Working at LIP / Practical Info
Travelling and Acquisitions
airplanemode_active Travelling
If you are going to travel please pay attention to the following steps:
- Make your request online through the appropriate platform “MISSÕES”. You can find it here. [Detailed instructions]
- After you generate “Processo de Viagem”, the PI will receive an e-mail in order to give his/her approval.
- Email your “processo de viagem” number to the responsible person in the Secretariat to whom you may ask for assistance in budgeting and acquisition of transport and lodgement.
- You are entitled to daily allowances for national and international missions (see details here).
- Other elegible expenses are conference fee; commuting travels – bus/metro/if nothing else available, táxi.
- Non-elegible expenses:
- expenses with no documents or without LIP’s taxpayer number;
- parking tickets;
- hotels over 3 stars and first class tickets.
If you are not sure of the elegibility of a specific expense ask before-hand to the Secretariat or Accounting Team.
- expenses with no documents or without LIP’s taxpayer number;
- If you plan to purchase directly any travel expenses, please confirm first with the Secretariat.
- Once the "processo de viagem" is “Autorizado” by your PI, you can no longer edit it. For further information contact the Secretariat.
- Check with the Secretariat, for flight or other means of transport (train or car) and lodgement acquisition.
To make the workflow swifter, be careful to provide the following information:
- The home institution of the mission, in case it’s not too obvious (if it’s not CERN, for e.g). [Field: Observações]
- Specify the task of the project. [Field: Objectivo]
- In case your mission takes part in national territory, specify the hours of departure and arrival. [Field:Observações]
- If you are presenting posters or other materials in conferences, please make sure you have the appropriate funding logos (search here).
Also,
Reimbursements:
- Deliver all the documents for reimbursement to the Secretariat.
- Deliver them timely.
- Valid documents for reimbursement should contain the following data:
- Name, LIP taxpayer number (NIF):
501694650 and the address (node depending). - Outside UE countries and Switzerland (NIF is not an obligatory requirement) please try to fit in the NIF along with the name and address of the company.
- Name and taxpayer number of the service supplier (whenever it’s possible).
- Your name.
- Name, LIP taxpayer number (NIF):
Please note:
- Hotel: only lodging up to 3 stars can be reimbursed. If you paid the hotel, bring back the invoice with your name and the LIP's name and taxpayer number. If you paid with debit/credit card deliver the payment ticket receipt.
- Travels: airplane, bring back boarding ticket; Deliver receipts from bus, metro, train, etc. Deliver any taxi receipt with LIP’s taxpayer number.
- In case you have used a taxi, specify the places of departure and arrival in the invoice/receipt delivered.
- Conferences: bring back the fee receipt and presence certificate (also mandatory). Note that these are usually 2 different documents.
- LIP cannot reimburse documents which do not comply to fiscal and projects funding rules.
- Please, make sure to follow the rules of publicity in the materials of communication. Funding agencies have the right to cancel payments if the rules are not followed.
local_grocery_store Aquisições/Acquisitions
monetization_on Travelling Allowances Table
- LIP cannot reimburse documents which do not comply to fiscal and projects funding rules.
- Please, make sure to follow the rules of publicity in the materials of communication. Funding agencies have the right to cancel payments if the rules are not followed.
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