research executive agency daphne von buxhoeveden rea.a1 « fp7 support unit » urf/the validation...
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Research Executive Agency
Daphne von Buxhoeveden
REA.A1 « FP7 Support Unit »
URF/The Validation ProcessURF/The Validation Process
Coordinators Workshop 20th September 2010
AgendaAgenda
• Part 1: How to obtain a PIC in the URF• Part 2: The validation process• Part 3: SME validation• Part 4: Lear nomination
• URF – Unique Registration Facility• PDM – Participant Data Management • PIC – Participant Identification Code• LEAR – Legal Entity Appointed Representative• VS – Validation Services of REA.A1
AcronymsAcronyms
Part 1:How to obtain a PIC
What is the URF ?What is the URF ?
A facility to support the validation of a legal entities by:
• Submitting data over a web interface• Generating a Participant Identification Code
(PIC)• Nominating a Legal Entity Representative
(LEAR)
Part 1:How to obtain a PIC
How to register in URF?How to register in URF?
• When you connect the first time to URF (not being a LEAR), you have to self register as participant.
• In your browser you connect to URF, using the following URL: http://ec.europa.eu/research/participants/portal/
• To access URF, you have to use your ECAS login and password (if you don’t have it you must register)
Part 1:How to obtain a PIC
Step 1: Register your organisationStep 1: Register your organisationThe first time you connect to URF, the welcome page will be displayed in your browser. To self register, just click on the [Register an Organisation] button.
Part 1:How to obtain a PIC
Step 2: Register Legal AddressStep 2: Register Legal Address
Part 1:How to obtain a PIC
Step 3: Register the contact personStep 3: Register the contact personThis person is to be contacted until a person is validated as LEAR for the organization.
Part 1:How to obtain a PIC
Step 4: Register the Status of the organisationStep 4: Register the Status of the organisationThe status selected will need to be demonstrated by your statute and registration documents.
Part 1:How to obtain a PIC
Once the registration completed:Once the registration completed:
• You must verify that the data provided is correct and submit the information;
• 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 of the REA;
• While your data will be under validation by the REA, you are able to upload up to 10 Mb of documents;
• Immediately after the data has been submitted for validation, you will receive an e-mail with the data you entered, and a temporary Participant Identification Code (PIC) will be provided to you.
Part 1:How to obtain a PIC
PART II: The validation process
The validation process:The validation process:
• The validation of a participant is unique and valid throughout the entire FP7 programme;
• During the validation of a legal entity, the validation services verify
the (i) legal existence and (ii) FP7 status of an applicant;
• These verifications are based on supporting documents;
• Documents can be uploaded directly on the URF or send via e-mail to the validation mailbox: [email protected];
• When sending an e-mail, always quote your PIC number and proposal number (when applicable) in the subject title.
Types of Legal Entities under FP7:Types of Legal Entities under FP7:
• Public and Private• International Organisation• Higher or Secondary Education• Profit and non-profit• Research organisation• SME
Documents required for the validation:Documents required for the validation:
For All Types of entities:• The Legal Entity Form, dated, duly filled-in, signed and stamped
(please use only that which is appropriate to your status "Public" or "Private");
For Public Entities:• A copy of the resolution or law or decree or decision or any other
official document legally establishing your organisation; • If the VAT number is not indicated on the registration extract
mentioned above, a copy of an official document proving your VAT registration (not older than 6 months);
Note: Note: a "public body" has to be a legal entity established as such by national law, and international organisations. "Established" in turn signifies that the legal entity has to be incorporated as a public body in the formal act (Article 2.13 of the FP7 rules)
For Private Entities• An extract of registration in the Chamber of Commerce (or its
equivalent: Company Register, Official Journal etc) showing the name of your organisation, the address of the head office, its registration number.
• If the VAT number is not indicated on the registration extract, a copy of an official document proving your VAT registration
needs to be submitted (not older than 6 months).
For Research Organisations: A legal document that proves that your organisation is:• considered as a non-profit organisation by national or international
law; and• carries out research or technological development as one of its main
objectives
For Non–profit Organisations:• A legal document which mentions the non-profit character of your
organisation.
Note:Note: (i)The absence of a lucrative aim does not necessarily imply the absence of profits; (ii) the commitment from an organisation to not redistribute profits to its shareholders is not a sufficient condition for the entity to be considered as "non profit".
PART III: SME validation
Definition of an ENTERPRISEDefinition of an ENTERPRISECOMMISSION RECOMMENDATION OF 6 MAY 2003
concerning the definition of micro, small and medium enterprises
– Article 1
«AN ENTERPRISE IS CONSIDERED TO BE AN ENTITY ENGAGED IN AN ECONOMIC ACTIVITY, IRRESPECTIVE OF ITS LEGAL FORM. THIS INCLUDES, IN PARTICULAR, SELF-EMPLOYED PERSONS AND FAMILY BUSINESS ENGAGED IN CRAFT OR OTHER ACTIVITIES, AND PARTNERSHIPS OR ASSOCIATIONS REGULARLY ENGAGED IN AN ECONOMIC ACTIVITY »
18Part 1: SME defintion
THE THRESHOLDSTHE THRESHOLDSCOMMISSION RECOMMENDATION OF 6 MAY 2003
concerning the definition of micro, small and medium enterprises
– STAFF HEADCOUNT (ARTICLE 5)
– ANNUAL TURNOVER (ARTICLE 4)
– ANNUAL BALANCE SHEET (ARTICLE 4)
19
ENTERPRISE
CATEGORY
STAFF
HEADCOUNT
ANNUAL TURNOVER OR ANNUAL BALANCE
SHEET TOTAL
•Medium-sized •< 250 •≤ EUR 50 million
AND/OR
•≤ EUR 43 million
•Small •< 50 •≤ EUR 10 million
AND/OR
•≤ EUR 10 million
•Micro •< 10 •≤ EUR 2 million
AND/OR
•≤ EUR 2 million
Part 1: SME definition
Documents required for the validation of SME’s:Documents required for the validation of SME’s:
• SME CHECK LIST – Duly signed and bearing the name of the legal representative
• BALANCE SHEET– Clear mention of company’s total assets and liabilities (ANNUAL BALANCE SHEET
THRESHOLD)
• PROFIT & LOSS ACCOUNT• Clear mention of company’s turnover (ANNUAL TURNOVER THRESHOLD)
• STATEMENT OF THE STAFF HEADCOUNT – In case there is no mention on any of the Balance Sheet, the Profit & Loss account
or accompanying note
For non-autonomous SME’s (linked to another organisation or Company),
• The balance sheet, profit and loss accounts of the upstream and / or downstream organisations or Companies with appendices for the last period
20Part 2: The validation process
PART IV: After Validation
Once the validation completed:Once the validation completed:
• Based on the supporting documents, the Validation Services determines the FP7 status of the organisation;
• The participant receives an e-mail with his final PIC number, his FP7 status and the link for appointing the Legal Entity Appointed Representative (LEAR). http://cordis.europa.eu/fp7/urf-lear_en.html
The Role of the LEARThe Role of the LEAR
• A LEAR can only be nominated after an organisation has been validated,
• Only 1 LEAR per organisation can register;
• The nomination of a LEAR is not mandatory but strongly recommended.
• ‼Only the LEAR can modify the data once the entity is validated