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- EC Internal Users
- EC Internal Users
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Process: | Role(s) – internal or external: | Electronic Workflow and Signature: | Paper Workflow and Signature: |
|---|---|---|---|
Self-registrant (SR - external) | Yes | Yes | |
Legal Representative (LR - external) | Yes | optional | |
Self-registrant (SR - external), in coordination with REA CVS (internal) | Yes | Yes | |
LEAR (external) | Yes | optional | |
Legal representative of the Organisation (LR - external) | Yes | Yes | |
PCoCo LSIGN (external) | Yes | optional | |
| Yes | No | |
Paper signature (QES/blue ink) | Legal representatives of both parties (Organisation and Contracting Authority) | No | Yes, signatures are processed outside the system. |
(Internal process) | Yes, if applicable. | Yes, if applicable | |
| Yes, if applicable. | Yes, if applicable. | |
| Yes | Yes, if applicable. Signatures are processed outside the system. | |
(Internal process) | Yes | Yes | |
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The LEAR (Legal Entity Appointment Representative) is an organisation role, which is responsible for keeping the data of the Organisation updated, and assigning a pool of legal and financial signatories (LSIGN/FSIGN) for the Organisation – see more details below.
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A LEAR (Legal Entity Appointment Representative) is an Organisational role in the system, which is responsible for keeping the data of the Organisation updated, and assigning a pool of legal and financial signatories (LSIGN/FSIGN) for the Organisation – see more details below.
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- Overview of User Roles and Permissions for the Funding and Tenders Portal
- Organisation Roles
- How to modify or update Authorised Users/LEAR of an Organisation
- How to assign or update Organisation Roles(e.g. LSIGN/FSIGN)
4. PIC Validation
The PIC validation is required for both the electronic and paper workflows and signature of Contribution Agreements in OPSYS.
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- DG INTPA – INTPA-PIC-MANAGEMENT@ec.europa.eu
- DG NEAR – NEAR-PIC-MANAGEMENT@ec.europa.eu
- FPI – FPI-PIC-MANAGEMENT@ec.europa.eu
5. Nominate LSIGN
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role
The nomination of LSIGN and FSIGN roles role is optional for the paper workflow and signature of Contribution Agreements in OPSYS.
Legal and financial signatories (LSIGN and FSIGN) are Organisationorganisation-level roles, and are nominated for an Organisation organisation by the LEAR or an Account Administrator. Subsequently, they can be assigned to a particular project or contract as PLSIGN by a Coordinator Contact (CoCo or PCoCo).
LSIGNs have the right are able to sign contracts and amendments amendements managed through the Funding and Tenders Portal on behalf of organisations, but if an orgaisation would need to restrict the signatory role for contracts and amendments, the LSIGN can nominate a CLSIGN to the contract (project-level).
An organisation the Organisation, which are managed through the portal. An Organisation can have an unlimited number of LSIGNs.FSIGNs have the right to sign financial statements on behalf of the Organisation, which are managed through the portal. An Organisation can have an unlimited number of FSIGNs
To view or edit organisation-level roles, please view View or Edit Organisation Roles.
| Note |
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Reminder: The LEAR or Account Administrator must nominate the LSIGN and FSIGN (if relevant) roles for the electronic workflow and signature of Contribution Agreements in OPSYS. OtherwiseIf needed, the PCoCo will not be able to assign the corresponding PLSIGN and PFSIGN (if relevant) roles required LSIGN can assign the CLSIGN role for the signature of the contract. |
Additional resources:
- Overview of User Roles and Permissions for the Funding and Tenders Portal
- Organisation Roles
- How to assign or update Organisation Roles LSIGN/FSIGN
6. Communicate the PCoCo role
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| Note |
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Please note that the contract preparation process will be blocked if the information concerning the PCoCo is incorrected, incomplete, or not provided! The EC Operational Manager cannot proceed with the contract preparation in the system until the e-mail of the PCoCo is recognised by the system as linked to an active EU Login account. |
Once assigned to the contract, the PCoCo will be able to assign the PLSIGN and PFSIGN (if relevant) roles, to enable the signature of the contract, from a pool of legal and financial signatories that were previously defined by the LEAR*.
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the contract preparation in the system until the e-mail of the PCoCo is recognised by the system as linked to an active EU Login account. |
Additional resources:
7. Assign
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CLSIGN role
The nomination of PLSIGN and PFSIGN CLSIGN roles is optional for the paper workflow and signature of Contribution Agreements in OPSYS.
A PLSIGN or PFSIGN CLSIGN (Project Contract Legal or Financial Signatory) is a project-level role, and is a person who has the right to sign contracts and amendments on behalf of the Organisation. An Organisation can have one or more PLSIGNs/PFSIGNs CLSIGNs per project or contract.The PCoCo (or CoCo) of a project or contract nominates the PLSIGN/PFSIGN from the pool of LSIGN/FSIGN users already nominated by the LEAR of the Organisation
CLSIGNs are nominated for a particular project or contract by a LSIGN of the organisation.
| Note |
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Please note that the CLSIGN role should only be assigned if the orgaisation would need to restrict the signatory role for contracts and amendments. Otherwise, an LSIGN of the Organisation can sign contracts and amendments on behalf of the Organisation. If a CLSIGN is appointed, only the CLSIGN will be able to sign contracts and amendments via the portal. |
Additional resources:
- Overview of User Roles and Permissions for the Funding and Tenders Portal
- Project or Contract Roles
- How to assign or update Project or Contract Roles CoCo/PLSIGN/PFSIGN
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For the electronic workflow and signature of Contribution Agreements, the contract is made available to the Contractor for e-signature via the Funding and Tenders Portal as soon as the contract has been prepared and authorised by the Contracting Authority. For the e-signature, the Contractor signs the contract first. Only a user that has the LSIGN role, or has been assigned as PLSIGN or PFSIGNCLSIGN (if relevantneeded) for the contract, can sign the contract.
| Note |
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Please note that if any modifications to the Contract are required before signature, please address the request for change by e-mail to the Contracting Authority (or use the "Incorrect Data" function when signing the Contract), who can then either accept or reject the requested change(s). |
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For the Contractor, any user with either the CoCo or PCoCo role for the contract can initiate (launch) the Amendment process. The Amendment process initiated by the Contractor is performed from the respective contract in the Funding and Tenders Portal. For the Contractor signature of the Amendment (only for the electronic workflow and signature), the PLSIGN and PFSIGN LSIGN or CLSIGN (if relevantneeded) for the contract is required to electronically sign the Contract Amendment in the system – also see Assign PLSIGN and PFSIGN roles Nominate LSIGN and Assign CLSIGN.
There is only one type of Amendment for Contribution agreements, an “Addendum”, and the Contractor will need to select the System Code corresponding to the Subject of Amendment (see table below), which represent the allowed modifications to the contract. Once the required Amendment system code is selected, the Contractor will be able to apply the requested modifications directly in the system and save.
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