Research Office

Travel arrangements must be made through approved travel agencies and following the instructions in the travel policy (travel website). Optionally, agencies can be asked to manage registrations for conferences. It is a compilation of instructions, rules and procedures relating to the management and implementation of travel.

It is possible to purchase transport tickets and book hotels or other types of accommodation, without using the services of the travel agency in accordance with the travel policy and the Joint instruction of the vice-rector for Economics and the general manager of 22 February 2018 on the direct purchase of transport tickets and the booking of accommodation through an advanced payment by the traveller with subsequent reimbursement from the University budgets.

To process the final travel booking or conference registration, you must send the travel authorization document (SV/AG) together with the agency’s estimate or the conference registration form (SV/IC) to recerca.fee@ub.edu.

Quick guide: UB travel management

SV print sheets: agency travel SV/AG; agency conference registration SV/IC, and reimbursement of expenses SV/UB.
News on the incorporation of a new agency and the obligatory use of the SP travel form to request an estimate from the agencies.
 

For information on purchase management at the University and framework agreements, please read Compres UB.

The acquisition of goods and services must be carried out through the SAP application with an official order from the University, which is managed by the department's administration staff. Once the order has been placed, and together with the estimate, it will be sent to the Research Office for processing. In accordance with the budget execution bases, the use of the order is compulsory.

For the acquisition of computer equipment, criteria are established according to whether it is leasing, purchase or telephone equipment (instructions).

For the purchase of printers and multifunction equipment, you must contact Compres UB beforehand, see the instructions from the General Manager's Office.

Digital levy: the UB is exempt from payment (certificate to be given to suppliers who wish to charge the levy).

Tax identification requirements for invoices issued in the name of the University:

• Name of institution: University of Barcelona
• Legal address: Gran Via de les Corts Catalanes 585. 08007 Barcelona
• VAT/NIF: ESQ0818001J
• CEGE for departments

DIR3 CODES:

• Accounting office: U00400225
• Managing body: U00400001
• Processing unit: U00400001
• Exceptionally, for expenses not exceeding €60, and for which it is not possible to obtain the invoice with the correct fiscal data from the University, tickets are accepted (except for Ministry funding).

Forms:

• Acceptance of receiving material or provision of services.
• Certificate of restoration costs.
• Endorsement: if invoices have been advanced, proof of bank payment must be presented to reimburse the expenditure.
• Inventory: in the case of material that can be inventoried, the serial number and location must be indicated on the invoices.

Recruitment of staff financed by research projects

For the recruitment of technical staff for research projects, you should contact the General Affairs Office (GAO) to ask for a cost estimate and to process the recruitment.
OAG will contact the Research Office to start the economic management procedures.

Service contracts for teaching activities

This type of service contract is only foreseen for contracting the services of natural persons and only for giving courses, seminars or conferences on an ad hoc basis. This procedure is only for hiring external staff.

When contracting external staff, the cost commitment must be managed with the award resolution and an acceptance by the person concerned. Payment is made based on an invoice with VAT and personal income tax withholding in the case of self-employed individuals or an “I certify” from the person in charge of the course, seminar or conference without VAT and with the appropriate personal income tax withholding.

Forms: see section “Payments to external staff”.

• Resolution of the service contract to carry out teaching activities (Catalan doc 1, English doc 2).
• Acceptance of the resolution of the contract and declaration of non-incompatibilities (Catalan doc 3 and English doc 4. In the case of non-residents, the paragraph on the declaration of incompatibilities can be deleted).
• I certify that the service has been provided (only in the case of payment to external non-professional teaching staff -without invoice-, doc 5).

If University staff are recruited, an assignment of duties must be carried out, plus an acceptance by the person concerned, and payment is made via “nomineta”.

• Special payment on the payslip: PDI
• Special payment in the payslip: PTGAS

The rector is responsible for signing the agreements. The Office of Agreements and Liaising Bodies is responsible for reporting on proposals for agreements. With the acceptance of the Agreements unit, the promoter processes the signature of the other institution and sends it back to Agreements together with the certificate of acceptance of commitments and the corresponding signed annexes to process the signature of the rector and register it in the database of Agreements and Liaising Bodies.

• Creditor registration: bank transfer request for national creditors
• Non-resident creditor registration: bank transfer request for non-resident creditors
• Inter-item transfer form