Administrative checklist

Acknowledgment for all kinds of publications

• Funding acknowledgment should state:

This work was supported by the Portuguese Government -- FCT (ISR/IST plurianual funding).

For conference trips

All professors and researchers have to ask their secretariat for taking care of Modelo 94 form. To do that, send her/him the following information. NOTE THAT THIS INFORMATION HAS TO BE SENT AT LEAST 15 DAYS BEFORE THE DEPARTURE DATE!

• 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 choosen, also indicate 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

In case of being a professor at IST, one has also to contact the Area Científica/Secção/Departamento for secretariat for obtaining an authorization of leave, indicating the following information ALSO AT LEAST 15 DAYS BEFORE THE DEPARTURE DATE.

• 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)
• Modelo 94, usually sent by ISR secretariat directly (but check for it anyway)

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 IST-501507930 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 secretariar after the return

Purchases

• Send to the ISR secretariat a proposal complying with the following rules:
  • addressed to Instituto Superior Tecnico
  • containing VAT number: 501507930
  • 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)