participant identification code (pic)

Participant Identification Code (PIC)

Unique Registration Facility (URF): Participant Portal

URF – Unique Registration Facility

• URF – an online web interface providing acess to the registration service managed centrally by the European Commission

• It provides organisations and, in certain cases, individuals with a unique identification number which is required for all applicants seeking Erasmus+ funding (and also Creative Europe, Europe for Citizens, EU Aid Volunteer, Horizon 2020, FP7, etc.)

• This unique identification number is called Participant Identification Code (PIC)

• Access to URF is provided through the Participant Portal available at http://ec.europa.eu/education/participants/portal

.

PIC – Participant Identification Code

• To apply for any EU grant programme, you first need to register your organisation online on the ”Participant Portal” and receive a Participant Identification Code (PIC).

• All organisations involved in a project must have a valid PIC.

• It is not possible to be a partner in an application wihout having a PIC, as it must be quoted on all grant applications.

• The initital process takes 10 minutes to complete. After receiving your PIC, you will be asked to upload documents to ‘validate’ your registration.

Participant Portalhttp://ec.europa.eu/education/participants/portal

Step 1 - Search

Search the Organisation to check if your organisation is already registered

If registeredIf registered

Do not re-registerDo not re-register

If not registeredIf not registered

Find out person responsible for

managing URF account in your organisation

Find out person responsible for

managing URF account in your organisation

Proceed with the set-up and registration

process

Proceed with the set-up and registration

process

Step 2 - ECAS

• Create an ECAS account (if you do not already have one)– This is a personal account not an organisation

account

• ECAS account is created via:

https://webgate.ec.europa.eu/cas/eim/external/register.cgi

Step 2 - ECAS

https://webgate.ec.europa.eu/cas/eim/external/register.cgi

Step 3 – Register Organisation

• Log-in to the Participant Portal (http://ec.europa.eu/education/participants/portalwith your ECAS account

• Read all of the information on the Registration page (ignore reference to LEAR)

• Follow the Registration instructions


Click ”Organisations” and then ”Register” from the drop‐down menu.


• Straight-forward registration

• Several information required including:

Organisation Business Registration Number (e.g. CRO number, Friendly Societies Number)

Organisation VAT number (if applicable)

Contact person details

Example Screenshot of Registration Process

Click ”Erasmus+” on the drop down menu.

Before finishing your registration, you mustuse the button below to link to Erasmus+.

NB: Read the list carefullyand choose the organisation type most closely matching your own.

Click ”Save and return”.

Step 4 – Receiving the PIC• Once the registration is complete you will be assigned

a PIC Code for the organisation

This is your organisation’s PIC. You can print and keep it for your records.

Your information is saved and you can now click ”close”.

Step 5 – Modifying Data• Once you have PIC, you can modify your organisation’s data

Click the red ”MO” button to modify organisation data, files etc associated with that PIC.

Step 5 – Modifying Data

• Add Messages

• Edit: Organisation detailsAddressContact Person data, etc.

• Upload Files

Step 5 – Modifying DataUploading FilesUploading Files

ApplicantApplicant

Legal Entity FormLegal Entity Form

Partner organisationPartner organisation

Financial Identification FormFinancial Identification Form

Legal Entity FormLegal Entity Form

Applicant’s profit and loss accountApplicant’s profit and loss account

Applicant’s profit

Ballance sheet for the last financial year for which accounts were

closed

Ballance sheet for the last financial year for which accounts were

closed

Only for grants >€60,000Form

Step 5 – Modifying Data Uploading Files

Legal Entity Form

• 2 types available for VET:

For public entities

For private entities

• Downloadable from: http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

Step 5 – Modifying DataUploading Files

Legal Entity Form – Public Entity

• Should be accompanied by:

A copy of the resolution, law, decree or decision establishing the entity in question (e.g. Education and Training Boards Act 2013)

OR

Failing the above, any other document attesting to the establishment of the entity by the national authorities


Legal Entity Form – Private Entity

• Should be accompanied by:

A copy of an official registration document (e.g. Certificate of Incorporation) showing the name of the legal entity, the address of the head office and the registration number

A copy of the VAT registration document (if applicable), e.g. Tax Clearance Certificate


Financial Identification Form

• Available at: http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm

• 1 form for all types of legal entities

• Should be accompanied by a copy of recent bank statement of the organisation (unless signed by the bank representative)

Step 6 - Validation

• Validation is done by the National Agency after submission of the application

• You might be contacted for additional/missing information necessary for validation

Important

• If you are planning to apply for funding under Erasmus+ register your PIC as soon as possible and alert your Partners to do so as well

Resources and FAQ

• https://ec.europa.eu/education/participants/portal/desktop/en/support/faq.html

• http://www.leargas.ie/programme_resource.php?prog_code=7128 – The Quick PIC Guide

participant identification code (pic)

Documents