ICIQ's General Information

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ICIQ’S INTRANET: http://nuevaintranet.iciq.es use your ICIQ's email user and password to log in

'NEW PERSONNEL (FOREIGNERS) please check this document of all the documents you need to get: File:BUREAUCRACY CHECKLIST.pdf

HOLIDAYS

You can find the working calendar on the intranet: 2026 is here https://nuevaintranet.iciq.es/gestiodocumental/download/5277/WORKING+CALENDAR+2026+-+ENGLISH+v2.pdf

If your salary is paid with funds from a project and you have to fill in timesheets, remember to record the hours of your holidays in the right row of the spreadsheet

PORTAL DEL EMPLEADO

You have to request your days off through the "Employee Portal" https://www.portalempleado.net/indexc.html CLIENT NUMBER: 40947, USER NAME: your ID number, PASSWORD: request one

You also have to inform about your sick days and absences (medical appointments, exams etc) through the Portal.

If you work from home or are away from ICIQ and you can't clock in/out, then register the hours by logging into Symphony (see below).

WORKED HOURS CONTROL

PRESENCE CONTROL: Use the clock-in/clock-out machines at Reception with your fingerprint and online when you work from home or are attending an academic event (workshop, congress…) through the website: https://symphony.iciq.es:8888/SymphonyWeb/Account/Login --- Cliente: 40947, then your username & password

If you are a PhD student and your contract finishes before you take the viva exam (defence) then you also need to request authorisation for accessing ICIQ (route: users_area -> ICIQ FORMS -> ENTRANCE REQUEST AFTER END OF CONTRACT)

If you're being paid with funds from the Ministry of Science (check with Núria V.) you also have to keep records of your worked hours through a spreadsheet that we call "timesheets". Please remember to hand them in on paper and signed to Núria V.

ICIQ's IT UNIT FAQs

http://nuevaintranet.iciq.es/gestio-administrativa/it/en_index

Shortcut to HELPDESK (issue reporting tool): https://helpdesk.iciq.es/portal/portal-login or email them at: helpdesk@iciq.es

BIBLIOGRAPHY: Our groups have bought quite a few books (see list here: File:INVENTARI DE LLIBRES GRUPS.pdf). You can use them in the lab, but if you need to take them home or you’re going to be using one for a long time in the lab, please fill in the form you’ll find in the bookcase. If you can’t find one of our books, on that form you can see who’s got it.

ICIQ also has an extensive bibliography database which you can check in the common folder "bibliography" in Q: There’s a printed copy on the notice board but you can also check it here: File:Bibliography ICIQ.pdf. If you want to borrow one of those books you have to see where it is and ask that group's secretary/group coordinator if you can borrow it.

Have a look also at the wiki page: Papers and check this list of ebooks File:E-BOOKS-APR-25.pdf

TRAVEL INSURANCE: If you travel abroad, you have to send an email to nvendrell@iciq.es explaining where you're going (full address) and how long for (ICIQ has to inform the Social Security Service that one of its workers will leave the country "on ICIQ business" and won't be at ICIQ between certain dates). You have to fill in and sign this form: https://iciq-my.sharepoint.com/:w:/g/personal/nvendrell_iciq_es/ERCVulwtXMVJrs-EjMMGbIoBv3434if57gQWQUVsD0NTMQ?e=ozaXf2

2 weeks' notice is advisable. The above-mentioned form is needed and has to be uploaded on the intranet along with the details of your stay abroad. Once your travel insurance is ready, you'll receive an email from Marta Moya. If anything happens to you during your trip within ICIQ working hours, phone her: +34 977 920200 ext. 216. If you can't get in touch with ICIQ, then phone the number you'll be given when your travel is booked. What's covered: Aliga Shared Folder -> users_area\ICIQ FORMS\TRAVEL INSURANCE (BEFORE TRIP)\INSURANCE POLICY DETAILS

If you travel to a European Union country or associated state (Norway, Switzerland...) it's is COMPULSORY to have the European Health card or, if you aren't a EU citizen, a document for the Spanish Social Security that can be used as a substitute for the card.

Depending on the country you are in, you may have to advance payment for the visit / assistance, be sure to claim the invoice so it can be processed once in Spain (if it is health related, Social Security will reimburse it, if it is a work incident, it will be the insurance company).

The insurance company for work accidents is MUTUA UNIVERSAL, in case of a work accident outside Spain, you have to notify the ICIQ prevention unit - SHEQ_Unit@iciq.es - and call this phone number +34 934 123 367, they will tell you which medical center you can go to.

Travel insurance companies:

* If your trip has been booked through "BCD Travel - AVORIS": IRIS GLOBAL 24 hours-service: (+34) 91 211 43 43 website: https://web.irisglobal.es/diners

• • • Description,contact and what the travel insurance covers: File:TRAVEL INSURANCE ASU inglés 2022.pdf and File:SUMMARY OF COVERAGE.pdf

* If your trip has been booked through "REED & MACKAY": AMERICAN EXPRESS 900 814 504 or (+34) 91 400 42 45 if you call from outside of Spain

• • • Description,contact and what the travel insurance covers: File:Telefonos Asistencia AX.pdf and File:SUMMARY OF COVERAGE ATLANTA.pdf

SHORT STAYS/SECONDMENTS: ICIQ provides travel insurance for staff who goes for short stays abroad. You have to fill in this form: users_area\ICIQ FORMS\TRAVEL INSURANCE (BEFORE TRIP) and ask your boss to sign it, then you have to send it to Núria V. nvendrell@iciq.es Any insurance requests received by Human Resources with less than 72 hours notice won't be processed. What's covered: Aliga Shared Folder -> users_area\ICIQ FORMS\TRAVEL INSURANCE (BEFORE TRIP)\INSURANCE POLICY DETAILS

Make sure that your DNI / NIE card / passport doesn't expire while you're away. If that is the case, you might need a certificate form the Police ("Autorización de regreso")

Remember that you must register your working hours through the SYMPHONY website https://symphony.iciq.es:8888/SymphonyWeb/Account/Login?ReturnUrl=%2FSymphonyWeb%2F

LANGUAGE CLASSES: ICIQ offers free language classes. If you're interested in taking Spanish, Catalan or English lessons, get in touch with the Human Resources Unit training@iciq.es http://nuevaintranet.iciq.es/noves-incorporacions/en_formacio_1 Other language courses: EOI (Escuela Oficial de Idiomas) http://www.xtec.cat/eoitarragona/ang.htm and URV http://www.linguistic.urv.es/ (go to "Cursos").

For Catalan: https://www.cpnl.cat/en/cursos-de-catala/