How to inform ESA of changes to your legal entities

In order to have the correct legal information in the ESA financial system and esa-star registration, any changes to an Entity must be submitted to us in a timely manner. Please be aware that this applies to both your status as a prime contractor and as a sub-contractor. Prime contractors and sub-contractors should inform each other of any changes with regards to their own legal entity(ies). 

ESA has identified a number of different cases in this respect.

1. Merger & acquisition, split or spin-off
An official letter** should be sent to the official ESA contact points identified below, with a detailed description of the change in operations as well as an Excel sheet containing relevant information. 
https://esastar-publication-ext.sso.esa.int/news/details/474

2. Procedure to follow if the operation results in the use of a new VAT number
If an operation has resulted in the creation of a new legal entity with a unique (new) VAT number, a new registration should be initiated (using the link http://esastar-emr.sso.esa.int, 'New Registration') and submitted to ESA for validation. 

3. Change of entity name only
If only your entity name has changed but the VAT number remains the same, please reflect this by updating the sections, 'Identification' and 'Previous Entity Name' in your esa-star questionnaire and re-submit for validation (using the link http://esastar-em.sso.esa.int) 

4. For any cases not falling in the above three points please be reminded to update your entity questionnaire and submit it to ESA for validation. 

Please mention in your official letter to ESA**

• a detailed description of the operation (Entity(ies) concerned, old and new names, existing or new VAT number, change of rights and liabilities)
• the esa-star entity / vendor code(s) concerned;
• in case your entity has ongoing contracts with ESA both at Prime and Sub-Contractor level, please provide a list in Excel format (attached hereto). This list should include the impacted Contract numbers (PO number starting with 4*), related entity / vendor codes and the name of the relevant ESA contracts Officer.

The letter should be addressed to:

Mr Franck Germes 
Head of Procurement Department
European Space and Technology Centre (ESTEC)
Keplerlaan 1
2201 AZ Noordwijk
The Netherlands

A copy of the letter including the Excel file, should be sent to the following email address: franck.germes@esa.int with a copy to ruth.hamill@esa.int