Personal Bureaucracy and Paperwork
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NEWCOMERS
************FIRST STEPS*************
Documents you need to get:
NIE card (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, File: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 (12.00 euro) 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: File:MI TIE form.pdf
Tutorial on how to check if your card is at the Police Station: File: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 on campus; 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 (plastic or virtual) if you're going to travel abroad a lot: REVOLUT https://www.revolut.com/es-ES/cards/
Empadronamiento (Census): 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 File: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 the section Health
e-certificate/e-signature: See section below
Getting an electronic certificate is very advisable (and *mandatory* if you have a grant): you need it for absolutely everything now: bureaucracy, making appointments, accessing some websites, sending grant reports etc. and signing official documents. It's *a must* if you have a grant or you're going to apply for one.
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 File: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. Mara Cruz from Human Resources File:Designacion de representante.pdf
9. Document to state you're living in Spain File:Situacion en Espana.pdf
- Residence permit for relatives (spouse/children):
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 File: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) File: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 Ms. Mara Cruz File:Designacion de representante.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/
- 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
NEW NIE CARD IF YOU MOVE AND CHANGE YOUR ADDRESS
Same as for "RENEWAL" above + pay the tax
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 File: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 File: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
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 declaration etc. and signing official documents. It's *a must* if you have a grant or you're going to apply for one.
id-CAT
An easy one to get that is very practical is the one that Generalitat (Catalan Government) issues, 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
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.
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.
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
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).
- 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