ICIQ Procedures

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Travel expenses

Please read this document carefully, the sections relevant for you are highlighted File:PGRAL-001-Settlement of expenses.pdf

You have to give your tickets, bills etc. for your supervisor's approval within 10 days after the end of your trip.

Special attention:

- If several of you go to the same congress, try to coordinate yourselves and book the same flights/hotels

- NOT ACCEPTED EXPENSES (mentioned on the document but these are specially "dangerous"):

a) taxis (unless 1. you can prove there's no public transport in that area or at the time you need transport, 2. you share the taxi and the total of the bill is cheaper that the sum of individual public transport tickets)

b) breakfasts, coffees, unless breakfast is included in the price of the hotel room

c) airport parking fees

d) hotel rooms, lunches and dinners above the price limits on the lists (countries) at the end of the document File:PGRAL-001-Settlement of expenses.pdf

- STAYS ABROAD: keep all your transport tickets. When you go to the supermarket, get tickets ONLY for food items, don't mix food with other goods (which are NOT ACCEPTED EXPENSES). Be extra careful with money exchange/ATM tickets, keep them all.

R+D+i Management System

- EMPLOYEE TRAINING: each of you has a document in which we have to keep a record of any “training activities” you take part in, it’s like a short CV. You should update this document yourselves with information on ICIQ's language classes, congresses, summer schools etc. Forms in 3 languages: http://aliga.iciq.es/fsn/# (USERS_AREA -> ICIQ FORMS) File:Individual training record.pdf

- COURSES, CONFERENCES, CONGRESSES: when you go to a course, summer school, congress or anything “educational” from which you’re supposed to “learn” something, we’ll have to fill in some forms. The first one is to inform Direction that you want to attend File:Training action request.pdf, the second one you've got to fill in when the course/congress finishes File:Evaluation of training action.pdf (.doc files at the intranet: http://intranet.iciq.es/portal/629/default.aspx ). Try to get always an attendance/presentation certificate. Forms in 3 languages: http://aliga.iciq.es/fsn/# (USERS_AREA -> ICIQ FORMS)

• ATTENTION: we need receipts of registration fees and atendance/participation certificates. Sometimes the organisers send you them, or you're given them with the congress documents at arrival, but sometimes you'll have to specifically ask for them.

- PRINTING POSTERS: ICIQ has an agreement with SERVIREPRO. You can email the poster to them (in PDF) at disseny@servirepro.com They usually need 3 days to print a poster. Types of poster -> you can choose between shiny paper, plastified poster or fabric (cotton & polyester) poster. When you pick it up you don't have to pay anything but you need to give them an ICIQ purchase order (ask Núria V. for one) and ask for a receipt ("albarán" in Spanish)

Núria