Admin Checklist for procedures

Affiliation

It is strongly recommended to all researchers to create Google Scholar profiles with the complete affiliation:

Institute for Systems and Robotics (ISR/IST), LARSyS, Instituto Superior Técnico, Univ Lisboa

Funding acknowledgments

(updated 10.01.2024)

ACTIVITIES FUNDED BY LARSyS (PLURIANNUAL) BUDGET (FCT rules)

If your work is partially or totally funded by one or more than one of LARSyS projects, you should acknowledge it as such:

This work was supported by LARSyS FCT funding (DOI: 10.54499/LA/P/0083/2020, 10.54499/UIDP/50009/2020, and 10.54499/UIDB/50009/2020).


FCT/ISR projects funding (for example)

This work was supported by the FCT HAVATAR project (DOI: 10.54499/PTDC/EEI-ROB/1155/2020).


IMPORTANT: The process of allocating DOIs to FCT funding began in September 2023 and will take place in a sustained and phased manner. When there is a DOI associated with your funding, a communication will be sent to the Principal Investigators (in the case of Projects) and to the beneficiaries (in the case of Grants and Stimulus to Scientific Employment/EEC).


References:

   • FINANCIAMENTO BASE • UIDB/50009/2020 Use DOI: 10.54499/UIDB/50009/2020;
   • FINANCIAMENTO PROGRAMÁTICO • UIDP/50009/2020 Use DOI: 10.54499/UIDP/50009/2020;
   • FINANCIAMENTO COMPLEMENTAR AO LABORATÓRIO ASSOCIADO LARSYS • LA/P/0083/2020 Use DOI:10.54499/LA/P/0083/2020.

ACTIVITIES FUNDED BY FCT PROJECTS (FCT rules)

This work was supported by the FCT project [CONTRACT REFERENCE HERE]

(example PTDC/EEA-CRO/111197/2009 MAST AM)

ACTIVITIES UNDER AN FCT GRANT (e.g. BII, PhD, Postdoc)

example (replace grant reference)

Partially funded with grant SFRH/BD/0000/2006, from Fundação para a Ciência e a Tecnologia.

EU PROJECTS

This work was partially funded by EU Project ACRONYM

Obviously if more than one funding source is involved, one needs to combine several of these references together.

Example

This work was partially funded by LARSyS - FCT Project UIDB/50009/2020 and EU Project MYGOD

Make sure to mention other funding institutions, if it applies (i.e ANI, IAPMEI (PRR)...) Note that the incorrect use of projects references or lack of information regarding the funding institutions may have consequences in the eligibility of any costs associated with publishing articles or any other scientific work.

For conference trips

Must provide the following information items AT LEAST 15 DAYS BEFORE DEPARTURE:

• Conference name, place, and URL
• Final version of the paper to be presented, if any
• Acceptance document (can be an email) or formal invitation
• Trip dates (departure and arrival)
• Airplane ticket cost (not needed if ticket reservation is done by them, which is the usual case)
• Additional transportation expenses estimate, if any (e.g., taxi, train, etc.)
• Whether ajudas de custo are at 100% or 70%
  • 100% (=148,91EUR per day) means that it has to cover the hotel expenses, while 70% (of the previous amount) means that the hotel is paid separately
  • if 70% is attributed it is also necessary to indicate the number of nights and nightly rate
  • NOTE: according to regulations, hotel cannot be above three stars (exceptions are accepted as long as properly justified)
• Conference registration cost (with proof document, e.g. invoice or printout of registration form)

During the trip do not forget to:

• keep the boarding passes for all airplane legs
• bring an invoice/receipt of the conference registration, including the reference to IST VAT nr 501507930 or IST-ID VAT nr 509830072 somewhere (the address field is usually the best place)
• bring a conference participation certificate
• a confirmation of the number of stars of the hotel

and send all these items to the ISR admin team after the return

Purchases

Send to the ISR secretariat a proposal complying with the following rules:

• FUNDING SOURCE: IST
  • addressed to Instituto Superior Tecnico (adjust address as needed, for example adding: Av. Rovisco Pais 1, ISR - Torre Norte)
  • containing VAT number: 501507930
  • containing a proposal reference number
  • with and without IVA (VAT)
  • validity of 66 days (if it is omitted it is assumed to be 66 days)
  • containing the delivery date
  • containing the payment conditions (at least 30 days)

• FUNDING SOURCE: IST-ID
  • addressed to IST-ID (adjust address as needed, for example adding: Av. António José de Almeida, n.º 12 1000-043 Lisboa
  • containing VAT number: 509830072
  • containing a proposal reference number
  • with and without IVA (VAT)
  • validity of 66 days (optional; if it is omitted it is assumed to be 66 days)
  • containing the delivery date
  • containing the payment conditions (at least 30 days)

There is a list of products (mostly office supplies) that *should* be bought via Economato's stock, not externally. The list of products can be found here: Listagem-artigos-Economato-jan-2013.pdf

Grants

For requesting a grant, the following forms have to be filled-in and sent to the secretariat: B5 and Minuta de edital.

The Word templates for these (and other) forms can be found here: https://drh.tecnico.ulisboa.pt/bolseiros/formularios/

NIF Request

To issue a Portuguese Tax Identification Number for various purposes, the International Affairs Area has, together with the Tax Authority and Técnico Lisboa's Legal Department, streamlined a mechanism that will make this process as easy as possible.

Those interested will need to gather the following documentation:

1 - Students from the European Union:

   Power of attorney with powers of representation so that a third party can apply to the Tax and Customs Authority for a tax number. This power of attorney must have a notarized signature;
   A notarized copy of the identification document;
   Certificate of Registration as a Citizen of the European Union (Law no. 37/206 of August 9) or proof of residence in the country of origin;

2 - Students from countries outside the European Union:

2.1 - If considered resident in Portugal under the terms of Article 19(6) of the LGT and Article 16 of the CIRS:

   Power of attorney and identification document as described in no. 1;

2.2 - If they are not considered to be resident in Portugal:

   The power of attorney will have to include the appointment of a tax representative;
   And proof of residence from the country of origin will be required;

Here you can access the drafts of the powers of attorney that must be used for these applications.

To count on the support of the Tecnico Legal Department for the necessary signature recognition, the services must reply to this email indicating the applicant's name, nationality and email contact by the end of February 2024 (expected date).

Subsequently, the applicant will be informed of the service, the place and time where they should go, and must be accompanied by the aforementioned documents. All documents, with the exception of those signed by Prof. Rogério Colaço, must only be signed when the signature is acknowledged in the presence of the lawyer. The files will remain in the lawyer's possession and will then be handed over to the International Affairs Department, which will then collect Professor Rogério Colaço's signature. Please ensure that the full text of the powers of attorney is not altered, otherwise, they will not be accepted by the Tax Authority. We would also like to inform you that you are responsible for checking the documents that make up each file, with the support of the research centre/area/department/unit. The International Affairs Area will only be the interlocutor in this process: it will receive the files in order to hand them over to the Tax Authority. Once the TIN has been assigned, the files follow the reverse route and are sent to the heads of the research unit/area/department.