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- Contribution Agreements with multi-partner signature
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Please note that the paper workflow and signature must be used if there is a possibility of additional partners in the future, even if it is currently not the case. |
- Contribution Agreements with PIC linked to the LEF of the parent entity
- Contribution Agreements with European Bank of Reconstruction and Development (EBRD)
- Contribution Agreements with European Investment Bank (EIB)
- Contribution Administration Agreements with World Bank Group (WBG)
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- Electronic workflow and signature
- Paper workflow and signature
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Reminder – The paper workflow and signature must be used if there is a possibility of additional partners in the future, even if it is currently not the case. |
Each workflow contains two tracks (external and internal) that represent the processes to be performed by the responsible role(s) in the system, and by either the external EC Partner (the Organisation), or internal EC Services (the Contracting Authority).
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Please note that all roles (Organisation or Project/Contract) will need to register for an EU Login Account. Please view the EU Login Guide for more information on the creation and activation of an EU Login account. |
The diagram below illustrates the processes involved for the electronic workflow and signature of standard Contribution Agreements in OPSYS.
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For Contribution Agreements using the paper workflow and signature (QES/Blue ink), the processes involved are similar (as illustrated below), except that no LEAR and legal and financial signatories need to be nominated in the system by the Organisation, as the signature of the Contribution Agreement will be performed outside of OPSYS. However, and during the negotiation stage (i.e. before the preparation of the contract), the representative of the Organisation will need to communicate the details of the PCoCo to the Contracting Authority. The PCoCo is responsible for all aspects relating to the management of the contract (once signed), including contract deliverables and amendments (if applicable), through the Funding and Tenders Portal.
The diagram below illustrates the processes involved for the paper workflow and signature of standard Contribution Agreements in OPSYS.
Please find below a table overview of the processes involved in the external workflow, including links to the corresponding sections (where relevant):
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 | |
Procurement LSIGN (external) | Yes, if needed. | 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, if applicable. | Yes, if applicable. Signatures are processed outside the system. | |
(Internal process) | Yes | Yes | |
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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 signatories (Procurement LSIGN) for the Organisation – see more details below.
Following the registration of your Organisation and the creation of the PIC, and in parallel to the validation of your Organisation (i.e. PIC validation), the Central Validation Service (REA CVS) will request the appointment of a Legal Entity Appointed Representative (LEAR) for your Organisation.
Similarly to the validation of the PIC, the Organisation will receive a request (via the messaging tool of the Organisation’s account on the Funding and Tenders Portal) to submit the following documents:
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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. Procurement LSIGN)
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 Procurement LSIGN role
The nomination of Procurement LSIGN role is optional for the paper workflow and signature of Contribution Agreements in OPSYS.
Users with the Procurement Legal signatories Signatory (Procurement LSIGN) are organisation-level roles, and are nominated for an organisation by the LEAR or an Account Administrator.LSIGNs are able role have the permissions to sign contracts (and amendementsamendments – if relevant) managed through the Funding and Tenders Portal on behalf of organisations, but if an orgaisation would need the organisation, so their role is relevent at organisation and project-level.
Users are nominated for the Procurement LSIGN role by the LEAR or an Account Administrator of the organisation.
An organisation can have an unlimited number of Procurement LSIGNs.
Important to note:
- If the orgaisation would need to restrict the signatory role for contracts and amendments, the Procurement LSIGN can nominate a CLSIGN to the contract (project-level)
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- – also see assign the CLSIGN role below. The LEAR or Account Administrator of the organisation would therefore first need to nominate the Procurement LSIGN role to a user of the organisation beforehand (organisation-level).
- If a CLSIGN is nominated for a contract, the Procurement LSIGN(s) will no longer be able to sign the contract (and amendements – if relevant).
- If no CLSIGN is nominated for a contract, then all Procurement LSIGNs for the organisation will receive notifications for the contract (and amendements – if relevant).
- Only and any Procurement LSIGN of an organisation can nominate or revoke the CLSIGN user role.
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Reminder: The LEAR or Account Administrator must nominate at least the Procurement LSIGN role for the electronic workflow and signature of Contribution Agreements in OPSYS. Only if needed, the Procurement LSIGN can assign the CLSIGN role for the signature of the contract. |
Additional resources:
An organisation can have an unlimited number of LSIGNs.
To view or edit organisation-level roles, please view View or Edit Organisation Roles.
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Reminder: The LEAR or Account Administrator must nominate the LSIGN roles for the electronic workflow and signature of Contribution Agreements in OPSYS. If needed, the 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 Procurement LSIGN
6. Communicate the PCoCo role
The communication of the PCoCo role is required for both the electronic and paper workflows and signature of Contribution Agreements in OPSYS.
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7. Assign CLSIGN role
The nomination of CLSIGN roles Contract Legal Signatory (CLSIGN) role is optional for the paper workflow and signature of Contribution Agreements in OPSYS.
A CLSIGN (Users with the Contract Legal Signatory (CLSIGN) is a project-level role, and is a person who has the right role have the permissions to sign contracts (and amendments – if relevant) managed through the Funding and Tenders Portal on behalf of the Organisation. An Organisation can have one or more CLSIGNs per project or contract.organisation, so their role is relevent at project-level.
Users are nominated for the CLSIGN role by a Procurement CLSIGNs are nominated for a particular project or contract by a LSIGN of the organisation.
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An organisation can have one or more CLSIGNs per project/contract.
Important notes:
- The CLSIGN should be assigned to a user only if
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- the orgaisation would need to restrict the signatory role for contracts and amendments. Otherwise,
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- already has the required permissions to sign contracts (and amendments – if relevant).
- If a CLSIGN is needed, the LEAR or Account Administrator of the organisation would therefore first need to appoint the Procurement LSIGN role to a user of the organisation beforehand (organisation-level).
- If a CLSIGN is nominated for a contract, the Procurement LSIGN(s) will no longer be able to sign the contract (and amendements – if relevant).
- If no CLSIGN is nominated for a contract, then all Procurement LSIGNs for the organisation will receive notifications for the contract (and amendements – if relevant).
- Only and any Procurement LSIGN of an organisation can nominate or revoke the CLSIGN user role.
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Reminder: Only a user with either the Procurement LSIGN role, or CLSIGN role for the contract, in order to sign the contract (and amendments – if relevant) via the Funding and Tenders Portal 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/PFSIGNCLSIGN
8. Contract Signature
The signature of the contract is applicable for both the electronic and paper workflows and signature of Contribution Agreements in OPSYS, but the process will differ between the two workflows.
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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 either the Procurement LSIGN role, or has been assigned as CLSIGN (if needed) CLSIGN role for the contract, can sign the contract.
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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 Procurement LSIGN or CLSIGN (if needed) for the contract is required to electronically sign the Contract Amendment in the system – also see Nominate Procurement 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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