support ec europa eu Phone 352 4301 31570 Fax 352 4301 33099 Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 39 of 66 The LEARS would also receive a letter with their PIN code kik EUROPEAN COMMISSION DIRECTORATE GENERAL H INFORMATICS DIGIT e it Directorate B Information systems e Commission Interoperability Architecture and Methods Dear John DOE Re your nomination as Legal Entity Authorised Representative LEAR The European Commission s Unique Registration Facility is a web based application for participating organisations in the Seventh Research Framework Programme This online service allows registered users to view and update their organisation s legal and financial data According to our records you are the Legal Entity Authorised Representative LEAR for the above mentioned organisation The European Commission Authentication Service ECAS has therefore created a user account for you to access the Unique Registration Facility and manage your organisation s data An email was sent to your registered email address aaaa bbbb aba It explains
66. y ec europa eu To your_email_registered Subject Your registration at PDM URF Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 24 of 66 Dear Mr Mrs John Doe The Research Directorates General of the European Commission thank you for having registered your legal entity in our database of participants The record has been successfully created The Participant Identification Code PIC for the legal entity you have registered is 123456789 If you intend to use your PIC for proposal submission please note that there is a delay of 48 hours before the associated data is visible to EPSS This time constraint effectively prevents you from using the above mentioned PIC when submitting a proposal to a call closing within the next two days If you have registered because your organisation is currently negotiating a grant agreement please provide us as soon as possible with the supporting documents so that your organisation can be validated On the link http cordis europa eu fp7 urf valid en html you can find downloadable forms and instructions for the submission of supporting documents Please note that the validation could result in a possible change of the PIC If you are negotiating a grant agreement you are also kindly invited to launch the process of appointment of the Legal Entity Appointed Representative LEAR within your organisation The LEAR will be the responsible for updating in URF the legal an
67. y lead to the appointment of a Legal Entity Appointed Representative LEAR During this period the data that you have declared about your organisation can no longer be modified You will however still be able to upload up to 10 Mb of additional supporting documents Once When your data has been validated by the CVT you as self registrant will no longer be able to edit the data related to Figure 12 Self Registration Data Submitted When the Validation Services have started the validation your registered data can then be seen in read only mode see Figure 13 Self Registration View data under validation Organisation data Unique Registration Facility User s Guide 30 08 2010 Release 4 2 2 Page 29 of 66 Your Request read only mode Organisation data Legal Address Status of the organisation Balance sheet Entreprise data Document management Organisation data of the participant PIC 991355812 Participant legal name Chicken Company Business name KotKot Official language English Name in 2nd Language 2nd Language French Legal form SPRL Legal form free text VAT number BE124578 Registration number RC BE124578 Registration date 17 02 2006 dd mm yyyy Registration authority VAT office Nace code Veterinary activities Establishment Registration country Belgium Figure 13 Self Registration View data under validation Organisation data Unique Registration Facili

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