Administrative checklist

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 24.07.2023)

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

This work was supported by the LARSyS - FCT Project UIDB/50009/2020




ACTIVITIES FUNDED BY FCT PROJECTS (FCT rules)

This work was supported by 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

This is very important since the incorrect acknowledgment to the funding agency will cause ELIGIBILITY problems.

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. Rovisco Pais 1, ISR - Torre Norte)
  • 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/