The organisation details that are recorded in the Organisation Registration system may require to be updated. There can be different scenarios when an organisation needs to modify their data:
If your organisation is registered in both the Organisation Registration system and the Participant Portal, it is recommended that you update the organisation details in both systems.
The illustrations in this wiki page are for consultation purpose only and do not always reflect the latest implementation.
There may be minor changes to the screen appearance and layout which are described on the updated page Basic functionalities of the Organisation Registration system.
Alternatively if you are in Search for an Organisation, scroll to the bottom of the page and select ORGANISATIONS - My Organisations.
The My organisations section is only visible once you are authenticated (signed in to EU Login).
If you scroll down you can find all organisations either registered by you or for which you are an authorised person to represent the organisation in relation to Erasmus+ and/or European Solidarity Corps programmes.
Click on the blue Organisation name to access the details for the selected organisation in the Organisation Registration system.
The Organisation Registration system opens with the details of the selected organisation. From here, you may view or update the organisation information.
For details on how to update your organisation information please see the page Modify Organisation in the Organisation Registration system.
To easily access a specific section in the form use the content menu.
Update the required information on your organisation, such as legal name, business name, legal status, language, country and more.
The field PIC is shown only if a PIC code has already been associated with your organisation and cannot be changed.
To update the PIC associated with your organisation, please contact your National Agency.
To modify organisation data:
Even if your organisation was considered valid when created, this may no longer be the case, as an enhanced VAT number validation has been implemented.
In the Organisation Registration system enhanced verification has been introduced for the VAT field.
The VAT number of an organisation in ORS must adhere to the national formatting rules. However, this does not imply a direct verification of the validity of the specified VAT number in ORS. Such checks may be implemented during the organisation validation and certification process by the National Agencies.
In ORS the VAT number field cannot contain spaces or dots (.), even if this is allowed in the national format. For example, for Belgium the format used is BE 0999.999.999, but must be specified as BE0999999999.
If you try to introduce a VAT code that does not adhere to the formatting rules for your country, or if you try to edit an existing organisation, where the VAT code does not meet the enhanced validation rules, you will no longer be able to save your changes until the VAT code has been corrected.
Depending on the selected type of organisation, the VAT number may or may not be required.
The VAT number is not applicable to natural persons or organisations exempted from VAT:
The VAT number is required for the selected type of organisation and registration country in our example:
Here is an example of a valid VAT number format for the registration country:
Here example of an invalid VAT number format for the registration country:
For further information on applied rules and validation of VAT numbers, see: FAQs on VIES (VAT Information Exchange System).
To modify legal address information:
Click on Organisation Contact Person in the side menu.
There are two ways to update the Organisation Contact Person in Organisation Registration system:
Both options are explained below.
Update details for the organisation contact person in the desired fields, as applicable. All information can be changed.
In the example below we have replaced the email address.
To fully replace the current contact person with an other registered Authorised User. click on the Select button.
Select an authorised user and "Confirm" selection
In the Select in the Authorised Users list screen:
The contact person's details are replaced according to your selection. A Success message is displayed.
To complete the update, you must click on the Update button. A Success message displays. Click OK to close it.
Open the Users section. The list of authorised users is displayed.
Find the contact to be updated in the list and click the Edit icon (green pen) next to it.
Make the required changes in the Edit Authorised User window. There are two ways of recording the details:
In our example below, we have used the Copy contact person details button.
Click on the Update button if no other updates are required for your organisation. A Success message displays. Click OK to close it.
Documents added for your organisation cannot be changed, only removed. If a new version of a document is required, you have to upload it. The old version should be removed.
See Manage documents in the Organisation Registration system for details.
If your organisation is already certified and intends to apply for a new grant or accreditation, any documents that are older than 6 months will have to be updated and attached again. This ensures legal security for the authorising officer.
When all modifications are made, click on the Update button at the top of the page. A Success message displays. Click OK to close it.
The Organisation Registration system will send notification e-mails to all authorised users of the organisation every time modifications are submitted, informing them that changes of organisation details were made in the system.