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 Portal
http://ec.europa.eu/education/participants/portal
 Step 1 - Search
Search the Organisation to check if
your organisation is already registered

If registered If not registered

Do not re-register Proceed with the set-up

and registration
process
Find out person
responsible for
managing URF account
in your organisation
 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/portal
with your ECAS account

• Read all of the information on the Registration page

(ignore reference to LEAR)

• Follow the Registration instructions

 Step 3 – Register Organisation

Click ”Organisations” 
and then ”Register” 
from the drop‐down 
menu.
 Step 3 – Register Organisation

• 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
Before finishing your 
registration, you must
use the button below to 
link to Erasmus+.

Click ”Erasmus+” on the drop 
down menu.
NB: Read the list carefully
and 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 details
Address
Contact Person data, etc.

• Upload Files
 Step 5 – Modifying Data
Uploading Files

Applicant Partner organisation

Legal Entity Form Legal Entity Form

Financial Identification Form

Applicant’s profit and loss account

Only for grants >€60,000Form

Ballance sheet for the last financial
year for which accounts were
closed
Applicant’s profit
 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_con
tracts/legal_entities/legal_entities_en.cfm
 Step 5 – Modifying Data
Uploading 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
 Step 5 – Modifying Data
Uploading Files
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
 Step 5 – Modifying Data
Uploading Files
Financial Identification Form
• Available at:
http://ec.europa.eu/budget/contracts_grants/info_con
tracts/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/deskt
op/en/support/faq.html

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