Welcome
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: Information 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. Only users with one of the following roles have the rights to edit organisation details: Take note 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. Introduction
In the Erasmus+ and European Solidarity Corps platform go to Organisations in the main menu, then click on My Organisations.
Alternatively if you are in Search for an Organisation, scroll to the bottom of the page and select ORGANISATIONS - My Organisations.
Note
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.
To 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.
Please note:
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:
Be aware
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 (1).
The checkbox VIES format applicable (2) is also available, allowing you to indicate whether the VAT number inserted into the VAT number field is formatted for VIES (VAT Information Exchange System) validation. VIES is an electronic means of validating VAT-identification numbers of economic operators registered in the European Union for cross border transactions on goods or services.
Remember that the VAT number of an organisation can adhere to the national formatting rules in ORS. However, this does not imply a direct verification of the validity of the specified VAT number.
Such checks may be implemented during the organisation validation and certification process by the National Agencies.
In ORS, the VAT number field is a free text field and VAT numbers can be inserted based on the national format. For example, the field can contain dots, spaces and/or special characters.
If you choose the VIES format applicable checkbox, the VAT number must match the formatting criteria, as an error message will appear and you will no longer be able to save your changes until the VAT number has been corrected.
Once the correct format is inserted into the field, the error message will disappear and the changes can be saved.
Depending on the selected type of organisation, the VAT number may or may not be required, for example, the VAT number is not applicable to natural persons or organisations exempted from VAT.
To modify legal address information:
Click on Organisation Contact Person in the Content 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 added 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.
Remember
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.
Important
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.