Frequently Asked Questions

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Legal Information

The CNRS PIC number is generally used for all projects and contracts managed by ICPEES, as part of the administrative management provided by the CNRS.
The University of Strasbourg’s (UNISTRA) PIC number is used on an exceptional basis, particularly for certain specific projects.
This is the case, for example, with ERC projects when the principal investigator is a member of the University of Strasbourg’s staff.
The choice of PIC number therefore depends on the institution responsible for the administrative and financial management of the project.

 

Orders

When it comes to orders, be sure to keep the delivery slip at the time of delivery. This slip must be forwarded to your administrative contact up on receipt, as it is required for paying invoices. Every order must be checked to verify that it complies with and matches the original purchase order. Before forwarding the delivery slip to your administrative contact, it must include the date of verification, the notation “Reviewed and verified,” the date of receipt, and the signature of the person who received the order. 

To place an order, each team has a buyer who enters purchase requests. Please contact this person to submit your purchase request so that it can be approved by the administrative contact

A pending purchase request is a purchase request that has not yet been processed by the contact in charge of the team.
It has not yet been converted into a purchase order; it simply notifies the manager of the intention to place an order. 

Mission

To be reimbursed for your expense reports, you must keep all receipts for purchases you wish to have reimbursed. 
-Tolls: toll receipt / credit card receipt 
-Gas: sales receipt / credit card receipt 
-Public transportation: ticket / credit card receipt 
-Hotel stays (when not booked through the marketplace): invoice / credit card receipt
As of 2026, receipts are no longer required for meal reimbursements.

Travel outside the standard travel arrangements with proof of travel or due to the unforeseeable nature of the assignment.

The employee may be reimbursed for lodging expenses based on the actual amount incurred, upon presentation of supporting documents (invoice from the lodging facility, and, if applicable, an invoice for the tourist tax), and within the limits set by the contract, namely 170 euros for a single room and 180 euros for a double room per night in Paris and the inner suburbs, 120 euros for a single room and 130 euros for a double room per night in the outer suburbs and in provincial cities with more than 200,000 inhabitants, and 110 euros for a single room and 120 euros for a double room per night in other municipalities.

Other Cases of Non-Market-Based Accommodation

If the missionary did not use market-based accommodations when required to do so, they may be reimbursed based on the flat rate set forth in the decree of July 3, 2006, as amended (140 euros per night for the City of Paris, 120 euros for municipalities in the Greater Paris metropolitan area excluding Paris¹⁸ and cities with more than 200,000 residents, and 90 euros for other municipalities), even if the amount they actually incurred is lower.

 

Please note that personal stays during a business trip must remain exceptional and must not result in an unreasonable extension of the trip’s duration.

The dates of the personal stay must be entered in the “Comments” field in ETAMINE.

Personal stays must be reported as vacation time in the HR systems.

Each assignment is budgeted in advance when it is created in Notilus. By locking in prices for transportation and lodging and automatically calculating meal allowances for lunch and dinner, we gain a fairly accurate picture of the assignment’s actual cost.

The timeframes for approving expense reports in Notilus can vary significantly from one report to another. In most cases, these timeframes allow the budget approver to review the information and correct it if necessary before approval.
However, the timeframes can sometimes be very short!

It’s best to make your reservations in the morning to avoid having to redo them if the approver is no longer available.

The information you need to enter in Etamine is as follows: 
-Destination 
-Date 
-Purpose of the trip (proof required) 
-A brief description of the trip 
-Departure and return dates 
-The account to which the trip expenses should be charged 
-Mode of transportation (if already known) 
-Budget approver

Human Resources

To hire a contract employee, you should allow for a period of 2 to 4 months starting from the time the candidate is identified, in order to initiate the administrative procedures related to the hiring process with the Human Resources manager. (ZRR, visa application, etc.)

Discuss this with my supervisor and obtain their approval

Submit the request to the relevant governing body (CNRS or Unistra)

-Unistra employees: Unistra employees should refer to the various documents available on Seafile

-CNRS employees: Submit the request to Ariane

Enter my telework days in AGATE-TEMPO (CNRS) or OHRIS (UNISTRA)

WARNING: Teleworking is prohibited without prior authorization from the employer (CNRS or UNISTRA), except under exceptional circumstances approved by the DU

The rules for remote work are the same as those for on-site work: 
- Employees must be available during the same working hours as they would be on-site 
- Employees must ensure that they perform their duties under conditions equivalent to those on-site

 

Contacts

Référent Egalité : Valérie CAPS https://icpees.unistra.fr/institut/pages-persos/valerie-caps/
                               Olivier BARDAGOT https://icpees.unistra.fr/institut/pages-persos/olivier-bardagot/

Prévention et sécurité : Fabrice VIGNERON 
                                        Sécou SALL 
                                       Alexandra SUTTER 

Référent communication : Agnès ORB https://icpees.unistra.fr/institut/pages-persos/agnes-orb/
                                              Vasiliki PAPAEFTHYMIOU https://icpees.unistra.fr/institut/pages-persos/vasiliki-papaefthymiou/

Référent QVCT : Julien BERTRAND https://icpees.unistra.fr/institut/pages-persos/julien-bertrand/

Référent formation : Julien MASSUE https://icpees.unistra.fr/institut/pages-persos/julien-massue/

 

Purchases

CNRS

 

For an asset to be considered a fixed asset at the CNRS, its “useful life” must be at least one year, and its unit cost must exceed a threshold set by the CNRS Board of Directors at €3,000 excluding tax

 

UNISTRA

 

For an asset to be considered a fixed asset at the University of Strasbourg, its “useful life” must be at least one year, and its unit cost must exceed a threshold set by the University of Strasbourg’s Board of Trustees at €800 excluding tax

Shopping Card

Each cardholder has a purchasing card with their own annual spending limit. They can check this limit and the remaining available balance on the BNP website. This limit can be increased during the year (or decreased if it is too high, in order to mitigate risk).

In addition, each transaction is capped at €2,000 (including tax), and each card has a daily transaction limit of €3,000 (including tax).

Are there any expenses that cannot be charged to the Purchasing Card?

Purchases at local and national markets cannot be made with the Carte Achat.

Payments for transportation and hotels, or any expenses related to business trips, cannot be made via the Carte Achat.

All transactions made with a purchase card must be reconciled by the administrative department within 5 days of the transaction. To do so, all cardholders must immediately send their designated administrator a scanned copy of the supporting documents (invoice made out to the CNRS, credit card receipt if applicable) and the credit line to be charged for the expense. The originals may be submitted at a later date.

Informatique

Logistique

Partnerships

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