MISSION REQUESTS
As of October 1, 2026, the procedure for requesting prior authorization and reimbursement is handled via the U-Web Missioni platform.
Accessing the platform
Access is available at
https://uniroma1.u-web.cineca.it, under the "Missioni" (Missions) section, using the same institutional credentials already used to view payslips.
Phase 1 — Request for prior authorization (before departure)
Using the "Nuova richiesta" (New request) function, specify the destination, start and end dates and times, departure location, request type, project and fund manager (responsible for the funds covering the mission), reason, and paying department. In the subsequent sections, enter the following details where applicable:
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special means of transport (private car, taxi, rental) with the relevant justification; for private cars, the system calculates the distance using the "Calcola KM" (Calculate KM) function;
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estimated expenses, including any request for an advance payment, which the system calculates based on the itemized expenses entered.
Submit the request using the "Salva ed invia" (Save and send) button, after acknowledging the privacy notice; once authorized, it is automatically registered in the Sapienza official records system. Please note that for PhD students, under the "Request Type" field, you must enter "FPR – Project Funds".
The project manager to be selected on the platform is the PhD program coordinator (Prof. Alessandro Saggioro).
Phase 2 — Return and reimbursement request
Upon return, access the "Le mie missioni" (My missions) section and confirm that the mission took place (or declare that it did not), confirming or correcting the actual dates and times. By selecting "Fill out reimbursement claim" (*Compila rimborso*), you can enter actual expenses, attach the relevant supporting documents (PDF format recommended), and submit the claim using the "Submit reimbursement request" (*Inoltra richiesta rimborso*) option. A supplementary submission function is also available, allowing you to subsequently submit supporting documents that were not included in the original request.
Digital submission of supporting documents meets the requirements for the effectiveness and validity of electronic documents only if a digital signature or other qualified/advanced electronic signature is applied to each document. In this case, there is no need to send the original paper documentation; however, the claimant is required to retain paper copies of the digitally submitted documents for 10 years. An exception is made for documents that are "born-digital" (e.g., Trenitalia or Italo tickets, electronic invoices, and PDF receipts issued by the provider, which are considered original electronic documents rather than scans).
For those who do not possess a digital signature, all original paper documentation must be sent to the following address:
Attn: Giovanna Maisano
c/o Administrative Office, SARAS Department
Faculty of Letters and Philosophy
Piazzale Aldo Moro 5, 00185 Rome
For residents of Rome, documentation may be delivered in a sealed envelope to Giovanna Maisano’s office (Academic Affairs Office/Segreteria didattica, third floor, left corridor, Letters and Philosophy Building), ensuring that your full name and the relevant mission are clearly indicated.
Monitoring
The "My Missions" section allows you to check the progress status of each request at any time (Draft, Pending Approval, Authorized, Completed, Reimbursement Requested, Payment Order Issued, Paid) and to print the request.
Notice regarding the prior authorization requirement
Please note that no mission may be undertaken prior to the issuance of a formal authorization. Undertaking a mission without prior authorization precludes reimbursement of expenses incurred and results in a lack of insurance coverage.
Furthermore, please be advised that it is not possible to request reimbursement for a mission to the institution/university providing the PhD scholarship.
References
U-WEB Missions User Manual: This manual details the various screens and fields to be completed and is available in the "Further Information" section. For assistance with filling out the form, verifying correct fund allocation, or checking the status of requests, please email
phdpeacestudies.saras@uniroma1.it, ensuring the subject line reads:
Mission: [Name-Surname], [Request Date], Attn: Giovanna Maisano
PERIOD ABROAD
The scholarship amount is increased by 50% for any periods of study or research abroad. These periods must be authorized in advance by the Course Coordinator and substantiated by a certificate from the host institution, for a duration not exceeding 12 months.
To obtain the increased amount, you must complete the request for authorization to travel abroad for study and research purposes via InfoStud before departure, following the instructions provided on the platform; the Coordinator will validate the request.
Subsequently, upon returning from the trip, in order to qualify for the allowance increase, it is mandatory to upload the certification from the host institution or university to the platform. This document must specify the period actually spent abroad (from date "X" to date "Y"), be issued on the institution's or university's letterhead, and be signed by the relevant supervisor or contact person at that institution.
N.B. No other documents need to be uploaded to the platform.
If the period abroad exceeds one month, a request for the allowance increase may be submitted via the platform at the end of each month of the stay, by uploading the host institution's certification covering that specific period.
The scholarship supplement for travel abroad may be paid to PhD students for the duration of their scholarship and, for PhD students without a scholarship (starting from the 38th cycle), for the entire three-year program. The supplement is not available for the period between the conclusion of the three-year program—or any extension thereof—and the date of the final thesis defense.
The financial support mentioned above is compatible and may be combined with other scholarships awarded by national or foreign institutions to supplement the PhD student's activities with stays abroad, as well as with funding from the MUR Youth Fund (*Fondo Giovani*).
References