Your organisation must be listed in the Participant register to be able to submit requests to participate/tenders or grant proposals through the EU Funding and Tenders Portal.

Organisations interested in participating in calls for tenders/proposals of EU institutions, agencies and bodies', managed through the EU Funding and Tenders Portal, must first enter their organisation data in the Participant register (the Commission organisation register) in order to obtain a Participant Identification Code (PIC). This PIC will be the unique identifier of their organisation in the context of EU Funding and Tenders Portal calls for tenders/proposals.

PIC is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). For subcontractors PIC is optional.

The PIC is to be used each time the organisation submits a request to participate/tender through the EU Funding and Tenders Portal - there is no need to enter the organisation data in each call for tenders. The organisation data can be updated by the organisation directly in the Participant register at any time.

The contracting authority managing the call for tenders in which the organisation participates may request that the organisation's legal existence and status and/or financial capacity data be validated by the Central Validation Service. You may submit a request to participate/tender even if there is no validation yet.

The Research Executive Agency (REA) acts as the Central Validation Service in charge of validating the legal existence and status of organisations participating in calls for tenders/proposals, and preparing their financial capacity assessment. This centralised validation of third parties ensures more homogeneous and efficient data processing and information exchange with the participants in EU Funding and Tenders Portal calls for tenders/proposals.

Register an organisation

Registering in the Participant register is free of charge and takes about 5-10 minutes to complete.

1Log into the Funding & Tenders Portal with your EU Login account (use the Sign in button) or, if you are a new user, create your EU Login account (use the Register an EU login account button). EU Login is the entry gate to sign in to different European Commission services and/or systems (read more here).
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Make sure that your organisation has not already been registered in the Participant register. This preliminary step is important in order to avoid duplicates.

  • In the Funding & Tenders Portal, open the Procurement menu and click on Participant register.
  • Click the button. Enter the organisation name (or part of it). You may restrict the results by selecting a specific country.
  • You may restrict results by selecting a specific country or expanding the advanced search by clicking on All filters and applying further filters to the search criteria. 
  • Click on View results to display the matches.

The results are displayed on the page. 

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If you do not find your organisation, then open again the Procurement menu and click on Participant register. 

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Click onand follow the registration wizard (see here).

In case you want to exit the wizard, the system will automatically save the information entered so far and you can resume the registration process next time you will access the Participant register.

After the registration is completed, the system sends a notification to the email address linked to the EU Login of the person who registered the organisation in the Participant register (self-registrant) and (if applicable) to another authorised user defined during the registration process: back-up self-registrant.  

You can now use the PIC in order to prepare and submit a request to participate/tender through the EU Funding and Tenders Portal.

Self-registrant and his/her back-up will be able to follow up and update the organisation data until a Legal Entity Appointed Representative (LEAR) is appointed (see below Roles within an organisation). They have access to the data of the organisation via My Organisation(s) in the left side navigation menu:

Roles within an organisation

There are two types of roles in EU Funding and Tenders Portal: 

  • roles at organisation level, i.e. roles which concern the organisation in EU Funding and Tenders Portal (see below):
    • Legal Entity Appointed Representative (LEAR)
    • Account Administrator (AccAd)
    • Legal Signatory (LSIGN)
    • Accounting Manager (AccMa)
  • roles related to a procedure or a contract, i.e. roles applicable only to the procedure or the contract (read more here):
    • Primary Coordinator Contact (PCoCo)
    • Coordinator Contact (CoCo)
    • Contract Accounting Manager (CAccMa)
Organisation rolesDescription and permissions

Self-registrant

(temporary role)

The self-registrant of an organisation is the person who registered the organisation in the Participant register. 

S/he may define back-up self-registrants to ensure that the organisation data can be updated and documents added when requested by REA. The procedure to add/ change self-registrant(s) is described below .

The self-registrant and any back-up is able to update the organisation data until a LEAR is nominated.

Legal Entity Appointed Representative (LEAR)

After REA validates the legal existence of the organisation, the legal representative(s) (e.g. the CEO of the company) will be asked to nominate a Legal Entity Appointed Representative (LEAR) . You can find all the details here.

The LEAR is the organisation's contact point in F&T Portal authorised to:

  • manage the legal and financial information of the organisation in F&T Portal (see here how),
  • manage the F&T Portal access rights of users from the organisation:  attribute or revoke the roles of Account Administrators, Legal Signatories and Accounting Managers (see Add and revoke organisation roles). 
  • replace the Primary Coordinator Contact on a (framework/specific/direct) contract or on an invitation (see Add role at contract or invitation level).
As of 12th April 2024, the LEAR is automatically assigned the role of PCoCo for any new framework contract for which the use of the F&T Portal has not been activated before this date (FWCs for which the use of F&T Portal has already been activated are not affected). See PCoCo's permissions here.

The LEAR can be officially appointed only after the organisation has been validated as a legal entity by REA. Once the LEAR has been validated by REA, self-registrants have no longer access to the PIC data.

There can only be one LEAR per organisation. Persons with the role Account Administrator have the same rights in F&T Portal as the LEAR (except the right to nominate another Account Administrator) and that is why it is recommended to appoint always one or more Account Administrators as a LEAR back-up.

The LEAR is notified each time when a request to participate/tender in which the LEAR's organisation participates as a candidate/tenderer is submitted and opened in F&T Portal.

If the LEAR has left the organisation, the organisation should start the process to appoint a new LEAR (see Launch a LEAR recovery action for validated organisations).

Account Administrator (AccAd)

Account Administrator is a role granted by the LEAR to another person of the same organisation.

The LEAR may appoint one or more Account Administrators.

Account Administrators have the same rights as the LEAR, except that they cannot nominate other Account Administrators:

  • manage the legal and financial information of the organisation in EU Funding and Tenders Portal (see here how), 
  • manage the EU Funding and Tenders Portal access rights of users from the organisation:  attribute or revoke the roles of Legal Signatories and Accounting Managers (see Add and revoke organisation roles).
Legal Signatory for Procurement (Procurement LSIGN) 

The LEAR or an Account Administrator can nominate Legal Signatories for Procurement (Procurement LSIGN)  for the organisation.

Legal Signatories for Procurement

  • have automatically access to all contracts (framework contracts and specific contracts) to which their organisation is a contracting party (leader of the consortium if the contractor is a consortium).
  • are authorised to sign in EU Funding and Tenders Portal procurement contracts and amendments (at the moment only direct contracts and specific contracts under a framework contract) on behalf of their organisation. In case of a consortium, it is the Procurement LSIGN of the leader who can sign the contracts/amendments in EU Funding and Tenders Portal.
  • receive all related notifications.

  • can assign Contract Legal Signatories for a particular contract from the list of Procurement LSIGNs of the organisation.

Procurement LSIGN users can also sign contribution agreements and amendments, e.g.  contribution agreements with the RELEX DGs (INTPA, NEAR, FPI).

Accounting Manager (AccMa)

The LEAR or an Account Administrator can nominate one or more Accounting Managers for the organisation. 

They have the right to create and send invoices on behalf of the organisation/consortium for contracts managed through EU Funding and Tenders Portal.

Accounting Managers can nominate additional Contract Accounting Managers for a particular contract.


Add and revoke organisation roles

(warning)   It is important to ensure that there is always at least one person able to manage and keep up to date your organisation details in the Participant register:

  • Before the organisation's data is validated, the self-registrant should add at least another self-registrant to act as a back-up.
  • After the organisation's data and LEAR are validated, the LEAR should appoint one or several Account Administrator(s) as back-up. 

See below how to add and revoke roles as a self-registrant or LEAR:

1With your EU Login, log into the Funding & Tenders Portal.
2In the left side navigation menu, click on My Organisation(s).
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Find the organisation and open the menu button (three dots) on the right - a list of possible actions appears. 

Click Edit organisation roles to see the roles assigned for the organisation in F&T Portal.

  • Self-registrant can only nominate/revoke access for additional self-registrants.
  • LEAR can nominate/revoke access for:
    • Account Administrator(s);
    • Accounting Manager(s);
    • Legal Signatory(ies) for Procurement.
  • LEAR can replace the Primary Coordinator contact at (FWC/Specific/Direct) contract and invitation level.
  • Account Administrators can nominate/revoke access for:
    • Accounting Manager(s);
    • Legal Signatory(ies) for Procurement.
  • Account Administrators can replace the Primary Coordinator contact at (FWC/Specific/Direct) contract and invitation level.
  • Accounting Manager(s) can nominate/revoke access for Contract Accounting Managers (at contract level).
  • Legal Signatory(ies) for Procurement can nominate/revoke access for Contract Legal Signatories (at contract level).
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Click the Add roles button to add a role or to revoke a role.

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  • As a LEAR or Account Administrator, you need to select the role and enter the user's first and last name, and email address. 

If the user you are adding does not have an EU Login account yet, s/he will receive email notification with a request to create an EU Login account. Once the account is created, the role will be assigned to the user.

  • As a Legal Signatory for Procurement, you assign the Contract Legal Signatory role to a person from the list of organisation’s Legal Signatories for Procurement.
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Click the Save button.

The changes are applied immediately.

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