Rules for Projects and Other Cost Centers
GUIDE FOR MAKING EXPENSES, PROJECT COST CENTERS AND OTHER COST CENTERS
INDEPENDENT GENERAL RULES OF TYPE COST CENTER
1. All budgets must be in the name of FCT NOVA, address Campus da Caparica and NIF 501 559 094
2. Travel expenses can only be made with a previously authorized document, signed by DQ’s President or the Faculty Director
3. Registration fees for PRESENTIAL conferences can only be paid with previously authorization
4. It is mandatory to indicate the current inventory when presenting expenses with equipment (maintenance/repair)
5. Only expenses with lodging up to 3 stars in national and foreign territory are accepted, in national territory it is limited to a value of 50 euros per night
EUROPEAN PROJECTS:
Expenses falling under the project headings
Budgets above 5000 euros without VAT - must be advertised for 3 days - form to be filled out in Attachment I
Must demonstrate "best value for money"
NATIONAL PROJECTS:
Expenses falling under project objectives and tasks
Budgets below 5000 euros, send budget and scientific justification
Budgets above 5000 euros without VAT - must be publicized for 3 days - form to be filled out in Attachment I
PROVISION OF SERVICES, PROTOCOLS WITH COMPANIES:
Expenses within THE OBJECTIVES of the project
Budgets UP TO 1000 euros WITH VAT, send ONE SINGLE budget
Budgets above 1000 euros and up to 5000 euros without VAT, send 3 budgets
Budgets above 5000 euros without VAT - must be made a public procurement procedure, with several options, invitation to a single company, invitation to 3 companies or public tender. Fill out Attachment II e III(if applicable))
OR CAN ALSO BE APPLIED THE Decreto de Lei 60/2018
OTHER COST CENTERS NOT SPECIFIED ABOVE
Budgets UP TO 1000 euros WITH VAT, send ONLY ONE budget
Budgets above 1000 euros and up to 5000 euros without VAT, send 3 budgets
Budgets above 5000 euros without VAT - must be made a public procurement procedure, with several options, invitation to a single company, invitation to 3 companies, public tender.
How to do the expenses
Send an email to dq.gestao@campus.fct.unl.pt
Expenses with reagents, consumables, glassware, plasticware
Attach the budget
Indicate cost center
Indicate project task
Note: (e.g. some item that is not to be purchased, duplicate quantities, etc)
Registration, Travel and Accommodation Expenses
Attach budget/proforma invoice
Indicate cost center
Indicate project task, when applicable
Requests for travel quotes sgould be made to any travel agency that accepts term of paymento to 30 days and all the necessary details must be indicated in the request, namely:
· Destination: Intended city;
· Name of Passengers - 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;
· Information on the type of luggage: Checked Bags, Cabin Bags and/or just a backpack.
Daily Allowances
National territory
You must fill out the itinerary form (Attachment IV)
Only invoices/receipts with the FCT NOVA VAT are accepted
Expenses with transportation - ticket that has the date, value and invoice/receipt with NIF
Attach the attendance certificate and/or mission report
Outside the national territory
You must fill out the itinerary form (attachment V)
Attach the attendance certificate and/or mission report and boarding pass
anexar certificado de presença e/ou relatorio missão e boarding pass