Support Documents

POST-AWARD

PROJECTS/FUNDS MANAGED BY THE ISCTE – KNOWLEDGE AND INNOVATION ASSOCIATION*

*Note: you must be registered in the SIGEST system (to access this platform you must be at Iscte or connected via VPN). Requests must be entered into the SIGEST system according to the instructions in the support document.

When and how can I request reimbursement for an expense?
A) Prior to incurring the expense, it is necessary to request authorization from the CEI Board, providing justification for the reimbursement request to: direcao.cei@iscte-iul.pt B) Types of reimbursements possible: Conference Registrations and Public Transportation. You must submit:
  1. Email with Authorization from the CEI Board for the Reimbursement Request
  2. Invoice stating the name and taxpayer number of the Association Iscte – Conhecimento e Inovação (516 155 636)
  3. Proof of payment
  4. Submit the reimbursement request by filling out the Purchase Request Form
  5. Send all documentation to: compras.cei@iscte-iul.pt. Original invoices must be delivered to CEI or sent via post to: Iscte – Conhecimento e Inovação, Center for International Studies | Building 4, Room 131, Avenida das Forças Armadas nº 40, 1649-026 Lisbon, Portugal
I want to attend a conference/scientific meeting. What do I need to do?
If you are a CEI Researcher and: A1) You do not have a research project underway at the Iscte – Conhecimento e Inovação Association:
  • Submit your request via the Purchase Request Form, as far in advance as possible, minimum 30 days for travel/stays, to ensure timely acquisition.
  • For international travel, this period should be increased to 45 days (travel and/or accommodation max. 3 stars, in the US designated as “Comfort”).
A2) I have a research project underway at the Iscte – Conhecimento e Inovação Association: If you require support for the registration fee:
  1. You may handle the registration and payment yourself and later request reimbursement (prior authorization from the CEI Board is required – see 3.1.1 A)); or
  2. Enter the request into the SIGEST system following the support document instructions, at least 30 days in advance (45 days for international travel).
  3. If you wish to request allowances, you must mention it at the time of the purchase request in SIGEST.
What supporting documents should I bring and how do I receive allowances?
A) Upon returning from a conference, you must submit:
  1. Boarding passes / transport tickets
  2. Certificate of participation. If a certificate is not available (e.g., for meetings/local research), a Mission Report must be submitted.
  3. The PDF of the presentation (if applicable). It is mandatory to include the funding reference (e.g., FCT Strategic Project): This work was supported by national funds through FCT – Fundação para a Ciência e a Tecnologia under the framework of UID/03122/2025 (https://doi.org/10.54499/UID/03122/2025).
  4. A presentation template with the required slides/logos is available at: https://cei.iscte-iul.pt/documentos-de-apoio/
B) To request allowances:
  1. Submit the request via the Purchase Request Form, before attending the conference.
  2. Follow the instructions in the SIGEST support document.
How can I purchase equipment or acquire a service?
  1. If you have an ongoing project where the expense is eligible, enter the request into SIGEST following the instructions.
  2. For foreign suppliers, the RFI form and a certificate of address are required to avoid double taxation. If not provided, Iscte must withhold 25% tax.
  3. All requests for equipment or services over €5,000 (excl. VAT) will be slower, as they must be advertised on public platforms.
NOTE: Payments to suppliers are made in 3 cycles: 1 – Invoice validation in SIGEST by the 1st of month N -> Payment by the 22nd of the same month; 2 – Invoice validation in SIGEST by the 15th of month N -> Payment by the 5th of month N + 1; 3 – “Recibo-Verde” validation in SIGEST by the 5th of month N -> Payment by the 22nd of the same month.
I would like support for a publication, what should I do?
If you have specific funds or financing where the expense is eligible, submit your request via the Purchase Request Form. In the publication, it is mandatory to mention the support received, including the project reference and DOI (e.g., for the CEI Multi-Annual Project):
  • “This publication was supported by national funds through FCT – Fundação para a Ciência e a Tecnologia under the framework of UID/03122/2025 (https://doi.org/10.54499/UID/03122/2025).”
  • Insert the logo of the funding entity (if applicable, e.g., books, reports, e-books).
What are the Research Support Funds awarded by CEI?
The CEI awards research support funds to each Integrated Doctoral Researcher with an Iscte contract and to Doctoral Students with Research Grants who are part of the CEI research team. These funds follow strict rules equivalent to an FCT project. The funds are intended for: A – Participation in conferences, scientific meetings, international networks, and fieldwork:
  1. Amount allocated: €700 per year. For 2026, researchers have €1,400 available (€700 retroactive from 2025 + €700 for 2026). This amount expires on December 31, 2026.
  2. Eligible types: travel, accommodation, allowances, conference registration.
  3. Mandatory submission of Certificate of Participation and presentation with funding reference (UID/03122/2025) and FCT logo.
B – Publication support (text revision and open access fees):
  1. Total global budget of €12,000/year to support scientific production in indexed international journals or leading academic publishers.
  2. Access may be requested via email (cei@iscte-iul.pt) by sending article details: Title, abstract, and journal identification.
  3. Eligible types: proofreading, open access fees (subject to case-by-case FCT rule compliance).
  4. Mandatory funding mention and logo inclusion.

Projects/Funds managed by Iscte – University Institute of Lisbon

[Only for CEI-Iscte Integrated Doctoral Researchers with Teaching Hours, Master’s/Doctoral or Academic Career funds. Not applicable to Doctoral Grant Holders.]

When can I request reimbursement for an expense?

A) Prior authorization from the Board is mandatory via: direcao.cei@iscte-iul.pt

B) Types of reimbursements possible:

Voluntary Social Security: Email the payment document, SS proof of payment, and bank proof to compras.cei@iscte-iul.pt.

Conference Registration, Public Transportation, and Taxi: Submit authorization email, Invoice with Iscte NIF (501 510 184), proof of payment, and the Request for Travel on Official Business. Deliver originals to Room 131.

I want to attend a conference/scientific meeting. What to do?

A) Digitally sign and submit the Request for Travel on Official Business to compras.cei@iscte-iul.pt at least 10 working days in advance.

B) For registration support: Request via the Purchase Request form 30 days in advance (45 days for international travel, max. 3-star hotels).