PROEX

INSTRUCTIONS FOR USING THE CAPES/PROEX AGREEMENT FUNDS

DATA FOR REQUESTING QUOTES, RECEIPTS, AND INVOICES
(Read the specific instructions for each budget line before requesting a purchase)

Bruno Ricardo de Castro Leite Junior / CAPES-PROEX
Graduate Program in Food Science and Technology
Project: 2885/2024
Federal University of Viçosa
Department of Food Technology
Viçosa, MG
ZIP Code: 36570-900

Additional personal data of the coordinator will be sent by e-mail upon request to the PPGCTA Secretariat (tca@ufv.br).

GENERAL INFORMATION

The funds from the Academic Excellence Program (PROEX) will be used in accordance with the guidelines established by Ordinances 034 of May 30, 2006, 059 of May 14, 2013, and 227 of November 27, 2017, as well as for accountability purposes in compliance with Ordinance 059 of May 14, 2013, and its annexes, together with other regulations and decrees mentioned below. PROEX operating funds aim to support scientific and academic activities related to obtaining master’s and doctoral degrees.

All requests for PROEX funds must be approved by the Management Committee (CG) of the Graduate Program in Food Science and Technology (PPGCTA), composed of the coordinating committee members. A portion of PROEX funds, equivalent to 85%, will be distributed among PPGCTA faculty advisors, while the remainder will be allocated to the program’s strategic expenses.

2. ELIGIBLE EXPENSE ITEMS

The following current expenses may be funded:

Consumables essential for conducting scientific research related to the training of master’s and doctoral students;
Maintenance of research laboratory equipment;
Publication fees for scientific articles, provided they are classified in Q1 (percentile >75%) in Scopus and Web of Science – Clarivate Analytics, published in journals with transparent publication policies, recognized peer review, and not listed as predatory journals;
Participation of students and faculty in relevant technical-scientific events in the field of Food Science;
Participation of students and faculty in courses, laboratory technique training, equipment use, and data collection essential for scientific research;
Sample analysis for experiments related to PPGCTA students’ dissertations and theses.

Funding requests will be reviewed by the CG/PROEX, considering the available resources and budget lines for the current year. Requests may be approved in whole or in part. Expenses not previously authorized by CG/PROEX will not be paid or reimbursed. Applicants must await approval or rejection before making expenditures.

Requests may be denied by CG/PROEX in the following cases:

They are not included in the previously mentioned eligible expense items and activities;
Deadlines established by CG/PROEX are not met;
Missing documentation or signatures/authorizations;
Incomplete forms/requests.

3. INELIGIBLE EXPENSE ITEMS

The following are strictly prohibited:

Permanent equipment purchases;
Office supplies (e.g., paper, cartridges, printer toners, etc.);
Pro labore, consultancy, bonuses, technical assistance, or any other type of payment to professors (visiting or otherwise) for teaching courses, seminars, classes, presenting papers, participating in examination boards, or fieldwork;
Payments to third parties (individuals) that characterize long-term contracts or employment relationships, or any hires incompatible with graduate program activities, or in disagreement with Law nº 8.666/93, Law nº 9.648/98, and IN/STN001 of 15.01.97.

4. GUIDELINES FOR USING FUNDS

4.1. REIMBURSEMENT OF REGISTRATION FEES FOR TECHNICAL-SCIENTIFIC EVENTS (STUDENTS AND FACULTY)

Conditions, required documents, reimbursement procedures, and acknowledgment text included.

4.2. STUDENT PARTICIPATION IN EVENTS AND DATA COLLECTION

Per diem (lodging, local transportation, meals), eligible expenses, required documentation, deadlines, and legal restrictions included.

4.3. ARTICLE PUBLICATION FEES – REIMBURSEMENT

Only for Q1 journals in Scopus and Web of Science, conditions, required documentation, and acknowledgment text included.

4.4. PER DIEMS (FACULTY ADVISORS ONLY)

Application and accountability requirements listed.

4.5. AIR/BUS TICKETS

Only for event participation or data collection, with justification required, plus documentation for accountability.

4.6. CONSUMABLES

Rules for purchase requests, quotations, invoice requirements, and payment procedure outlined.

4.7. LABORATORY EQUIPMENT MAINTENANCE

Rules for service requests, quotation requirements, invoice/payment procedures, and post-maintenance reports.

4.8. SAMPLE ANALYSIS

Request requirements, quotations, invoice/payment process described.

NOTES

In case of inconsistencies during accountability, funds must be returned to PPGCTA.
Payments and transfers can only be made to Banco do Brasil checking accounts.
Do not make installment purchases with credit cards for reimbursable expenses; payments must be in full.
All invoices (lodging, local transport, meals) must be issued in the name and CPF of the PPGCTA coordinator, must include the PPG (Graduate Program in Food Science and Technology) and Project number: 2885/2024 CAPES/PROEX, and in the “Description” field must include the name and CPF of the requester.
Requests for events/conferences/data collection must be submitted at least 10 days in advance; late requests will not be processed.
Lack of accountability will result in the suspension of future requests and payments.
If the beneficiary does not attend the event after receiving funds, reimbursement is mandatory.
Before submitting a request, check whether there are sufficient funds available.
Invoices must have a due date of more than 10 days to allow PPGCTA sufficient time for payment.

Unspecified cases will be resolved by CG/PROEX.

This document is subject to changes in accordance with CAPES updates.

PPGCTA Coordinating Committee

Master’s and Doctoral Degrees