The consultation of the FAQs aims to clarify quick or recurring questions in a simple and accessible way. However, it does not replace or exempt the reading of the official documents and applicable regulations, which must always be consulted to ensure full compliance with the established rules.
On the CESAM website, the FAQs serve as an informative complement, providing easy access to frequently asked questions, but do not override the information contained in institutional documents and regulations.
Purchases of goods and services
A. General
Only Integrated Members (MI) and Principal Investigators (PI) of the projects are authorised to request commitments.
The requester must copy the PI or cost centre manager in CC on the email, so that the services assume prior authorisation exists. Obtaining this prior authorisation is the sole responsibility of the requester.
No. PhD students are not authorised to request commitments.
All requests must be sent to cesam-aquisicoes@ua.pt.
No. No expense may be incurred without prior commitment.
An email must be sent immediately requesting the cancellation or reduction of the commitment. Failure to communicate the cancellation or reduction of the commitment harms the entire CESAM, as it means a captive budget without the possibility of being used for effective needs.
B. Recruitment of Human Resources – Research Grants
After the first 6 months of initial payment.
Complete the SSV reimbursement form, attach payment receipts, and include proof from Social Security. After the initial 6 months, receipts must be submitted monthly.
Inform the services, as quickly as possible to free up budget for other real needs, by sending an email to cesam-aquisicoes@ua.pt.
No, CESAM services cannot do this. Responsibility for updating the information available in rhumo lies exclusively with the UA Central Services, and it must be assumed that it complies with current legislation and regulations.
No. The full dossier, sent exclusively by one of the supervisors (and not by the scholarship holder), must be accompanied by all documentation, including proof of enrollment. Without this proof, the process cannot begin. Sending incomplete processes (e.g., without certificate of enrollment) does not place them in the queue, nor does it reserve priority until the missing documentation is received.
C. Procurement of Goods and Services
Send the requisition to cesam-aquisicoes@ua.pt with:
- Cost centre;
- Supplier’s name and VAT number;
- Correct amount (based on a quote);
- Project budget heading.
You must send their name/designation, full address, VAT number, phone, email, and IBAN validated according to UA rules.
For these expenses, regardless of value, a procedure is required. The template must be requested for completion via cesam-aquisicoes@ua.pt.
Yes. It is mandatory to use the official formula, which can be consulted at:
https://www.cesam-la.pt/referencias-de-financiamento/
Yes. Only this affiliation is considered valid; additional mentions (e.g. laboratories, groups, or buildings) must not be included, otherwise they will not be eligible for funding.
D. Event Registrations
Send an email to cesam-aquisicoes@ua.pt with:
- PDF of equivalence to researcher (Researchers/Professors);
- PDF of authorisation by the Vice-Rector (Grantees/Students);
- Details of the issuing entity of the receipt;
- Event details (name, dates, location);
- Participant’s name;
- Type of affiliation with UA;
- Information on whether only attending or presenting a poster/paper.
Yes, submission of the certificate is mandatory.
Whenever the invoice itemises complementary services (e.g., meals), that amount will be deducted from the total reimbursable amount. If payment is made directly to the supplier, the invoice will not be accepted.
It is possible, but should be avoided. Only the registration fee is reimbursable. In these cases, proof of payment is mandatory. Bank transaction fees are not eligible.
E. Travel and Allowances
Submit PDF of equivalence to researcher (Researchers/Professors) or PDF of authorisation by the Vice-Rector (Grantees/Students).
You must: (i) Indicate dates and times of departure and return; (ii) specify the percentage requested: 100% if accommodation is not paid separately; 50% (in Portugal) or 70% (abroad) if accommodation is paid separately; (iii) submit the original Itinerary Form unless signed with certified digital signature.
Yes. The rules for allowances and transport reimbursements for official travel are set by specific legislation.
The Itinerary Form is the base document to process allowances and transport expenses for official travel by staff with public service contracts. Whenever travel is carried out in public service, either by UA staff or other public employees within UA’s mission, the supporting document is the Itinerary Form.
For travel by grantees or persons without public service contracts, the supporting document is the Travel Map accompanied by an official authorisation for the travel allowance.
Yes, it is possible to request advance payment of allowances.
Yes. Whenever CESAM vehicles are available, their use is mandatory. Fuel requires prior budget commitment in the integradted member cost center; tolls do not require prior budget commitment, are processed via the UA’s central budget commitment, and the corresponding costs are borne by CESAM Management. See other FAQs for conditions on using a private vehicle and for authorisations. CESAM vehicles may be driven by holders of a category B driving licence.
Send a prior authorisation request and proof of kilometres travelled.
Travel in a UA/rented/private vehicle must be authorised by the Director of CESAM prior to travel, using the CESAM template. The request must clearly justify why the use of a UA/rented/private vehicle is essential instead of public transport. The prior authorisation document must be accompanied by an itinerary showing the kilometres travelled.
As a general rule, private vehicle travel, for personal convenience, to destinations served by public transport may be authorised, but the request must always include prior authorisation from the CESAM Director. However, reimbursement will be limited to the equivalent cost of public transport tickets (Art. 20, no. 4, DL 106/98).
For private vehicles, reimbursement is based on distance (per km). Other expenses (tolls, fuel, parking, etc.) are not eligible.
Tolls and fuel are eligible only when using rented or UA vehicles, duly justified and authorised in advance.
No. Any expenses related to damages to a private vehicle are the sole responsibility of the owner.
Yes, provided the expense has been committed in advance and the travel is duly justified.
Yes, provided the invoice complies with the mandatory requirements for processing payment.
Yes. Receipts in the name and VAT number of UA are mandatory. If no electronic format exists, originals must be submitted to CESAM services.
F. Accommodation
Only 3-star hotels are permitted.
No, the law does not allow it. In exceptional cases, prior authorisation from the Administrator is required.
Yes, but justification is required.
You must provide: (i) hotel name, VAT number, and address; (ii) hotel classification; (iii) name and period of stay of the guest; (iv) location and detailed reason for accommodation.
Yes, provided it also contains all mandatory information required for payment by UA (UA name, VAT, and commitment number).
Only accommodation expenses are eligible. Whenever an invoice includes non-eligible expenses (breakfast, meals, internet services, communications, or other extras), those amounts must be deducted.
Yes, provided there is prior commitment. For reimbursements in Portugal, the law only allows €85 per night.
G. Article Publication
You must provide: (i) title; (ii) authors; (iii) VAT number, name, and address of the issuing entity, and respective IBAN.
H. Sample Transport
Description of the material and full address of the recipient.
I. Payment of Invoices by UA
The Central Services only pay original invoices (copies or duplicates are not valid) that must include: (i) UA name and VAT number; (ii) commitment number.
No, the University of Aveiro does not pay VAT on purchases made from companies located within the European Union. Invoices issued by these companies are obligatorily issued without VAT, since VAT is accounted for in the destination country (Portugal) under the reverse charge mechanism. In other words, the UA must declare and pay the VAT in Portugal, and it is not charged by the foreign company. The invoice must contain supplier and UA details, including the VAT identification numbers for VAT purposes, a description of the transaction, the date of issue, an indication that the transaction is subject to reverse charge by the recipient, and it is mandatory to include the commitment number, without which the invoice cannot be paid by the UA. This rule only applies to purchases between VAT-registered businesses in the EU and presupposes prior validation of the UA’s VAT number in the VIES system.
Yes, the law requires it. Mandatory information (e.g. commitment number) may be included in the name/address on the invoice or in its description, as is done in Portuguese companies.
The Central Services only pay original invoices. 2nd copies must be justified, and Central Services decide on their validity.
Invoices must be validated by the person responsible for the commitment request, through electronic signature, confirming that the goods/services in invoice “xpto” were received/rendered in good condition. Without this validation, payment cannot be processed.
Yes, it is mandatory when validating the invoice, for inventory purposes. The location must follow UA’s nomenclature: building number, floor, and room.
UA has a maximum of 90 days from the due date to pay invoices. After this period, payment is no longer legally possible. Therefore, invoices must be sent to CESAM services immediately upon receipt.
Yes, but the process takes longer as it involves a foreign currency transfer. It may take over 30 days.
The person responsible for the commitment request, via certified digital signature, stating: “goods received in good condition” or “services rendered in good condition”. Without this validation, payment cannot be processed.
J. Funding and Eligibilit
No. The rules applied to direct FCT funding to CESAM may differ from those imposed by project funders, being more or less restrictive. CESAM only verifies the eligibility of expenses made with funds directly allocated by FCT to CESAM.
No. This responsibility lies with the Financial Management Services (SGRF) within Central Services, which allocate and open the Cost Centre and simultaneously notify the Principal Investigator and the CESAM Support Services.