FAEPEX

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Introduction

FAEPEX Manual

Edition approved by FAEPEX Deliberation 003/2024, of 20/03/2024

Changed by FAEPEX Deliberation 001/2025, of 13/03/2025

Changed by FAEPEX Deliberation 002/2025, of 13/03/2025

Changed by FAEPEX Deliberation 005/2025, of 13/03/2025

Goal

The FAEPEX Manual aims to inform, guide and clarify the requirements and procedures necessary for requesting and reporting on the different aid granted by the Fund, as well as establishing the responsibilities and obligations of the professors and researchers assisted.

who can apply

under the terms of § 2 of article 8 of Resolution CONSU-A-024/2003 are able to make requests for support to FAEPEX, exclusively:

  1. Active teachers with an employment relationship with UNICAMP.
  2. PQ Career Members.
  3. Volunteer Collaborating Teachers (see standard).
  4. Research Collaborators Volunteers (see standard).

Submitting aid requests

The submission of the aid request to FAEPEX is carried out exclusively by the FAEPEX system (use the Google Chrome browser) using the same username/password as the Notes and Attendance Record – DAC (SISE).

Each teacher/researcher may submit only one request for the same event or object. Failure to comply with this guideline will result in the obligation to return all of the resources granted.

The budget must be detailed and justified.

Requests for assistance for students must be made exclusively by the supervisor, or co-supervisor when the supervisor is external to Unicamp.

Forms improperly completed or accompanied by incomplete documentation will be returned.

Deadlines

Processing period

The minimum period between submitting the request and receiving a response is 45 days from the moment the documentation is complete. However, in the case of “participation in a scientific event” or “fieldwork and technical visits” grants, it is advisable that the request is submitted 75 days in advance for a timely response.

When it is in the interest of the applicant that the processing and final evaluation be carried out before the end of the FAEPEX execution exercise, the request must be submitted by October 31st.

Deadline for submission of appeal

Appeals against denied or partially approved requests must be submitted within a period of up to 15 calendar days from the date of notification.

Deadline for signing the Grant Agreement

Applicants awarded with FAEPEX resources will have 30 days to sign the Term of Grant from the date of information of approval of the aid.

Important

  • Upon receiving aid, the applicant will sign a grant agreement in which they will undertake to be an advisor to FAEPEX, when requested.
  • The final reports on the aid granted must be sent to PRP/FAEPEX within the stipulated deadline and in accordance with the guidelines set out in the Technical Report item for each type of request.
  • The applicant who has their financial statements approved by FUNCAMP, their final report approved by the consultancy and approved by the Executive Committee will be considered suitable for new submissions. The applicant will not be able to take advantage of new concessions while pending issues persist.
  • The aid is granted in the name of a professor/researcher at the University who will be, in a non-transferable manner, responsible for receiving the resources, reporting to FUNCAMP and forwarding the Final Report to FAEPEX within the stipulated deadline, even in cases where the beneficiary is a student.
  • Expenses must be consistent with what was requested in the initial request.

Guidelines for Acquisitions and Reimbursements with FAEPEX Resources via FUNCAMP

All purchases and contracts for goods and services, including airline tickets, made with resources granted by FAEPEX, must be made through the FUNCAMP online system, strictly following all procedures established in the applicable legislation, available on the FUNCAMP portal: https://www.funcamp.unicamp.br/portal/Home/Publicacoes.

Em exceptional cases in which acquisitions are made with own resources, aiming at subsequent reimbursement, PRP/FAEPEX and FUNCAMP:

1. do not assume responsibility for the payment of any purchases made prior to the signing of the Grant Term or outside the established procedures;

2. are not responsible for paying any costs related to the cancellation of the trip or other associated unforeseen events;

3. determine that the interested party must resolve any issues relating to payments and any requests for refunds or reimbursements directly with the supplier.

q

Rules for Requesting Changes to the Aid Budget

Procedure for submitting changes to the aid budget, aiming to improve the efficiency and organization of requests.

Procedure:

  1. Access to the FAEPEX System:
    From now on, all requests for changes to the grant budget must be made exclusively through the FAEPEX system, and requests by email will no longer be accepted.
  2. Step by Step for Request:
    • Access the FAEPEX system.
    • Select the corresponding request for which you want to make the budget modification.
    • In the bottom right corner of the screen, click the button “Request heading changes”.
    • Register your justification for the change, which will be analyzed by FAEPEX Advisory.
  3. Request Tracking:
    After analysis, if the change is approved by the committee, the professor/researcher responsible for the request will receive an email with the necessary instructions to make the change.