Faculdade

Departamento

Projects Rules and other cost centers

 

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 NOVA FCT, 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 objectives

 

Budgets up to 20,000 euros excluding VAT, send a quote and substantiate it

 

Budgets over 20,000 euros excluding VAT need to be published with the following form 

Must demonstrate "best value for money"

 

NATIONAL PROJECTS:
Expenses falling under project objectives and tasks

Budgets up to 20,000 euros excluding VAT, send a budget and substantiate it

Budgets over 20,000 euros excluding VAT, need to be published with following form

 

PROVISION OF SERVICES, PROTOCOLS WITH COMPANIES:

DECREE LAW 60/2018 APPLIED

Expenditure within the project scope

Budgets up to 20,000 euros excluding VAT, send a budget and substantiate it

Budgets over 20,000 euros excluding VAT, require publication of the following form

 

OTHER COST CENTERS NOT SPECIFIED ABOVE

Quotations UP TO 5000 euros excluding VAT, send ONLY ONE quotation

Budgets over 5000 euros excluding VAT - public procurement procedure must be carried out, 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@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)

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)

Attach the attendance certificate and/or mission report and boarding pass