How to apply for
Erasmus+
Technical guidelines
Authentication, Registration
and Submission
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Content
• Authentication: ECAS
• Registration: URF
• Submission: application eForms
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AUTHENTICATION
THROUGH ECAS
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• Register to ECAS
https://webgate.ec.europa.eu/cas/eim/external/register.cgi
• ECAS manual
http://eeas.europa.eu/media/subscribe/ecas-user-manual.pdf
www.erasmusplus.cy > Αιτήσεις > Βήμα 4 στον κάθε τομέα
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• Fill in the fields and follow the instructions
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• An e-mail is sent to you
• Follow the link to complete the registration
Click here to activate your account by entering a
password. You have 1.30h to activate it from the time
you received this email
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Enter a password of your choice
10 characters at least:
• Upper case: A-Z
• Lower case: a-z
• Numeric :0-9
• Special: !"#$%&'()*+
,-./:;<=>?@[\]^_`{|}~
•
•
•
•
A password expires 180 days after being changed or initialised.
A warning is given 5 days before password expiration
A password cannot be changed until it is at least 1 day old.
The last 5 passwords are remembered and cannot be re-used.
• Make sure the domain is "External"
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REGISTRATION OF
ORGANIZATION
THROUGH URF PORTAL
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URF
Unique Registration Facility (URF):
Participants Portal
• Central register of organisations in EU
programmes (beneficiaries and partners)
• Register only once for all future interactions
• Unique Participant Identification Code: PIC code
• PIC is entered in applications
• Maintain Organisation data online
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How to Register your Organisation
• ECAS login
• Search and check to avoid duplicate PICs
• Duplicates can not be deleted (valid/invalid by NA)
• Future changes to data of organisation must be done
in URF
• For centralised action applications there is different
access point to URF (contact me for information)
• Landing page Erasmus+ URF (decentralised actions):
http://ec.europa.eu/education/participants/po
rtal/desktop/en/home.html
• www.erasmusplus.cy > Αιτήσεις > Βήμα 5 στον κάθε
τομέα
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You need to log in with your ECAS account
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Logging in to URF
• Log in with ECAS
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Sample Organisation
Sample
Organisation
Contact Organisation
through email
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Sample Organisation
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How to register
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Schools select:
- No for VAT number
- No for Business
Registration Number
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Schools may use:
-an iconic
Registration
Date (i.e after
1960)
-Registration
Authority:
Republic of Cyprus
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1) SOS: Choose Erasmus+ here
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After selecting Erasmus+ from Programme list:
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If you have selected before
Erasmus+ (previous step), you
don’t have to select it again.
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check details
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UPDATE URF
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• Log in to URF and go to My Organisations
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• Click on the
icon next to the organisation
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Make sure that these tabs are filled!
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Adding documents in URF
URF DOCUMENTS
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URF Documents
• For every Organisation, certain documents need
to be added in URF:
• Legal entity
•
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/l
egal_entities_en.cfm
• Financial identification
•
http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/fin
ancial_id_en.cfm
• Financial Capacity for grants exceeding 60000 EUR
(private companies only)
•
the applicant’s profit and loss account and the balance sheet for the last
financial year for which accounts were closed
• These documents cannot be added during the
registration. They need to be added afterwards
• Documents can’t be deleted after they are
uploaded
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URF Documents
• Click on the Documents tab
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URF Documents
• Click on Add a new document
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URF Documents
• Click on Browse to upload the document
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URF Documents
• Select the document type
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URF Documents
• Select the Year and enter a Description
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URF Documents
• Click on "Submit for processing"
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URF Documents
• The document is added successfully
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SUBMISSION OF
APPLICATION EFORM
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eForms
• Electronic Application Forms
• Requires Adobe Acrobat Reader version 11+
• Can be downloaded from www.adobe.com
• Paperless application (no copy to NA)
• Check of PIC on application: Prefills data of
organisation
• Annexes to the application eform
• Declaration of honour
• Mandates of partners
• National Agencies
• CY01 - Foundation for the Management of
European Lifelong Learning Programmes
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Save form
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Javascript Settings
Edit – Preferences – Javascript
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Form version: για έλεγχο ποιας έκδοσης αίτησης έχετε
Adobe Reader version: ήδη εγκατεστημένο στον υπολογιστή μου
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PIC check
•
Organisation details retrieved from URF at successful
check of PIC
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Not possible to change details in eForm, only from URF
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Distance Calculator
• Online distance calculator for the selection of the right band
http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm
• City level
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Declaration of Honour
Print, fill, sign, stamp and scan it
(to be uploaded before submission)
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Attachments
Before submitting make sure you upload the necessary
documents to the eform
• Declaration of honour
• Mandates of partners
• Invitation letters (for schools)
Acceptable formats: pdf, doc, docx, xls, xlsx, jpg, txt,
odt, ods
Max 10 MB for 5 file (annexes). If more than 5 files,
merge similar ones to 1 file. Zip formats are not
allowed
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1
2
If errors are spotted during validation (step 1) correct
them. Form should be valid in order to submit
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Successful submission
1) Submit early!!!
2) Check you last submission to be the correct one
3) Save and keep the eform application after submission for
future reference and/or distribution to partners
4) You can optionally print it for your reference
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QUESTIONS?
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