ICIQ Procedures

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ICIQ ADMINISTRATION FAQs

File:ICIQ ADMINISTRATION FAQS.pdf

Make sure that your DNI / NIE card / passport doesn't expire while you're away. This is especially important if you're going abroad for a short stay.

TRAVEL PROCEDURES

Check a PDF with this name on our Shared Folder -> users_area -> ICIQ FORMS

TRAVEL EXPENSES

You have to give your "Travel expense form" and tickets, bills etc. to the Travel Unit (travel@iciq.cat) for her and your supervisor's approval within 10 days after the end of your trip.

If you need to book flights, train tickets or hotels, do it through the Travel Unit (travel@iciq.es) you need to fill in and send them a form, one of the data needed is a "Budget / Project number", ask Núria Vendrell for it (nvendrell@iciq.cat). There're limits (prices) and procedures that we MUST follow (screenshots for flights, no train tickets on first class, for example)

As from January 2017 there's a new procedure

NOTE: New changes in September 2021 when the "Travel unit" is created.

Important, the new procedure does NOT apply to "short stays abroad", you need to ask Noèlia Flores what you need to do as every grant is different.

There's no need for tickets to justify meal/food/drinks expenses anymore, but there're rules (see (2) below)

1) Flights, train tickets

All flights, long-distance, AVANT, AVE tiquets, hotels have to be bought/booked through and authorised travel agents' so the Travel Unit can do it. We still need tickets, invoices, boarding passes and "stamps" on train tickets as before, but no need for tickets for travel expenses < 10€. New rule: for > 10€ bus and train tickets, that have to be bought at a station, we need to follow ICIQ’s new rule: you can buy the tickets yourselves but you have to ask for a receipt ("recibo", "rebut").

2) So the rules:

- There's a set maximum amount of money that you can spend daily depending on countries (Spanish Ministry of Economy limits, not ICIQ's). We'll call it "daily allowance". You can see the amounts here File:PGRAL-001 Settlement of expenses ENG rev07 v2017.pdf

- That daily allowance goes towards meals/food/drinks and travel tickets < 10€ ---- UNLESS _> see below

- If the congress / workshop etc includes meals (you'll know when you register) you can't claim a daily allowance: If lunch is included, you can claim half daily allowance to cover your dinner, if both lunches and dinners are included, no daily allowance will be accepted, therefore you'll need to keep all your tickets to get them refunded. You have to opt for fixed daily allowance OR tickets, f. ex. you can't claim a fixed allowance for Monday's dinner and then a lunch ticket for Tuesday

- There's also a limit for hotel prices, that's why you need to check with the Travel Unit travel@iciq.es or Núria V. nvendrell@iciq.es

The rest stays the same

Special attention (this isn't new!):

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

- Try to travel on the same day that the event starts / ends. If your expenses are paid from MINECO/EU funds you can travel the day before / after. If your funds come from other sources you need to prove that the cost of the flight is the same or cheaper than if you were travelling on the "accepted" dates. The expenses of hotels, meals etc. on the extra days are on you, ICIQ won't pay for them, no daily compensations either.

- If your trip includes extra days, you need screenshots of the different flight prices (use Skyscanner), the screenshots have to be made at the time of buying the tickets, always check with the Travel unit travel@iciq.es

- Credit card receipts are NOT accepted as proof of expense , neither are handwritten receipts (taxis are an exception)

- You need to provide 'flight boarding passes', train tickets, certificates of attendance and poster/oral presentation, congress programmes etc

- Train tickets that you print yourself have to be stamped by RENFE, see example here

- NOT ACCEPTED EXPENSES:

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)

• • • • With the new procedure you can pay the taxi with the daily fixed amount, but only if it's really necessary and there's no other means of transport available.

b) airport parking fees (if there is no other way, then park in a "low-cost" parking lot like "Park&Fly" http://www.parkandflybcn.com/ "Aparca&Go" https://www.aparcandgo.com/en/ or "Llollo" http://www.llollo.com/llollo-landing/aeropuerto-barcelona.html?gclid=CMnUw8eDodICFQ8W0wodA4cD3w to give you some examples)

d) hotel room extra expenses (phone, laundry etc), lunches and dinners above the price limits on the lists (countries) at the end of the document in section 2) above

e) 1st class train fares("Preferente")

You should have a spreadsheet with all your expenses divided into categories: travel, accomodation, meals (you can use the one on Shared Folder -> user_area -> IMPGRAL-001-Settlement of expenses template)

- STAYS ABROAD: Ask Noèlia. If she gives no special instructions, 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. Sometimes it is possible to ask for a daily allowance, as mentioned above.

TRAVEL INSURANCE

To be requested ≥ 2 weeks before you travel. You need a form signed by your supervisor Shared Folder -> users_area -> ICIQ FORMS.

Insurance company: Europe Assistance

24/7 telephone number: + 34 91 211 43 43 (you can request to call “reverse charge” so that you don’t pay for the call)

You can find the list of mishaps that the policy covers in Shared Folder -> users_area -> ICIQ FORMS -> Travel insurance -> Insurance policy details

MEDICAL COVER IN THE EU AND ASSOCIATED COUNTRIES

You should also request a European Health Card if you don’t have one yet (you can do it online here: https://w6.seg-social.es/solTse/Inicio ) so that you are covered in trips in the EU and associated countries. If you aren’t entitled to one you can still get a certificate from the Spanish Ministry of Social Security (Certificado Provisional Sustitutorio (CPS)).

PURCHASES

If you need anything ask your supervisor first, then Martín or Núria V.

PRINTING POSTERS

Send the PDF to nvendrell@iciq.cat, together with the size, finish, title and event the poster is for (place, date, website). Remember to include relevant logos to acknowledge funding and grants/projects.

As from september 2022 we can only print at DIGITAL BOU.

They usually need 3 days to print a poster.

Types of poster -> you can choose between shiny paper, plastic-encapsulated poster or fabric (cotton & polyester) poster. When you pick it up at the shop 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) that you have to give to Núria V.

Their contact data:

DIGITAL BOU

c/ Fortuny, 6 43001, Tarragona Tel: 977 25 15 92 repro@grupbou.com

Opening hours: Monday - Friday 9:00 - 20:00 Saturdays 10:00 - 13:00 (shut in July and August)

THESES

We recommend printing them at "Llar Digital". They're reliable and fast. Contact to get a quote: daniel@llardigital.com

We need a quotation and then Núria V. nvendrell@iciq.cat has to ask the Purchases Unit to OK the order.

Remember to include the relevant logos (ICIQ, URV, Ministerio de Ciencia etc.)

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)

Núria V.