Your organisation must be listed in the Participant register to be able to submit requests to participate/tenders or grant proposals through the F&T Portal.
Organisations interested in participating in calls for tenders/proposals of EU institutions, agencies and bodies', managed through the F&T 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 PICwill be the unique identifier of their organisation in the context of F&T 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 F&T 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 F&T Portal calls for tenders/proposals.
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Registering in the Participant register is free of charge and takes about 5-10 minutes to complete.
Make sure that your organisation has not already been registered in the Participant register. This preliminary step is important in order to avoid duplicates.
The results are displayed on the page.
If you do not find your organisation, then open again the Procurement menu and click on Participant register .
Click on and follow the registration wizard (see here).
In case you want to exit the wizard, t he 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 F&T 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:
Self-registrant
(temporary role)
The s elf-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 u pdate the organisation data until a LEAR is nominated.
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 L egal 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:
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 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:
The LEAR or an Account Administrator can nominate Legal Signatories for Procurement (Procurement LSIGN) for the organisation.
Legal Signatories for Procurement
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).
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 F&T Portal.
Accounting Managers can nominate additional Contract Accounting Managers for a particular contract.