1. Authorization
Before incurring any expenses, it is necessary to:
-
Agree on the activity with the Supervisor
-
Check the availability of funds (individual budget or project funds)
-
Submit a formal request for authorization via X-UP portal Link portale X-UP at least 15 days before departure
In X-UP: enter detailed information about the mission and, if available, attach a flyer or the event program.
Upload the form X-UP Modulo autorizzazione Tutor missione in the “attachments” section, and then include the person responsible for the funds. If using PhD funds, this is the Coordinator, who authorizes together with RAD and the Director.
Authorization is always required, as it is necessary for insurance coverage. Expenses incurred without prior authorization, or exceeding the approved amount, will not be reimbursed.
Also, submit the travel request on InfoStud for ALL trips before departure, as it is required for the annual reporting of all doctoral activities.
2. Reimbursement Request
Upon return:
-
Submit a reimbursement request via X-UP
-
Attach complete supporting documentation. NOTE: Supporting documents must be originals or PDF copies digitally signed.
-
Expenses must be made using traceable payment methods (such as credit/debit card, bank transfer, PayPal, etc.), with the corresponding receipt provided.
Reference contact for missions: Silvia Pannozzo, Room 4, Wing A, 4th Floor, Department of Management, silvia.pannozzo@uniroma1.it – Tel. Ext. 26929 (0649766929).