1. URF/The Validation Process
Research Executive Agency
Daphne von Buxhoeveden
REA.A1 « FP7 Support Unit »
URF/The Validation Process
Coordinators Workshop
20th September 2010

2. Agenda
Part 1: How to obtain a PIC in the URF
Part 2: The validation process
Part 3: SME validation
Part 4: Lear nomination

3. Part 1:How to obtain a PIC
Acronyms
URF – Unique Registration Facility
PDM – Participant Data Management
PIC – Participant Identification Code
LEAR – Legal Entity Appointed Representative
VS – Validation Services of REA.A1

4. Part 1:How to obtain a PIC
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)

5. Part 1:How to obtain a PIC
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:
To access URF, you have to use your ECAS login and password (if you don’t have it you must register)

6. Part 1:How to obtain a PIC
Step 1: Register your organisation
The 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.

7. Part 1:How to obtain a PIC
Step 2: Register Legal Address

8. Part 1:How to obtain a PIC
Step 3: Register the contact person
This person is to be contacted until a person is validated as LEAR for the organization.

9. Part 1:How to obtain a PIC
Step 4: Register the Status of the organisation
The status selected will need to be demonstrated by your statute and registration documents.

10. Part 1:How to obtain a PIC
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 with the data you entered, and a temporary Participant Identification Code (PIC) will be provided to you.

11. The validation process
PART II:
The validation process

12. 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 to the validation mailbox:
When sending an , always quote your PIC number and proposal number (when applicable) in the subject title.

13. Types of Legal Entities under FP7:
Public and Private
International Organisation
Higher or Secondary Education
Profit and non-profit
Research organisation
SME

14. 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: 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)

15. 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).

16. 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: (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".

17. PART III:
SME validation

18. Part 1: SME defintion 18
Definition of an ENTERPRISE COMMISSION RECOMMENDATION OF 6 MAY 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 »

19. Part 1: SME definition 19
THE THRESHOLDS COMMISSION RECOMMENDATION OF 6 MAY concerning the definition of micro, small and medium enterprises
STAFF HEADCOUNT (ARTICLE 5)
ANNUAL TURNOVER (ARTICLE 4)
ANNUAL BALANCE SHEET (ARTICLE 4)
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

20. Documents required for the validation of SME’s:
Part 2: The validation process 20
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

21. PART IV:
After Validation

22. Once the validation completed:
Based on the supporting documents, the Validation Services determines the FP7 status of the organisation;
The participant receives an with his final PIC number, his FP7 status and the link for appointing the Legal Entity Appointed Representative (LEAR).
The 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

23. Questions?
Contact details: