DOCTORAL PROGRAMS RULES
1st YEAR AMOUNT - USE BY THE COORDINATOR FOR GENERAL EXPENSES COMMON TO ALL STUDENTS
FUNDS FOR FOLLOWING YEARS USE WITH THE DOCTORAL STUDENT
ELIGIBLE EXPENDITURE
Missions - travel and registration
Expenses - you must bring all receipts for transportation and meals, no amount is paid per day, refunds for alcoholic beverages are not accepted and refunds are not accepted for your own vehicle with an allowance corresponding to public transport or an allowance in kms
Expenses with reagents and consumables
Acquisition of laboratory equipment when included in the doctoral students work plan
Expenses with CATs and doctoral juries
Acquisition of computer equipment, if to be seen punctually
Rules in values
All quotes must be accompanied by proof of enrollment(printscreen of clip student area)
Quotes UP TO 1000 euros WITH VAT, send ONE SINGLE quote
Quotes over 1000 euros and up to 5000 euros excluding VAT, send 3 quotes
Budgets above 5000 euros excluding VAT – a public procurement procedure must be carried out, with several options, invitation to a single company, invitation to 3 companies, public tender
Expenses with registrations in PRESENTIAL conferences can only be carried out with the travel authorization previously authorized by the President of the Department or Director
I. Registration - submit proforma/budget with faculty data and conference data (supplier name/banking details/amount to be paid) + travel authorization (when in person) + (printscreen of clip student area)
II. Accommodation and air travel - ask a quote directly with a travel agency, it can be any agency as long as it accepts payment within 30 days and is not blocked at the faculty. In the Request for Quotation, all the details necessary for the provision of the quotation must be indicated, namely:
Destination: Intended city; Passengers' Name - First and last according to the Passport or Citizen Card; Date of Intended Travel and time window for arrival and departure from the destination; Accommodation – inform the address of the congress/meeting/conference, if applicable – So that budgets can be presented for accommodation closer to the desired locations and thus avoid travel costs Indication of the type of luggage: Hold Bags, Cabin Bags and/ or just backpack and send to dq.gestao@campus.fct.unl.pt with (printscreen of clip student area)
III. Travel in national territory - request a public transport guide together with the postgraduate office, Barbara Costa ibc@fct.unl.pt
IV. Accommodation in national territory, hotels up to 3 stars and a maximum value of €50/night (if the hotel has a higher value, it will have to be supported by the student)
FCT NOVA does not reimburse expenses other than meals and transport, all expenses must be made through the Faculty, any other expenses for reimbursement only with the authorization of the director and administrator
Expenses with reagents, consumables, glass material, plastic material:
Send email to dq.gestao@campus.fct.unl.pt
Attach budget
Indicate doctoral program
attach (printscreen of clip student area) for whom the goods are intended
Notes: (indicate any item that is not to be purchased, duplication of quantities, etc.)
Expenses with Registration, travel and accommodation:
Send email to dq.gestao@campus.fct.unl.pt
Attach quote/proforma invoice
Indicate doctoral program
attach (printscreen of clip student area)
attach travel authorization
for advance payment of registration, declaration A must also be delivered
Reimbursement of transport and meal expenses
National territory
They must fill in the itinerary bulletin (annex IV))
Only Invoices, receipts with the college tax number are accepted
Limit value 10.85 euros per meal per day
Transport expense - ticket that has the date, purchase amount and invoice/receipt with NIF
attach certificate of attendance and/or mission report
Outside national territory
They must fill in the itinerary bulletin (annexV)
Invoices are accepted with the description of the meal (the Faculty NIF is not necessary)
attach certificate of attendance and/or mission report and boarding pass