Vehicle authorisation

Temporary authorisation to use the vehicle for tests on the network is only required where specified by the Member State’s legal framework. In such a case, the national legal framework should specify the process to be followed and the applicable rules.

Even where there is no requirement for temporary authorisation, the risks of operating a vehicle that is being used for tests have to be managed, which involves (in addition to a temporary authorisation where applicable):

• the application of the railway undertaking’s safety management system arrangements
• the assessment of the safety risks relating to the use of the vehicle (the vehicle is undergoing testing because it has not yet been subject to all the processes needed to confirm that it meets the essential requirements)
• the running of tests on the network in accordance with the infrastructure manager’s arrangements for tests on the network.

The application is made through the One-stop shop. When the area of use is limited to one Member State the applicant chooses the authorising entity responsible for issuing the authorisation, to be either the Agency or the national safety authority for the Member State. In all cases where the authorisation is for a vehicle having an area of use covering more than one Member State the authorising entity is the Agency.

In the case of an authorisation in conformity to type, it is beneficial if the authorising entity is the same entity that issued the vehicle type authorisation.

Where the applicant has a choice of authorising entity and has made its selection, the applicant is not able to change its choice unless the initial application is terminated and the applicant triggers a new application to the other authorising entity. In such a case, the applicant has to restart the whole authorisation process from the beginning.

The legal text of the Implementing Regulation on vehicle authorisation defines the time limits applicable to processing applications. These are the maximum times, not target times, and the actual time required will be influenced by the complexity and quality of the application.

The authorising entity is required to carry out a completeness check of the application within one month. For authorisation in conformity to type the decision should also be taken within one month. For other authorisation cases a decision must be made no later than four months after acknowledging the file is complete.

This timescale may be extended if the assessment has to be suspended in order for the applicant to resolve a justified doubt. The timescale for a suspension is agreed with the applicant and is proportionate to the difficulty of providing the information requested to address the justified doubt.

In the event of a change to a vehicle type where a new applicant becomes the holder of the vehicle type authorisation for a new vehicle type that is based on an existing vehicle type:

• The new holder of the vehicle type authorisation is primarily responsible for the new design and the new vehicle type as a whole
• The initial holder of the vehicle type authorisation remains liable for the unchanged parts of the design and the new holder of the vehicle type authorisation is liable for the changes it introduces and the interfaces with the unchanged parts of the design of the vehicle type
• The new holder of the vehicle type authorisation is solely responsible for the configuration management of the new vehicle type.

The arrangements are intended to allow people other than the original holder of the vehicle type authorisation to make changes to vehicle types and/ or vehicles. If original documentation from a previous authorisation isn’t fully available the process can still be applied in this way.

The submission of a notification pursuant to Article 16(4) of Regulation (EU) 2018/545 requires that the entity managing the change provides various information, as described in the “Practical arrangements for the vehicle authorization process – Guidelines.

Here is an overview of the process:

1. For each notification the entity managing the change shall request to the Agency the creation of a workspace where the documentation can be uploaded. To do so, the template shall be filled in and submitted as an attachment to the Contact us form available on the website of the Agency, selecting “Notification 16.4” as “Topic of my request”.
2. In case you do not have yet an account in the ERA SharePoint environment, an account will be created and you will receive further instructions on the process to be followed. 
3. Once the Agency receives your request, it will create a dedicated folder for your notification in the ERA SharePoint environment with a notification case reference. You will receive an email containing the URL of the folder for your notification.
4. In that dedicated folder you will upload the notification 16.4 form and all the information supporting your notification. 
5. Once you have uploaded all the information supporting your notification into the relevant folder, access the notification folder, click on the button “i” (to open the details pane) and press the submit button at the bottom of the details pane. From this moment you will not be able to edit your notification anymore and the Agency is informed of the notification submission.
6. The Agency will assess the notification submitted and may exchange requests or information with the entity managing the change via e-mail.
7. During the assessment you will still have access to the notification and ERA will upload documents (like the decision) to the notification folder. You will also be informed when a document is added to the notification file.
8. In case you have questions about your notification, either contact the appointed Project Manager for your notification or use the Contact us form (selecting “Vehicle Authorisation” as “Topic of my request” and providing the notification case reference in the text of your question).
9. Any folder for a notification not submitted as specified in step 5 within 6 months of the “3.2. Estimated date of submission of the notification” (below) may be deleted.

Upon request and under the sole responsibility of the holder of the vehicle type authorisation, the Agency can publish new versions in ERATV compiling existing versions of a vehicle type or of a variant of a vehicle type, when these versions were published by the Agency. This also applies to vehicle types authorised following an extension of the area of use, when the result of the extension is a new vehicle type pursuant to Article 14(2).

This is necessary for applying for the authorisation of vehicles in conformity to an already authorized type when the target area of use (in case of types or versions authorized following an extension of the area of use) or the design (in case of versions published in ERATV following changes classified pursuant to Article 15(1)(c) of Regulation (EU) 2018/545 or addition of ESCs/RSCs), while covered by several ERATV entries, is not matching any entry in ERATV for the existing versions. 

The result of the compilation will be a new entry in ERATV. The type ID will be assigned as if it was a new version of the precedent type/variant. This new version will compile the values for the different parameters (including coded and non-coded restrictions) of the existing entries in ERATV corresponding to the types/versions that will be compiled. In the comments section, it will describe both the preceding type/variant and the different types/versions compiled (including their type IDs).

The compilation of types/versions is not an authorisation, but a service output that consolidates into a new ERATV record the information from existing records in ERATV.

Further details can be found in guidance to Article 50 of the Implementing Regulation (EU) 2018/545, available at the website of the Agency.

In order to request the creation of a compiled version, the holder of the vehicle type authorisations of all types/versions to be compiled needs to submit to the Agency a request for the creation of a draft type in ERATV using this template (TEM_VEA_092) and send it by email to servicedeskera [dot] europa [dot] eu (servicedesk[at]era[dot]europa[dot]eu) with subject “Request for the compilation of existing versions”.

When the draft type for the compiled version is ready in ERATV and you have been granted access to it as an auxiliary user, you will be informed by email. You can then provide the technical details (steps 2 and 3) for the compiled version directly in ERATV, and inform the Agency, that will review the data, fill-in step 4 and publish the entry for the compiled version in ERATV.

More information about ERATV can be found here.

Please note that:

• The request shall be submitted by the holder of the vehicle type authorisation of the different types/versions to be compiled
• The Agency can only perform the compilation for types/versions published by the Agency
• Compilation of types/versions with transitions between neighbouring MSs which were not covered by the existing authorisations is not possible; the cross-border operations in terms of transitions between neighbouring MSs shall be limited to those already covered by the existing authorisations;

See also:

• How to provide the information about the type for ERATV? Where can I get the TYPE ID? How can I request the publication of a version following a 15(1)(c) change?

When submitting an application through the OSS, the applicant must provide the concerned EC certificates and EC declarations through the OSS, taking into account the scope of the application (e.g. in case of new authorisation, only the EC certificates and EC declarations of Interoperability Constituents impacted by the change need to be submitted). Before submitting the application, the applicant must ensure that all the EC certificates and EC declarations are uploaded in ERADIS.

During the assessment of an application for authorisation, the authorising entity shall perform several checks on the EC certificates and EC declarations, such as consistency between the application and ERADIS/ERATV, consistency between the EC certificates mentioned in the EC declarations and the actual EC certificates submitted in the application etc.

In order to reduce streamline the assessment process, applicants are kindly requested to fill-in this template (TEM_VEA_061) and include it in the application for authorisation before submitting it.

See also:

• Which documents shall be stored in ERADIS
• Explanations of Articles 50 and Annex I of Implementing Regulation (EU) 2018/545 in the Guidelines

When submitting an application for a vehicle type authorisation through the OSS, applicants have the legal obligation to indicate the identified conditions for use of the vehicle and other restrictions (point 14 of Annex I of Regulation (EU) 2018/545), in terms of coded and non-coded restrictions. In addition to providing this information through the OSS, applicants can are kindly requested to fill-in this template (TEM_VEA_062) and upload it to the library of the concerned OSS application (folder “Other documents”).

See also:

• Explanations of Article 20 of the Implementing Regulation (EU) 2018/545 in the Guidelines
• Technical document ERA/TD/2011-09/INT List of harmonised and national restriction codes
• ERATV application guide

If you don't find the answer to your question, please contact us directly:

In order to request a modification of a record in ERATV in case of changes to an already authorised vehicle type that are classified by the entity managing the change pursuant to Article 15(1)(b) of Regulation (EU) 2018/545, the holder of the vehicle type authorisation needs to submit a request for modification. When the Agency is the authorising entity, please use this template (TEM_VEA_095) and follow the instructions within.

Please note that:

• Only the holder of the vehicle type authorisation can request modifications in the concerned ERATV record.
• The Agency cannot modify ERATV records created by NSAs following type authorisations issued by NSAs. The Agency can only modify ERATV records related to vehicle type authorisations issued by the Agency.
• The modifications in an ERATV record for this category of changes should be limited to the references to the EC certificates (parameters 2.2 and/or 3.1.3.1.4 / 3.1.3.X.5). As a consequence:
  • Modifications in the values for the technical parameters in section 4 of the concerned ERATV record are not allowed.
  • Modifications in the conditions for use of the vehicle and other restrictions as a result of a 15(1)(b) change should be analysed pursuant to Article 15(1) of Regulation (EU) 2018/545, independently of the change itself.
  • Modification of the reference to the written declaration covering the requirements capture process (parameter 3.1.3.1.7 / 3.1.3.X.8) is only allowed in case of editorial changes in the declaration. If the declaration is changed due to a new assessment report issued by the AsBo, it is not allowed to update the ERATV record.

See also:

• How to provide the information about the type for ERATV? Where can I get the TYPE ID?
• What should someone do if they have an existing vehicle which is not registered in ERATV but is authorised and for which new modifications are being proposed?
• What happens if there is no current Type Authorisation and you want to extend the area of use?
• Explanations of Art. 50 (registration in ERATV) of the Implementing Regulation (EU) 2018/545 in the Guidelines

If you don't find the answer to your question, please contact us directly:

In order to get a Type ID in ERATV you need to:

1. Submit to the authorising entity (NSA or Agency) a request for the creation of a draft type in ERATV before applying for the authorisation. When the Agency is the authorising entity concerned, please use this template (TEM_VEA_092) and send it by email to servicedeskera [dot] europa [dot] eu (servicedesk[at]era[dot]europa[dot]eu) with subject:

• “Request for draft ERATV type” in case of creation of draft entries in ERATV related to a vehicle type authorisation to be issued by the Agenc;y
• “Request for the publication of a version following 15(1)(c) changes” in case of creation of a draft entry for a version resulting from a change classified pursuant to article 15(1)(c) of Regulation (EU) 2018/545

2. You will be informed by email when you  have access to the draft type as an auxiliary user. At this moment, you can provide the technical details (steps 2 and 3) directly in ERATV. The draft type contains the TYPE ID to use in the authorisation application. More information about ERATV can be found here.

3. When your draft type is ready in ERATV print it into a PDF file (or export it to Excel), fill-in this template (TEM_VEA_060) and upload both files into the documentation of your application in the OSS (folder “Information required for ERATV (18.13) of the library).

4. In case of requests for publication of versions following changes categorised pursuant to Article 15(1)(c) of Regulation (EU) 2018/545, please inform the Agency about the completion of the draft entry for steps 2 and 3; the Agency will fill in step 4 and publish the entry in ERATV.

Please contact the NSA directly to get the details of the national procedure to request for the creation of an entry in ERATV when:

• the NSA is going to be the authorising entity, or
• in case of the creation of a version following a change categorised pursuant to article 15(1)(c) of Regulation (EU) 2018/545, the area of use concerns only one Member State and the NSA was the authorising entity that issued the authorisation of the related vehicle type or  variant.

See also:

• What should I do if I need to apply for a new authorisation or an extension of the area of use of a vehicle that did not receive a type authorisation or for which there is no ERATV entry?
• What happens if there is no current Type Authorisation and you want to extend the area of use?
• Explanations of Art. 50 (registration in ERATV) of the Implementing Regulation (EU) 2018/545 in the Guidelines

If you don't find the answer to your question, please contact us directly:

The Article 7(4) of the Regulation (EU) 2018/545 places the obligation for NSAs to share with the Agency and other NSAs information resulting from return of experience related to technical and operational matters that may be relevant for the issuing of a vehicle type authorisation and/or vehicle authorisation for placing on the market. This is not limited to safety, but covers all possible aspects impacting the issuing of an authorisation.

Article 8(2) of Regulation (EU) 2018/545 requires the Agency to establish a procedure for the exchange of such information.

The Safety Information System (SIS) is the working tool and an information channel for the exchange of safety relevant information between NSAs and NIBs. Part of this information may be relevant for the issuing of authorisations with regards to Article 7(4) and 8(2) of Regulation (EU) 2018/545.

In the future, the Information Sharing System (ISS) may take over SIS and cover all aspects (not only safety). Meanwhile, NSAs can report to the Agency by sending an email to following functional mailbox:

VA_RoEera [dot] europa [dot] eu (VA_RoE[at]era[dot]europa[dot]eu)

The Agency will analyse the information received in the functional mailbox with a view to propose how this information shall be considered as one or more of the following:

• Deficiency in a TSI;
• Future amendment of a TSI and/ or the TSI application guide;
• Amendment to the “Guidelines for the practical arrangements for the vehicle authorisation process”;
• Amendment to the “Guidelines for issuing vehicle authorisation for placing on the market and vehicle type authorisation” (GUI_VEA_001);
• Amendment of the procedure PRO_VEA_001 and/or any of the related templates and/or work instructions;
• Proposal for amendment of a legal text (e.g. Directive (EU) 2016/797, Regulation (EU) 2018/545 etc.);
• No action required, but to be considered in the process of analysing an application/request/notification, and/or
• No action required (for information purposes only).

The analysis will be documented and shared with all NSAs by means of the following log:

https://eraeuropaeu.sharepoint.com/sites/SSC-VA-TA/_layouts/15/DocIdRedir.aspx?ID=INTID-378226428-6190

New entries into the SIS system will be introduced by the Agency in the log referred above, and will be treated as any other information received in the framework of Article 8(2) of Regulation (EU) 2018/545.

The Agency, when acting as an authorising entity, often finds the following problems in applications for authorisation in conformity to an authorised type:

• Wrong identification of the reference type (ERATV type ID): a proper identification of the reference type is a key element for this authorisation case; in addition, there is a need to ensure consistency between the identification of the reference type in the declaration of conformity to the type and in the application form;
• Wrong identification of the vehicles in the scope of the application (EVNs): the different digits in the EVN do not correspond to the technical characteristics of the vehicles seeking authorisation;
• Inconsistency between the identification of the vehicles (EVNs) in the application form and in the declaration of conformity to type: the EVNs are different / do not match;
• Inconsistency between the information in ERATV for the concerned reference type and the documentation provided in the file accompanying the application through the OSS, e.g.:
  • The references to the EC type examination certificates in ERATV do not match the references of the EC type examination certificates provided in the application (typical case of some changes that are classified pursuant to Article 15(1)(b) of Regulation (EU) 2018/545, see section 3.8.4.1.3), and/or

  • The CfU in the application form are different from the ones in the concerned ERATV entry (coded and non-coded restrictions). 

    A typical occurrence of this issue is when the list of CfU exceeds the maximum length allowed by the OSS, but the applicant does not realise when filling-in the form. In such cases and when the applicant becomes aware of it, it should agree with the concerned Authorising Entity the way forward (e.g., include all CfU in a document to be made available in the file accompanying the application for authorisation and make reference to the document in the fields for coded and non-coded restrictions in the OSS application from);

• Expired EC certificates (in the file accompanying the application and/or in ERADIS): while in some cases, the EC certificates of conformity and/or suitability for use (ICs) can be expired at the time of submission of the application, they shall be valid when the ICs were placed on the market (see section 3.11.2.2); however, in many cases there is no evidence of the date of placing on the market in the file accompanying the application;
• Inconsistency between the EC certificates and EC declarations provided in the file accompanying the application through the OSS and the documentation published in ERADIS:
  • Different document references and/or document versions;
  • Same document references and versions but different content;
  • Missing documents;
  • Expired EC certificates in ERADIS while the document provided in the application is still valid (and the other way around);
• When there is a need to update part of the documentation in the file accompanying the application (e.g., EC certificates of verification), the impact of this update in other documents within the accompanying file (e.g., EC DoVs) is not taken into account by the applicant, leading to inconsistencies within the file; 
• The application covers vehicles that, at the moment of submission are not yet manufacturer/retrofitted and/or subject to all the necessary conformity assessments (e.g., routine testing not yet finished);
• The application includes documentation related to ICs that were not assessed during the issuing of the concerned vehicle type authorisation (e.g., new providers for ICs);
• The application includes ICs from manufacturers covered by the vehicle type authorisation but with new manufacturing facilities not covered by the NoBo QMS approval;
• The application does not identify, from the different providers for ICs covered by the vehicle type authorisation, which are the ones actually used in the vehicle(s) seeking authorisation;