Your organisation must be listed in the Participant register to be able to submit requests to participate/tenders or grant proposals through the EU Funding and Tenders Portal.
Organisations interested in participating in calls for tenders/proposals of EU institutions, agencies and bodies', managed through the EU Funding and Tenders 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 PIC will be the unique identifier of their organisation in the context of EU Funding and Tenders 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 EU Funding and Tenders 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 EU Funding and Tenders Portal calls for tenders/proposals.
Registering in the Participant register is free of charge and takes about 5-10 minutes to complete.
1 | Log into the Funding & Tenders Portal with your EU Login account (use the Sign in button) or, if you are a new user, create your EU Login account (use the Register an EU login account button). EU Login is the entry gate to sign in to different European Commission services and/or systems (read more here). |
2 | 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. |
3 | If you do not find your organisation, then open again the Procurement menu and click on Participant register. |
4 | Click onand follow the registration wizard (see here). In case you want to exit the wizard, the 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 EU Funding and Tenders 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:
There are two types of roles in EU Funding and Tenders Portal:
Organisation roles | Description and permissions | |
Self-registrant (temporary role) | The self-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 update the organisation data until a LEAR is nominated. | |
Legal Entity Appointed Representative (LEAR) | 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 Legal 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 (AccAd) | 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:
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Legal Signatory for Procurement (Procurement LSIGN) | The LEAR or an Account Administrator can nominate Legal Signatories for Procurement (Procurement LSIGN) for the organisation. Legal Signatories for Procurement
Procurement LSIGN users can also sign contribution agreements and amendments, e.g. contribution agreements with the RELEX DGs (INTPA, NEAR, FPI). | |
Accounting Manager (AccMa) | 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 EU Funding and Tenders Portal. Accounting Managers can nominate additional Contract Accounting Managers for a particular contract. |
It is important to ensure that there is always at least one person able to manage and keep up to date your organisation details in the Participant register:
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See below how to add and revoke roles as a self-registrant or LEAR:
1 | With your EU Login, log into the Funding & Tenders Portal . |
2 | In the left side navigation menu, click on My Organisation(s). |
3 | Find the organisation and open the Actions menu on the right - a list of possible actions appears. Click Edit organisation roles to see the roles assigned for the organisation in F&T Portal.
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4 | Click the Add roles button to add a role or to revoke a role. |
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If the user you are adding does not have an EU Login account yet, s/he will receive email notification with a request to create an EU Login account. Once the account is created, the role will be assigned to the user.
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6 | Click the Save button. The changes are applied immediately. |