Editing Personal Bureaucracy and Paperwork

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== '''NEWCOMERS: NIE CARD, BANK ACCOUNT, CERTIFICATES ETC''' ==




Documents that you need to get once you join ICIQ:


'''NIE/TIE CARD''' document of the Spanish Government which gives you a Spanish ID number. You will need this number to do lots of transactions and you will be asked for it all the time. ICIQ needs this number too.

*  ''EU citizens'' don’t need a special ID card for foreigners, but they have to '''register''' with the Police within '''3 months''' after arrival in Spain. The Police station is in Plaça d’Orleans, near Plaça Imperial Tarraco. To get an appointment, you need to request it online. On the day of the appointment, you need to take with you: 
a) a form with your data and a photocopy,  [[image:Solicitud_DeCertificadoDeRegistroComoResidenteComunitario(Ex-16).pdf‎]] http://www.mir.es/SGACAVT/modelos/extranjeria/modelos_extranje/ex_16.pdf 

b) your passport and a photocopy  

c) paid taxes. This can be done online: https://sede.policia.gob.es/Tasa790_012/ImpresoRellenar (16.08 euro *2025*) the option to tick is: "Certificado de registro de residente comunitario o Tarjeta de residencia de familiar de un ciudadano de la Unión".

Link to get an appointment with the Police: https://icp.administracionelectronica.gob.es/icpplus/index.html


*  ''Non-EU citizens'' also need to get an appointment with the Police to get an ID card or special certificate, you have one month upon arrival to do that, you need an appointment (which Núria Vendrell will ask for you) and the same documents mentioned above plus 1 photograps and an address certificate (see "Empadronamiento" below). 
Form: [[Image: MI_TIE_form.pdf]]

Tutorial on how to check if your card is at the Police Station: [[Image:HOW-TO-KNOW-IF-CARD-IS-READY.pdf‎]]

Your ID card will be issued with the same expiry date as your residence permit. 3 months before the card expires, you can already start the bureaucracy to renew your residence permit. Núria Vendrell will help you with that. Once your application is processed, you'll get a letter to state that your permit has been extended, and then you need an appointment to go to the Police Station and do the same as the first time you asked for the card. See the section "RENEWALS" below for more details.

Link to get an appointment with the Police: https://icp.administracionelectronica.gob.es/icpplus/index.html


'''BANK ACCOUNT''' 

You need a Spanish bank account which ICIQ or the Ministry of Education / AGAUR (if you’ve got a grant) will transfer your salary into. Although it’s best to open a bank account with an NIE card, you might need to get an account before you get the card, if this is the case: open a "temporary" bank account as a non-resident foreigner, then as soon as you have an NIE number, ask the bank to cancel your account and open a new one as a resident. 

Please let ICIQ's Human Resources Unit know about any changes in bank accounts as your salaries and extra payments (travel expenses etc.) could "get lost" if they have an old bank account number.


These are the documents that the bank is going to need (according to Caixabank on 18/04/2023):

- NIE resolution (ask Núria Vendrell if you don't have it)

- your passport

- 2 passport-sized photos of you

- your ICIQ work contract

(They'll scan everything)


- Recommended banks: SANTANDER, they have an office at the campus (5 minutes from ICIQ); Online account: N26 (recommended by Lulu Li) https://n26.com/en-eu/open-bank-account-online

- Bank Sabadell offers special conditions to ICIQ workers, see ICIQ's intranet (go to "You" - > "Social benefits")  https://nuevaintranet.iciq.es/login.php

- Recommended card if you're going to travel abroad a lot (plastic or virtual): REVOLUT https://www.revolut.com/es-ES/cards/  (recommended by former members)



'''CENSUS CERTIFICATE (Empadronamiento)''' 

It’s a certificate from the Town Hall stating that you live in Tarragona. You get that at the OMAC office in Rambla Nova (between “Cortefiel” and the "Apple - Intecat" store) or their office in St Pere i St Pau (opposite the Post Office, Plaça de la Sardana). You need to take with you: 1) your passport, NIE certificate and photocopies of both  2) your flat rental contract  3) proof that a deposit was paid at the INCASOL (make sure you get this with the contract!!!!). You need to make an appointment online: https://citaprevia.tarragona.cat/QSIGE/apps/citaprevia/index.html?/#!/ca/newAppointment

You need this certificate to ask for a medical card (see the section below).

If you haven't got a rent contract but someone else is registered in that flat, you have to go with him/her to the OMAC. See the form and instructions (in Catalan!) here [[Image:Empadronament.pdf]]


The certificate is valid for 3 months; if you need an updated copy, you can generate it online with your e-certificate (see below) here: https://seu.tarragona.cat/sta/CarpetaPrivate/Login?APP_CODE=STA&PAGE_CODE=DATOS_HABITANTE  or you can just go to the OMAC office without an appointment and you'll be given a copy

---''NOTE'': 15/05/2024 Hind receives a certified letter informing her that she has had her certificate for 2 years and because she's from outside the EU, she needs to go to the OMAC office


'''HEALTH:''' Have a look at this section [[Health]]




'''ELECTRONIC CERTIFICATE'''

Getting an electronic certificate is very advisable and *mandatory* if you have a grant: you need it for absolutely everything now: bureaucracy, paying for your NIE taxes, making appointments, accessing some websites, do your tax declarationS etc. and signing official documents. It's *a must* if you have a grant or you're going to apply for one.  

'''1) id-CAT'''

An easy to get, very practical one is issued by Generalitat (Catalan Government), it's called id-CAT. It allows you to access government and official websites, to do your taxes, book medical appointments on the "La Meva Salut" portal and to sign documents electronically. It’s very easy to request and it’s activated on the same day or in 24 hours. You can even renew it online, so you only have to go to their offices once. There're several places in Tarragona where you can request the e-certificate.
Info (in several languages): https://www.youtube.com/@idCATvideo/videos  and https://suport-idcat.aoc.cat/hc/en-gb)

Fill in your data here: https://www.idcat.cat/ca/solicitar/form

It's valid for several years and the 1st renewal can be made online, no need to go to the office again

You’ll need an appointment; you can get one here: https://citaprevia.base.cat/qmaticwebbooking/#/ 

Let Núria Vendrell know if you need help. The offices are in "BASE" Avinguda Pere Martell-Higini Anglès, next to the bus station where the taxi rank is: https://maps.app.goo.gl/QVWfCqphSGYarKXN6  the entrance is at the corner with "Higini Anglès" street.


'''2) Clave''' 

Clave, issued by the Spanish government, is another option: https://clave.gob.es/registro/como-puedo-registrarme



'''TSE - EUROPEAN HEALTH CARD'''

Everyone, whether foreign or Spanish, needs a European Health card to travel in Europe. Human Resources needs it to do some paperwork you need when travelling, so Núria V. has to upload the card to the intranet.

Info on the TSE: https://sede.seg-social.gob.es/wps/portal/sede/sede/Ciudadanos/CiudadanoDetalle/!ut/p/z0/jZFBb8IwDIX_Sjn0yJzSLhNHDqhisMM0obFcKpMEZEYdqNNp-_cLm3ZDo_LJz0_-nmwwsAHD-EF7jBQYj6l_M7opC10VU1WsarWYq9n6abmels9lvSjgxTM8gvnHNNGXLXQ4n80MjA0c_WeEjXjnm5-OyQVpLObqouXKUu_QIQfJFQpJcljCTJApYkfJp_Q1_UaOFHZIDs_Dc0xSVfoGVz8M4f5B0bXEidWhTR_wkn1lbR97TIZT51sKInfZjroWf_V0jOrqAE7v9evYbO-P-9HoG-l0qok!/ 

If you're Spanish or from a EU country, you can apply for the TSE online and you'll get it at your home. Link: https://w6.seg-social.es/ProsaInternetAnonimo/OnlineAccessUtf8;jsessionid=0000shItzeoVLvvK0f-TA9tVMdv:1draslf4f

If you're from a country outside the European Union, you can't apply for it (or renew it) online. You need to go to the "Seguridad Social" offices in Avinguda de Roma 7, very easy to find, but you'll need an appointment, ask Núria V. or get an appointment here: 
https://w6.seg-social.es/ProsaInternetAnonimo/OnlineAccess?ARQ.SPM.ACTION=LOGIN&ARQ.SPM.APPTYPE=SERVICE&ARQ.IDAPP=CPMSWACS&ORGANISMO=I 

You might get a "proper" card with short validity (sent to your postal address) or a certificate (on paper) just for the trip you're going for




== '''AFTER YOUR FIRST YEAR HERE: RESIDENCE PERMIT AND NIE CARD RENEWALS''' ==


'''- Residence permit for the ICIQ worker:'''


- The first step is to renew your ICIQ contract. Human Resources needs a summary of the project you work in, your tasks, grant/project reference


RENEWAL OF RESIDENCE PERMIT (HOLDER, YOU) LAW 14/2013 

The request can be made 60 days before the expiry of the current permit. 

Necessary documentation for the processing of an extension of residence permit for international mobility: 

The established deadlines for processing/resolving a residence permit for researchers are: 

• 20 working days from the date of presentation of all the documentation. 


Documentation to be provided: 

1. Application form MI_T, completed. Signed by the worker. A signed one and an unsigned copy in editable format [[Image: MI_T_worker.pdf‎]]

http://extranjeros.inclusion.gob.es/ficheros/Modelos_solicitudes/ley_14_2013/MI_T_ABRIL_2020.pdf 

2.PDF of the full passport, blank pages included. 

3.PDF NIE/TIE card that expires.

4. Extension/employment contract that gives the right to request an extension of the permit. 

5. Summary of the research project the minimum content of which must be: object and justification of the research, research team, budget, work plan and tasks to be developed by the worker.

6. Fees fulfilled and paid by the holder (78.67€). Tax form: https://expinterweb.inclusion.gob.es/Tasa038/presentarFormulario038.action 
 
7. Proof of payment for Human Resources. You need an official electronic certificate (not ICIQ's) to access the site, see below how to get one

8. Authorisation document for Ms. Marta Moya from Human Resources [[image: Designacion_de_representante-MartaMoya.pdf‎]]

9. Document to state you're currently living in Spain [[image: Situacion_en_Espana.pdf]]



'''- Residence permit for relatives (spouse/children):''' 


'''''*****ICIQ DOES NOT REQUEST RENEWALS OF RELATIVES*****'''''
 
The worker (ICIQ's employee) has to take care of these renewals.



REQUEST FOR EXTENSION OF FAMILY RESIDENCE PERMIT LAW 14/2013

The request can be made 60 days before the expiry of the current permit.

Necessary documentation for the processing of an extension of residence permit for international mobility of family members. 

You will have to attach a request for each family member. 

The established deadlines  for  processing/resolving a  residence permit for researchers are:

• 20  working days (without counting Saturdays and holidays) from the date of presentation of all the documentation. 
 
Documentation to be provided:

1. Application form  MI_F, completed and signed by the interested party if it is older(the interested is the family member). 
Another non-signed form in editable format [[Image: MI_F_relatives.pdf]]
http://extranjeros.inclusion.gob.es/ficheros/Modelos_solicitudes/ley_14_2013/M I_F_ABRIL_2020.pdf

2. PDF of the complete and current passport, including blank pages. 

3. Document certifying the maintenance of family links (i. e. you're still married) [[image:DECLARACION_JURADA_MANTENIMIENTO_VINCULO_FAMILIAR.pdf‎]]

4. Fees fulfilled and paid.  Tax form: https://expinterweb.inclusion.gob.es/Tasa038/presentarFormulario038.action

5. Proof of payment for Human Resources.

6. Authorisation document for Marta Moya from Human Resources [[image: Designacion_de_representante-MartaMoya.pdf‎]]


'''INFO FROM HR''' (25/11/2025)

Regarding the authorization of residence for family members of ICIQ researchers, we handle the procedure only for the initial application. Renewals must be managed by the individual. However, we can provide assistance by offering information about the application. Attached you will find a guide with the required documentation, as well as instructions on how and where to request the renewal of the residence permit and the electronic certificate (if necessary). You may also use the documents you previously provided, as reference.

The renewal application must be submitted before the current authorization expires (up to 60 days before the expiration date) and it can only be requested online, through the UGE Electronic Page:
https://expinterweb.inclusion.gob.es/iley11/inicio/showTramites.action?procedimientoSel=200&proc=5

The application will need to include the registration number of your (THE EMPLOYEE'S) renewal application, which I will provide as soon as I have it. 

To submit the application, you must have an electronic certificate or a Cl@ve account.

If you need legal assistance to complete this process, you can contact the law firm: https://hernandezcastilloabogados.com/. They will inform you of their service fee.

Documents provided by HR: 

Guidelines: [[Image: GUIDELINES_RELATIVES_RENEWALS.pdf]]

Proof of kinship (of being related): [[Image: PROOF-OF-KINSHIP.pdf]]



'''NIE CARD RENEWAL'''

- You can  '''only''' go to the Police when the card has expired (unless you renew if because you have a new address in the census)

- You need an appointment: https://icp.administracionelectronica.gob.es/icpplus/index.html

- Request form: https://extranjeros.inclusion.gob.es/ficheros/Modelos_solicitudes/mod_solicitudes2/17-Formulario_TIE.pdf
   
https://www.inclusion.gob.es/documents/410169/2156469/17-Formulario_TIE.pdf?t=1674731356427


- You need to pay the tax '''before''' you go to the Police station: https://sede.policia.gob.es/Tasa790_012/    (price in 2025: 19.30€)

- Maybe 1 ID photo is necessary (Saad was asked for one in October 2023)

- The card takes 30-45 days. To pick it up, you need an appointment. Get it here: https://icp.administracionelectronica.gob.es/icpplus/index.html

(there's a way to know if your card is ready, ask Núria V.)


''' NEW NIE CARD IF YOU MOVE AND CHANGE YOUR ADDRESS'''

Same as for "RENEWAL" above + pay the tax



'''DO YOUR PERMIT AND NIE CARD EXPIRE WHILE YOU'RE TRAVELLING OR BACK IN YOUR COUNTRY?''' 

A non-EU citizen who is outside Spain when it is their turn to renew their residence permit may have problems re-entering Spain, depending on their specific situation. Here are the key points:

1. Valid residence permit
If the residence permit is still valid (has not expired) when leaving Spain, in principle there should be no problems entering, as long as the passport is also valid and there are no other restrictions.

2. Expired residence permit
If the permit has already expired while the citizen is outside Spain:
•	Entry is not allowed with an expired permit, even if you have a physical card.
•	The renewal must be done from Spain and, in most cases, it cannot be renewed from abroad.
•	If you try to enter with an expired permit, the border authorities may deny entry and force you to return to your home country.

3. Return Authorization ("Autorización de regreso" Form EX-13)
In some cases, if the permit is in the process of being renewed and the citizen must leave Spain, they can apply for a return authorization before leaving. This authorisation allows you to re-enter Spain even if the licence has expired, but it must be applied for before leaving the country.

4. Entry visa
If the permit expires and the citizen is unable to enter, they will need to apply for a new entry visa at the Spanish consulate in their home country, which can be a lengthy process and does not guarantee immediate entry.

Conclusion
If the permit expires while the citizen is outside Spain, they will not be able to enter and will have to manage the renewal or a new visa from their country of origin. It is essential to plan trips and renewals in advance to avoid this situation.

== '''CHILDREN BORN IN TARRAGONA - RESIDENCE PERMIT & NIE''' ==

'''Residence permit''' 

The procedure is very similar as that for spouse/relatives. You need:

1. Application form MI_F, completed and signed by the parent (ICIQ worker). Another non-signed form in editable format [[Image: MI_F_relatives.pdf]]
http://extranjeros.inclusion.gob.es/ficheros/Modelos_solicitudes/ley_14_2013/M I_F_ABRIL_2020.pdf

2. PDF of the complete passport, including blank pages. 

3. Child's birth certificate.

4. Fees fulfilled and paid (73,26€ in 2024).  Tax form: https://expinterweb.inclusion.gob.es/Tasa038/presentarFormulario038.action   (access with an electronic certificate only)
   In the boxes: DATOS DEL SUJETO PASIVO you write the parent's data (ICIQ worker) and in DATOS DE LA AUTORIZACIÓN, you write the child's data.

5. Proof of payment for Human Resources.

6. Authorisation document for Ms. Mara Cruz [[image:Designacion_de_representante.pdf]]


'''NIE card'''

- You need an appointment: https://icp.administracionelectronica.gob.es/icpplus/index.html

- Request form: https://extranjeros.inclusion.gob.es/ficheros/Modelos_solicitudes/mod_solicitudes2/17-Formulario_TIE.pdf 

- You need to pay the tax '''before''' you go to the Police station: https://sede.policia.gob.es/Tasa790_012/ImpresoRellenar

- 1 ID photo is necessary 

- Child's passport

- To pick up the card, see above



== '''INCOME TAX / DECLARACIÓN DE LA RENTA''' ==

- The income tax declaration is done for the previous year. It's done online here: https://sede.agenciatributaria.gob.es/static_files/en_gb/common/html/selector_acceso/SelectorAccesos.html?rep=S&ref=%2Fwlpl%2FDASR-CORE%2FAccesoDR2024RVlt&aut=CPRE
You need an electronic certificate (ID CAT or Clave) to access the AEAT website (see section above).

- Tutorial: https://sede.agenciatributaria.gob.es/Sede/en_gb/ayuda/consultas-informaticas/renta-ayuda-tecnica/renta-web-open.html

- If you've earned less than 22,000 euro from one single Spanish payer, it isn't mandatory; only do it if you're entitled to a refund

- You can do a mock declaration here: https://sede.agenciatributaria.gob.es/Sede/procedimientoini/ZZ08.shtml

- You can also get an appointment at "Hacienda" and have the taxes done for you

- Remember to check whether your address is correct in their database (see section below)


=='''MOVING FLATS, CHANGING ADDRESS'''==

- You have the right to request 1 paid day off to do the moving. You need to request it formally: inform your supervisor and Human Resources 

- Once you're settled in your new flat, you need to go to OMAC, give them your new address and request an updated census certificate that you can use for proving the move to ICIQ's HR (through the Employee Portal)

- You need to communicate your new address to the Social Security. Tutorial here: [[Image: UPDATE_PERSONAL_DATA_AT_SEGURIDAD_SOCIAL-IMPORTASS.pdf]]

- You need to update your address on the Employee Portal: https://www.portalempleado.net/indexc.html ---> MY PERSONAL DATA 

- You need to update your address on the AGENCIA TRIBUTARIA's (income tax agency) website too: https://sede.agenciatributaria.gob.es/Sede/mi-area-personal.html  ---> MIS DATOS CENSALES

- You can request a new, updated NIE card, but that means getting an appointment, paying taxes again etc. People usually wait until their card expires if it's a yearly one

- If your new flat is in another area in Tarragona, then maybe you need to change to another Health Centre. If you like the doctor/nurse you have, then it's best not to change. Here you can check which CAP you should be registered in: https://catsalut.gencat.cat/ca/centres-sanitaris/quin-cap-correspon-a-una-adreca/