ICIQ Procedures
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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 of September 2022 we can only print at DIGITAL BOU or at BLAUMAT
They usually need 3 days to print a poster.
Types of posters: you can choose between shiny paper, plastic-encapsulated posters, or fabric (cotton & polyester) posters. 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 (near Rambla Nova)
c/ Fortuny, 6 43001 Tarragona Telephone number: 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)
https://maps.app.goo.gl/von2FryEzZNpZPz59
BLAUMAT
Av. Vidal i Barraquer nº22 local B 43005 Tarragona Telephone number: 877060933 infoblaumat@gmail.com www.blaumat.com
Opening hours: Monday - Friday 9:30 - 13:00 and 15:00 - 19:00
https://maps.app.goo.gl/U9TjgBBq2EBssTEVA
THESES
We recommend printing them at "Llar Digital", they’re in Castelló, not Tarragona but they're reliable and fast. Contact to get a quote: daniel@llardigital.com
We need a quotation and then Núria V. has to place a purchase order and ask the Purchases Unit to OK the order.
Remember to include the relevant logos (ICIQ, URV, Ministerio de Ciencia etc.)
This is needed for the quotation:
- Number of pages including the front and back covers - Size: B5 - Number of books to be printed (see: http://aliga.iciq.es/wiki/index.php/Theses)
When we have the Purchases Unit’s OK, Núria V. contacts the printers. We work with them because they’re very efficient and fast. Once they know about the thesis that we need printed you can contact them directly to discuss details about the designs etc. If you want extra copies for your family and friends, then you also arrange that with them too.
They always send a “proof” book so that you can check it, correct mistakes etc. and when you’re sure you have the final version, then they’ll print the final copies and send them to ICIQ by courier.
TRAVEL PROCEDURES
Check a PDF with this name on our Aliga Shared Folder -> users_area -> ICIQ FORMS
All registrations, flight/train/hotel reservations have to be made through a travel agents', contact Núria Vendrell nvendrell@iciq.es
Only 1 out of the 3 travel agents' we can work with does registrations and they're always very busy. Anything we ask them usually takes a week, so it won't be possible to register for conferences when the registration deadline is too near. Plan in advance!
Only 1 checked-in suitcase is eligible for reimbursement. If you're going for a long secondment and need 2, you need to pay for the extra one.
TRAVEL EXPENSES
You have to give your "Travel expense form" and tickets, bills etc. (scan + hard copies) to the Núria Vendrell within 10 days after the end of your trip.
If you need to book flights, train tickets (Spain only) or hotels, ask Núria Vendrell, you can't book anything yourselves and everything is bought from a travel agents' (BCD Travel or Reed & Mackay). There're limits (prices) and procedures that we MUST follow (screenshots for flights, no train tickets on first class, for example)
Important, for "short stays abroad" (secondments), 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, but there're rules (see (2) below)
1) Flights, train/bus tickets
All flights, long-distance, AVANT, AVE tickets, hotels have to be bought/booked through and authorised travel agents' so only Núria V. can do it.
We need tickets, invoices, boarding passes and train tickets. When using public transport, take a photo of your ticket in case the validating machine "swallows" it. No ticket = no reimbursement.
If you use "virtual" (not on paper) tickets, then proof of payment (credit card statement) is needed.
2) So the rules:
- There's a set maximum amount of money that you can spend daily depending on countries (Spanish Ministry of Economy / European Union 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 other expenses you can't prove you had (lost transport tickets, illegible tickets etc)
- 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.
- There's also a limit for hotel prices, that's why you need to check with Núria V.
- Always use public transport. If you know that the validation machine won't return your ticket, then take a photo of the ticket before using it.
Special attention:
- If several of you go to the same congress, try to coordinate yourselves and ask for the same flights/hotels and share rooms.
- Try to travel on the same day that the event starts / ends. If your expenses are paid from MICINN/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, we need a quote of the travel agents' with prices
- Credit card receipts are NOT accepted as proof of expense, neither are handwritten receipts (taxis are an exception). This applies to restaurants, public transport etc (unless it's "virtual tickets", see above).
- 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 alternative because of the time you fly, 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 Aliga 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 Aliga Shared Folder -> users_area\ICIQ FORMS\TRAVEL INSURANCE (BEFORE TRIP)
Insurance company if you your trip was booked by BCD TRAVEL: IRIS GLOBAL - 24-hour service phone: (+34) 91 211 43 43
Insurance company if you your trip was booked by REED & MACKAY: AMERICAN EXPRESS - 24-hour service phone: (+34) 91 400 42 50
You can find the list of mishaps that the policy covers in Aliga Shared Folder -> users_area\ICIQ FORMS\TRAVEL INSURANCE (BEFORE TRIP)\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)).
TRAVELLING TO THE USA AND THE UK
- USA:
EU citizens need an ESTA authorisation. Official website (don't trust any others, lots of scammers!) https://esta.cbp.dhs.gov/
NON-EU citizens: you will need a visa
- UK (even if it's a stopover/connecting flights):
EU citizens need an ETA authorisation. Official application website: www.gov.uk/electronictravelauthorisation
NON-EU citizens: you will need a visa.
Exception: travellers from the following countries only need an ETA authorisation: Antigua and Barbuda, Argentina, Australia, Bahamas, Barbados, Belize, Botswana, Brazil, Brunei, Canada, Chile, Colombia, Costa Rica, Grenada, Guatemala, Guyana, Hong Kong, Israel, Japan, Kiribati, Macau, Malaysia, Maldives, Marshall Islands, Mauritius, Mexico, Micronesia, Nauru, New Zealand, Nicaragua, Palau, Panama, Papua New Guinea, Paraguay, Peru, Samoa, Seychelles, Singapore, Solomon Islands, South Korea, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Taiwan (with passport including Taiwan-issued ID number), Tonga, Trinidad and Tobago, Tuvalu, United States and Uruguay.
The ETA requirement will also impact on transit travellers, who will need to ensure that they comply with this requirement before their international connections. This could lead to delays for those who are not informed or have not arranged their clearance in advance. Connecting travellers should consider additional time to comply with the new requirement to avoid disruption to their itineraries.
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.