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Validation of legal entities and financial viability check
Participant Validation and Support
Research Executive Agency (REA)
18 January 2017
Presentation Outline
1. Introduction
2. Validation Workflow
3. H2020 Research Status
4. Legal Entity Appointed Representative (LEAR)
5. Financial Viability
6. Bank Accounts
7. Beneficiary Register
8. Useful Links 2
• Legal validation of entities requesting EU funding
• Validation of the Appointment of the LEAR
• Financial Viability Check
REA VALIDATION SERVICES
Introduction
H2020 Research Status
Organisations Have to Register on the Participant Portal
•Based Upon
•Documents
Mandatory under Horizon 2020
Financial Viability Check if Needed
Registration Verification & validation of
legal data LEAR FVC
COMMUNICATION VIA PARTICIPANT PORTAL
Validation Process Overview
Introduction
• After registration, the organisation obtains a temporary Participant Identification Code (PIC)
• PICs must be validated before grant signature
• Beneficiaries and Third parties need a valid PIC
Validation Workflow (1)
5
• Before PIC validation, the self-registrant is the main contact for the Validation Services (VS)
valid email address is a prerequisite
• VS request official documents for the validation
if no reaction after 30 calendar days from the 1st request, the PIC is set to 'sleeping'.
Validation Workflow (2)
6
Required Documents
Legal Entity identification Form-signed/dated
VAT extract (< 6 months)
If not registered for VAT – proof of VAT exemption
Registration extract (<6 months) – for private law body
Law/Decree/Decision – for public law bodies
Treaty – for International Organisations
Statutes – for Non-profit Organisations
Validation Workflow (3)
7
• Natural Person
• Private Law Body / Public Law Body
• International Organisation
• International Organisation of European Interest
• Secondary & Higher Education Establishment
• For Profit Organisation / Non For Profit Organisation
• Research Organisation
• SME
H2020 Research Status (1)
8
Natural person Human being that has a capacity for rights and
obligations under his/her national law
Natural person identification form
filled out, dated and signed
Legible copy (recto verso) of the identity
document
Registration document and/or VAT document (if applicable depending on
the national legislation)
9
H2020 Research Status (2)
RESEARCH ORGANISATION
NON-PROFIT
(documents to be provided)
RESEARCH STATUS
(self-declaration)
NEW
10
H2020 Research Status (3)
SME Status
SME Wizard
YES NO
Self-Declaration
YES/NO
11
H2020 Research Status (4)
LEAR nomination
• Mandatory
• Documents Must Be Submitted In Original
• LEARs Appointed Under FP7 Must Be Appointed Again for Participating in Horizon 2020
Legal Entity Appointed Representative (1)
Role of the LEAR
• Notifies the EU of changes in legal data/status;
• Submits legal and financial documents
• Nominates 'Account Administrators'
• Nominates individuals authorised to sign:
Grant agreements and amendments (Legal signatories i.e. LSIGN)
Financial statements (Financial signatories, i.e. FSIGN)
13
Legal Entity Appointed Representative (2)
Two-fold process
• Legal Assessment of Documents & Appointment by REA Validation Services (Including the Extended Mandate)
• Activation of LEAR Account by the IT Research Helpdesk
Valid email address &
PIN code sent by text message (if mobile phone provided)
or by post
14
Legal Entity Appointed Representative (3)
LEAR
Company X
Company Y
Company Z
Company
X
LEAR
Account Administrator
Account Administrator
15
Legal Entity Appointed Representative (4)
LEA
R
EX
TEN
DED
MA
ND
ATE
'LEAR appointment letter'
(signed by Official Legal Representative)
'Roles & Duties'
(signed by LR & LEAR)
'Declaration of Consent'
(signed by LR)
Proof of Empowerment of LR
Copy of Identity Document
(for LR and LEAR)
16
Legal Entity Appointed Representative (5)
Supporting Documents
17
999000222
JS Ltd
Legal Entity Appointed Representative (6)
Supporting Documents
18
Legal Entity Appointed Representative (7)
Supporting Documents
19
999000222
JS Ltd
Legal Entity Appointed Representative (8)
Supporting Documents
20
Legal Entity Appointed Representative (9)
Supporting Documents
21
Legal Entity Appointed Representative (10)
Supporting Documents
Financial Viability Check (1)
Assessed if
the beneficiary is a coordinator
&
the requested EU funding for the project is ≥ 500 000 EUR.
• 'sole applicants' not considered as “coordinators”
• financial viability check may be performed on other beneficiaries
22
Financial Viability Check (2)
Signed Supporting documents
Balance sheet
Profit and loss account
Statutory audit report on the financial statements (unless exempt)
Exemption from auditing not applicable if requested EU-contribution exceeds 750.000 EUR
For the last financial year
23
Bank Accounts
• Search for Bank Account (BA) is available on Participant Portal Grant Management Service (PPGMS)
• If no BA exists, PPGMS requests the upload of BA forms
• VS validates BA and confirms the validation via the Beneficiary Register
PDF copies accepted
24
Beneficiary Register (1)
25
Beneficiary Register (2)
26
Beneficiary Register (3)
27
Useful Links
H2020 Grants Manual http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-grants-manual-lev
Participant Portal H2020 Online Manual http://ec.europa.eu/research/participants/docs/h2020-funding-guide/index_en.htm
28
Thank you for your attention
Our address:
European Commission Research Executive Agency
Validation Services COV 2 – 13/132 B-1049 Brussels
Belgium
30
• Incorrect email of self-registrant or LEAR (IT Research Helpdesk)
• PIN code not received by the LEAR (IT Research Helpdesk)
• Delay in receiving original LEAR documents
• Translations of documents from non-EU participants: must be certified + official + legal
• Legal Validation and Financial Viability Check are processed upon availability of documents provided by the participants and performed in the context of the priorities & workload of all our clients
31
Recurrent issues
Clients
Participant Validation &
Support
Joint Undertaking Initiatives
European Commission
32
Other Executive Agencies