ICIQ Procedures

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TRAVEL EXPENSES

You have to give your "Travel expense form" and tickets, bills etc. to Núria V. 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 Núria V. or at least check with her. There're limits (prices) and procedures that we MUST follow (screenshots for flights, no train tickets for first class, for example)

As from January 2017 there's a new procedure

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're changes, most of them are in everyone's favour (less hassle!!!!)

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

1) Flights, train tickets

We still need tickets, invoices, boarding passes and "stamps" on train tickets as before, but no need for tickets for travel expenses < 10€

Buy travel/weekly transport passes whenever it's possible, if they're > 10€, keep the tickets

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€

- There's also a limit for hotels, that's why you need to check with Núria V.

- The total daily allowances of your trip will be paid in your payslips at the end of the month

- Transport or other accepted tickets will be paid by transfer or in cash as before

The rest stays the same

Special attention (this isn't new!):

- We need invoices for hotels, flights and registrations with ICIQ's data: ICIQ – Fundacio Institut Catala d Investigacio Quimica Avda. Països Catalans 16, 43007 Tarragona, SPAIN, VAT nr: ES - G 43619550

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

- Credit card receipts are NOT accepted as proof of expense , neither are handwritten receipts

- You need to provide flight boarding passes, train tickets, certificates of attendance, congress programmes etc

- Train tickes that you print yourself have to bee 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

- 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.

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 them to you , 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 got an agreement with SERVIREPRO. You have to use "WeTransfer" (10 Mb - 2 Gb) https://www.wetransfer.com/ to send your PDF version of the poster to 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 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)

They also print booklets, theses (info below, in Catalan) etc

Their contact data:

Servirepro

Pare Palau, 8, Local 1 • 43001 TARRAGONA Tel. 977 22 50 10 • Fax 977 21 82 08 www.servirepro.com

Opening hours: Monday - Thursday 8:30 - 13:30 and 16:00 - 19:00. Fridays: 8:30 - 13:30 only

Theses:

Si la porta en A5 , B5, A4, o sigui la mida que ella vulgui, sempre es millor que la comenci a maquetar amb la mida que hagi triat, així podem evitar errors de marges. Si la porta a mida A4, el que fem es reduir-la fins la mida que es vol. El tipus d’arxiu a de ser PDF. Per altre banda es pot enquadernar amb diferents tècniques: enquadernació amb tapes toves personalitzades, amb tapes dures personalitzades, amb tapes dures de pell sintètica de color amb el text al llom o portada gravat en daurat. El plaç d’entrega de l’enquadernador es de 15 dies laborables. Tenim un sistema mida A4, amb tapes rígides de color blau, es pot personalitzar amb un full adhesiu a la portada. Es plaç d’entrega es més ràpid. També un altre enquadernació amb llom, sistema fastback, termoencolat, per entregues ràpides.

Núria V.