Ticking all the boxes in the validation process

Let’s imagine you’re applying for Erasmus+ funding. You’ve written your application, partnered up with European organisations and feel ready to start your project. But, what follows after submitting the application?

If your application successfully passes initial eligibility checks the next stage is validation; crucial, yet often overlooked. Your organisation must prove its eligibility in order to receive a grant, involving getting the correct paperwork and providing consistent information.

The National Agency then reviews all the information you have provided.

Feeling a bit unsure how to sort through your paperwork, upload documents and pass the big check? Read on as we help you with the validation process.

Registering on the Organisation Registration System

For new applicants, the first step to take is registering your organisation on the Organisation Registration System. The Organisation Registration System is the European Commission’s platform for EU programmes, such as Erasmus+.

Once registered, you need to input key information about your legal status and upload supporting documents. This will include a Legal Entity Form (LEF), accompanied by evidence of your organisation’s legal status, and a Financial Identification Form.

Your organisation will also receive a unique Participant Identification Code (PIC), which is necessary for completing the application form.

Woman typing on computer

If you have previously submitted an application, you do not need to register again. Your PIC will still be valid for all remaining Call years.

When the application deadline has passed, the UK National Agency will check your uploaded documents to ensure your project meets eligibility requirements and contact you if any information is missing or inconsistent.

For some Key Actions, the contracting process can only be completed once all project partners are confirmed as valid. Unsure whether this applies to your application? Let us know.

It’s vital to ensure all organisations involved in the project have provided up-to-date, correct information on the Organisation Registration System, as this will avoid any interruptions when your application is being processed. Establish frequent communication with your partners from the beginning – this will help create mutual understanding of the documents and information needed between all involved.

As lead co-ordinator, you are expected to ensure your project partners are eligible to take part and have already uploaded all necessary documents to prove it.

How to upload documents on the Organisation Registration System

Once you have logged into the Organisation Registration System, click the ‘Organisations’ tab on the right-hand side of the screen and select ‘My Organisations’ from the drop down menu. Click the red ‘MO’ (Modify Organisation) button for the relevant organisation.

You will be directed to the ‘Organisation’ tab for the relevant organisation. Click the ‘Documents’ tab and then ‘Add a new document’ button. From there, you can upload your documents onto the Organisation Registration System.

For a detailed, step-by-step guide on the Organisation Registration System, please download the European Commission’s user guide (1.14 MB).

Group sitting around table and collaborating

With numerous documents to compile for validation, it is easy to forget something or accidentally provide the wrong information. Therefore, the National Agency has created a validation checklist to help monitor what you and your partner organisations need to upload.

Download the checklist (244 KB) and check which documents are required.

Did you answer ‘yes’ to all the statements? Then your organisation is ready for the validation process to begin!

Final top tips

Although having your organisation successfully validated doesn’t mean that you will definitely be awarded funding, the National Agency will not contract with your organisation if it has not been validated.

For those who have applied previously, you may already have been through the process and uploaded all the information before. It is important to double-check your documents to ensure everything is still correct and up-to-date for the 2019 Call!

This is crucial if you have changes to your organisation’s details, such as its name, address or bank. Remember to update and amend your documents accordingly in order to notify the National Agency of these changes.

As we’re unable to advise organisations on their legal status, make sure you speak to the relevant departments within your organisation to gather the evidence required. If there are documents missing and you are unable to meet the deadlines given by the UK National Agency, please let us know. The validation process is time limited, so we want to ensure that contracting with your organisation is not delayed.

Ensure you complete the Legal Entity Form and the Financial Identification Form as part of the process. These are required for validation and can be downloaded from the European Commission’s website.

Finally, check that all your uploaded documents are fully complete and provide correct, consistent information.

Remember you can always get in touch with us if you are having any problems or have any questions.

Happy with all your supporting documents? Find out your next steps on our ‘After you apply’ webpage.