A common question among many beneficiaries is, if they need to send any original documents to the EC's Validation Team, after the registration of their organisation. This used to be the case in FP7 but with the adoption of the new Participant Portal almost everything can be uploaded through the system.
! This can be done either at the time of the first registration or later by modifying the data of your organisation. But in any case you have to provide all necessary documents for validation before you can start any project and before the Grant Agreement.
As explained in Register your Organisation article, after you register your organisation to the URF (Unique Registration Facility) you can modify the data at any time by selecting 'my organisations' on the Participant Portal, and click on 'View Organisation' or 'Modify Organisation'.
! SMEs: To prove that you are a Small and Medium Company according to the EU definition you have to complete a Self-Assessment Questionnaire. Although you do not have to upload documents, you have to provide some financial information about your company. You will typically be asked to enter the following financial data elements: Total Annual Balance Sheet, Annual Turnover, Currency used, Staff Headcount and Date of Closure of the financial period.
Check out the Beneficiary Register:SME Self-Assessment Guidance.
! You can upload the relevant documents (explained below) in the document section. pdf copies are accepted. No need to sent them through post.
The documents you have to upload are:
- Legal entities form (duly completed and signed). Download template here.
- VAT extract (if applicable)
- Copies of Registration extract (for private organisations), law/decree (for public entities), Treaty (for international organisations)
- Copies of Statutes (if entity declares non-profit status)
!! One exception: All documents for the LEAR have to be sent through postal mail: pdf copies and electronic signatures are NOT accepted. See process here.