FAQ’s

Welcome to the Onboarding FAQ Section. This FAQ section is designed to answer your most common questions and provide you with essential details about your onboarding process, including documentation, tax registration, accommodation, and more.

Contract Documentation Before Arrival

As you prepare for your journey to INL, this FAQ section is here to guide you through the essential contract documentation you'll need before you arrive.

We’ve compiled answers to common questions about the necessary paperwork, submission processes, and important deadlines. Our goal is to make sure you have a clear understanding of all the requirements so you can complete your documentation smoothly and efficiently. If you have any further questions or need additional assistance, our team is ready to support you every step of the way. We look forward to welcoming you to INL!

  • The Staff Rules is a document that you can find here and in the INLer portal under the Organisation section, top right corner.

  • We have two monthly starting dates: on the first working day and the next working day of each fortnight. The change of the starting date must be discussed with the HR Partner responsible for your hiring, who will check the conditions and possibilities closely with the Hiring Manager.

  • In accordance with our Staff Rules, the Home Station is determined upon hiring and based on any of the following criteria:

    a) Effective place of residence during the three-year period before taking up appointment;

    b) Effective place of residence of family members;

    c) Permanent legal residence;

    d) Place with relevant professional and civic ties.

  • All employees are subject to a probation period as stated in the employment contract. It serves to determine the notice period for dismissal or resignation when either they are found to be unsuitable for the role or wish to leave the position.

  • The duties and responsibilities are mainly described in the corresponding job advertisement for the position. Upon the start at INL, a job description will be delivered to the employee for their acknowledgement.

  • Forty hours from Monday to Friday.

  • The installation indemnity is a one-time payment made for new hires, with the aim to help with the costs incurred with relocation. This amount is calculated based on the distance from the place of recruitment to INL and the number of family members coming along.

    If you are eligible for this benefit, the amount will be paid once the new hire has found a place of residence in Braga and updated their address in the INLer Portal (INL’s internal portal).

    If family members decide to move later, the payment will be proportional and made in two different stages.

  • The family allowance consists of a monthly payment of 160€ for married staff members and fellows in a common-couple union or who have children.

    The child allowance is a monthly payment of 200€ to help employed personnel provide for the maintenance of their dependent children. The Organisation shall pay only one child allowance per child.

  • At INL, all employment contracts start as a limited duration type and may vary in length but are always up to a maximum of 48 months. In some cases, they may be eligible for an indefinite duration type. In these cases, the employee will be invited to undergo an indefinite contract review process at 30 months of the contract.

  • INL is an Intergovernmental Organization with a status under International Law and under the terms of an International Treaty (Headquarters Agreement) with the Portuguese Authorities. According to this agreement, INL staff are given a set of immunities and privileges. Among these privileges is the Diplomatic Status, which includes family members, which, for non-Portuguese citizens, will be a permanent permission to live in Portugal during the employment contract.

  • Once you arrive in Portugal, an individual appointment at the finance services will be scheduled, and a representative from the Legal Services will accompany you to your appointment. HR will prepare the necessary documentation, and you will need to bring your passport with you.

    For family members, INL will assist with obtaining their NIF through our Legal Services.

  • It is highly recommended that you open a Portuguese bank. Only SEPA accounts may be used for internal payroll, and each SEPA account comes with an IBAN number.

  • Yes, an IT package is provided upon the start of the appointment. It includes a laptop, headset with microphone, mouse and backpack.

  • INL’s annual leave starts from the 1st of January to the 31st of December, being calculated at the ratio of two and a half (2.5) working days per month of service. Annual leave may be taken as soon as the employee accumulates their annual leave days per month.

  • At INL, there are two starting dates per month. The first working day of the month and the working day of the following fortnight. The starting date can be discussed with HR during the nomination phase but within these two options.

  • The duties and responsibilities are mainly described in the job advertisement. Upon the start at INL, HR will share a job description with additional information. The job description is a general document, and other detailed tasks may be assigned by the supervisor.

  • 40 hours from Monday to Friday. The schedule is flexible and should be agreed upon with the supervisor. Please see our Flexible Working Arrangements (FWA) here.

  • INL offers the possibility to work from home for up to 50% of the total monthly hours. The absence should be requested in the INLer portal by selecting “Working Outside INL”. For those wishing to work from locations outside Portugal, please note that there is a yearly limit of 60 days.

  • All employees are subject to a probation period as stated in the employment contract. It is a time that allows both the employee and employer to evaluate compatibility with the role and Organisation. During this time, if either party finds the fit unsuitable, ending the employment can be more straightforward as outlined in the employment contract.

Travel and Accommodation

As part of your onboarding process, we aim to ensure a seamless transition to INL.

For those travelling from over 200 km away, we will assist with travel expenses and arrange your journey. Upon arrival, INL offers on-site accommodation at our Guest House for an initial two weeks, with the option to extend for an additional two weeks if needed.

For travel arrangements, please complete the travel request form and submit it to HR, who will coordinate with our travel agency partner. Should you require accommodation, contact HR to reserve your room and receive further details. Our goal is to make your relocation and initial stay as comfortable as possible.

  • The flights are booked through INL’s travel agency partner. During the hiring stage, HR will provide a “Travel Request Form” and afterwards the travel agency will offer a few travel options to choose from.

  • Yes, INL covers the travel arrangements, namely the flights with one checked-in luggage for the future employee and family direct members.

  • When coming from a non-European country, you will need to apply for a Residence Visa to enter Portugal. You should apply for the Residence Visa to pursue research, teaching activity in a higher education institution, and/or highly qualified activity. Applications must be submitted to a Portuguese diplomatic representative, who will then analyse and issue a final decision. HR will also provide guidance throughout the process and issue an invitation letter and verbal note.

  • INL offers accommodation inside the facilities (Guest House) for up to 4 weeks upon arrival (subject to availability).

  • There are two main options:

    • Taxi - it will cost around 50.00€ - 60.00€. Taxis are available right outside the airport.

    • Private shuttle “Get-Bus” will cost around 9.00€ per person. The bus will stop at Braga Central Bus Station, which is just 5 km away from INL. From there, we suggest taking a taxi or Uber to INL (which costs around 5.00€).

    Website for schedules: https://getbus.eu/en/braga-airport-braga/

  • INL covers the flight that includes one checked-in luggage.

    If you have any expenses (e.g., from travelling by car or train), you are eligible for reimbursement if you previously agreed with HR.

    Once you join INL you will have access to the INL HUB, where you can request reimbursement of your expenses.

  • Yes. However, depending on where you will travel from, INL covers the cheapest travel option available from the departure place to Braga (normally, flight).

  • Like many cities around the world, the cost of living in Braga has increased in the past few years. However, it can still be considered an affordable place to live in Portugal.

    For grocery prices and other necessities, see, for example, Continente (https://www.continente.pt/) and Pingo Doce (https://www.pingodoce.pt/), which are two major supermarkets.

    You can also check more details on the following website: http://www.numbeo.com/

After Arrival: Administrative Tasks

Once you arrive at INL, completing essential administrative tasks will be your first step. This includes registering with local authorities, obtaining your Portuguese Tax Identification Number (NIF), and finalizing your enrollment with Portuguese Social Security.

Additionally, you'll need to check in at the INL Reception to receive your identification card and access important resources.

These steps are crucial for settling in smoothly and ensuring that all your administrative requirements are in order. Our team is here to assist you throughout this process to make your transition as seamless as possible.

  • Currently, INL has an agreement with Novo Banco, Activo Bank, Santander Totta and Millennium BCP. If you decide to choose any of these options, HR will put you in contact with the correspondent account manager.

    If you wish to explore other bank options in Portugal, you should go to one of the agencies in Braga and talk directly with them.

  • Yes.

  • HR can redirect you to INL’s LAMP services, where a Legal Service team can provide some support in revising the rental contract.

    • In-person:

    The Portuguese tax number (NIF number) can be requested from the Finance authorities located at Rua do Raio, 213, ground floor, 4710-923 Braga. For that, you need to go to their services with each family member’s passport and Residence Certificate and request an NIF number. The opening hours are Monday to Friday from 9h00 to 15h30.

    • Online:

    Due to the COVID-19 outbreak, the Finance authorities may only be accessible by a scheduled appointment or online. INL is assisting their employees’ family members in obtaining their NIF through a Power of Attorney with our Legal Services. Your HR Partner will guide you through the process and collect the necessary documents.

  • Once you find a residence in Braga, you will need to get an official Residence Certificate (called “Atestado de Residência), which you obtain from the parish of your residence. You need to bring your (and your family members’) passports and your rental contract to the parish office. Please check the parish of your residence and the opening hours of the office here.

    Once you have your Residence Certificate, you must update your address and upload the proof of residence in the INLer Portal under “personal information” in the “my profile” section. This action will conclude the requirements for the “Installation Indemnity” benefit (if applicable).

  • Once you have a rental contract, you should go to the “Loja do Cidadão” to request the services of electricity, gas and water. At “Loja do Cidadão”, you have to get tickets matching “AGERE” for water and “EDP” for electricity and gas. There’s normally a security guard near the ticket machine to guide you.

    Address: Rua dos Granjinhos n. º 6, 4704-575, Braga

    Schedule: Monday to Friday from 8:30h to 19:30h. Saturdays from 9:30h to 15:00h.

    Mandatory documents: Passport or ID, NIF / Tax identification number document and the rental contract.

    For Internet Services, you can go to Braga Parque, which offers 3 different telecommunication companies.

    Address: Bairro da Quinta dos Congregados, 4710-427 Braga

    Schedule: Monday to Friday, from 10:00h to 23:00.

  • In accordance with the headquarters agreement, staff members are exempt from importation duties, VAT and special consumer taxes. This exempt however, will not be applied to costs incurred with the payment of services relative to the importation of furniture and other personal goods they own or shall acquire within six months of changing their residence to Portugal.

    Those who come from outside of Portugal are also entitled to the benefit of tax reimbursement (23%, 13% or 6%) of purchases made in Portugal after starting at INL. However, all purchases must be within the first six months of the employment contract, and all invoices should be above 270€ and be identified with the employee’s name and NIF. After six months of stay in Portugal, the reimbursement can then be requested.

  • Serviço Nacional de Saúde – SNS (Health National Service) is a network of institutions and services providing comprehensive health care to the entire population. Financed through taxes, the State safeguards the right to health protection. It is important to have an enrolment in the Health Care Centre and a User Number - “Número de Utente”.

    The registration is done on site, by picking up a ticket near the security officer:

    Name of the Service: Secretaria Geral do ACES Cávado - I Braga

    Address: Largo Paulo Orósio (next to the Bombeiros Voluntários de Braga – Firefighters station)

    Working hours: Business days from 09h00 to 12h30 and from 14h00 to 16h00.

    The required documents are as follows (originals):

    • Diplomatic card;

    • Passport;

    • Document from Portuguese Tax Authority with NIF number;

    • Residence Certificate issued by the parish;

    • NISS number.

    Our contacts at this Public Health Centre are: Rita Rodrigues and Vanessa Martins in the service desk.

  • In the event of illness or invalidity, that has a duration of more than 3 days, you will have to go to the family doctor appointed to you or to any doctor within the SNS – the National Health Service, so that you are given a temporary invalidity certificate (CIT) or “Baixa Médica”, starting on the first day you were absent from work.

    Please be aware that only through SNS will your sick leave be paid by Social Security. This means that going to a Private Hospital will not make you eligible to receiving payment.

Onboarding Process

Our onboarding process is designed to help you integrate smoothly into your new role and our organization.

It begins with completing necessary documentation and attending an orientation to familiarize yourself with our facilities, policies, and culture. You will also receive a detailed schedule of your first days and introductions to key team members. During this period, we will support you with practical arrangements such as setting up your workspace, obtaining your access credentials, and guiding you through our systems and procedures.

Our goal is to ensure you feel welcomed, informed, and prepared for a successful start at INL. If you have any questions or need assistance, our team is here to support you every step of the way.

  • The updated CV should be delivered by e-mail to your HR Partner. The Job description will be sent to you via a digital platform.

  • INL offers its employees a private health insurance valid in Portugal and Spain. The health insurance can also be extended to the family members. If you request the health insurance for your family, the cost will be deducted from your salary on a monthly basis. INL offers a plan “Plan I” to the Employees, but, for family members, other plans can be chosen.

    The insurance cards will be sent to your address, or INL’s address in case you didn’t have an address at your hiring date. A waiting period of 90 days apply to all private health insurance plans, so please keep this rule in mind.

  • You should contact the responsible person who will be delivering the training and your HR Partner.

  • Staff members meeting the criteria for the non-resident allowance, and fellows with a contract of employment of at least two years, shall be entitled to remunerated home leave up to 4 days. This leave must be taken in your home station. The first home leave shall be taken during the 12-month period commencing with the first day of your second year of service. Subsequently, home leave shall be taken once per period of 24 months and entitles you to remunerated home leave of 4 days which must be submitted through the INLer Portal.

  • If you are interested in learning Portuguese, or any other languages, we would suggest you contact Babelium, the language centre at the University of Minho, where INL members have a 25% discount available. Please check their services here: http://babelium.ilch.uminho.pt/en/cursos/.

    E-mail contact: babelium@ilch.uminho.pt or by telephone +351 253 604 171 / +351 253 601 657 / +351 253 601 662

  • Please check here.

  • INL pays 75% of the school fees, for each dependent child, with a maximum annual amount of €5,600. For each child attending an educational establishment outside the local area, INL pays 75% of the school fees incurred, as well as a contribution for accommodations, to a maximum annual amount of €6,400.

    For more information, please contact your HR Partner.

  • You should contact your HR Partner who will support you with their travel arrangements.

    When the Visa is necessary, you should contact your HR Partner once your family members have acquired the Visa. If applicable, HR will also help you with the Visa process.