The administrative portal called X-UP is used to submit requests for authorization and payment for travel undertaken by doctoral students.
Travel not requested through the X-Up Portal or not following the required procedure will not be considered authorized and therefore will not be reimbursed.
To access the "NEW X-UP system" administrative services portal, enter the following link: https://xup-saras.cloud in your browser's address bar.
Then:
Click on Institutional Login and log in with your email account name.surname@uniroma1.it and password.
Once logged in, click on Mission Service from the drop-down menu on the left.
From the submenu, select Documentation. Once selected, two video tutorials will appear on the right showing you how to submit a Mission Authorization Request and a Mission Reimbursement Request.
Each mission authorization request must first be approved by your Tutor and approved by the Coordinator.
Please note that the Mission Authorization Request, uploaded to the X-Up platform according to the procedure described in the tutorial, must be received by the Coordinator for approval no later than 15 days before departure (20 days for departures close to holidays). Any application submitted that is not Any request that exceeds this time frame (or is submitted too close to the departure date for the assignment) must be justified with a declaration from the doctoral student signed by the Supervisor. Otherwise, the application will not be considered.
The departure location is the place of service. In the case of a National Doctorate, this is Rome and/or the city of the University providing the scholarship. Departure from home is possible only if it is closer to the assignment location or the cost is lower (Article 11, paragraph 2 of the mission regulations). In this case, please attach printouts of the prices per day and time slot to X-UP to demonstrate the economic convenience.
In exceptional circumstances, travel for assignments from the usual residence to the place of service, i.e. Sapienza University or the University providing the scholarship, will be reimbursed only if this is the place where the doctoral student will be called to carry out primary doctoral activities (conferences, seminars, schools, research periods). The place of service providing the scholarship must be specified in the application. If not specified, Rome will be considered the place of service.
In the Request for As with the Reimbursement Authorization, the Doctoral Coordinator, Professor Alessandro Saggioro, must be indicated as the person responsible for the funds.
Regarding accommodations, doctoral students must choose a three-star hotel.
If choosing a B&B, apartment, or room, the following documentation must be attached to X-up when requesting authorization:
- a self-certification declaring the lower cost of the chosen accommodation compared to the three-star hotel
- an identity document
- a screenshot of three-star hotel prices in the same area for cost comparison.
The departure and return dates for the mission must match the dates entered in the authorization request. For any changes, please enter the change in the "Changes" section of the authorization request.
Upon your return, complete the reimbursement request. All expenses incurred must be entered and attached on the platform (paper receipts and receipts must be submitted to the office by appointment). For flights, boarding passes must also be attached. Meal expenses are supported by a receipt detailing the cost (the (The credit card receipt alone is incorrect.) For foreign countries, where receipts are not required as in Italy, it is necessary to attach a self-certification indicating that the expenses incurred, documented only by credit card receipts, are for meals. Any cumulative meal receipts must be submitted, indicating the amount due based on the number of people. Expenses in languages other than French, English, or German must be translated.
The reimbursement request must also include (attachments section - "Other" drop-down menu):
- For research assignments: the self-certification with the purpose of the request, along with an identity document;
- Poster or conference program if the speaker is present, or the self-certification, as mentioned above, if the attendee is present, or, if issued, a certificate of participation.
Each interested party will be notified via email of the progress of the authorization process.
All documentation required for reimbursement must be placed in a sealed envelope and delivered to Ms. Barbara De Santis, making sure to include their full name. and the relevant mission.
ATTENTION! The documentation must be submitted to the office in order.
For further information on travel, please consult the relevant regulations published in the DETAILS section of the doctoral thesis submission page.
Finally, we would like to highlight a change introduced by the Budget Law regarding the traceability of travel expenses, communicated by the Travel Office:
"Reimbursements for food, accommodation, travel, and transportation expenses incurred with non-scheduled public transportation services pursuant to Article 1 of Law No. 21 of January 15, 1992, for the trips or travel assignments referred to in this paragraph, do not constitute income if the aforementioned expenses are paid by bank or postal transfer or by other payment methods provided for in Article 23 of Legislative Decree No. 241 of July 9, 1997."
Please note that non-scheduled public transportation services include:
taxi services with cars,
car rental services with drivers.
Payment methods considered traceable pursuant to the aforementioned Article 1 of Law No. 21 of January 15, 1992, for the trips or travel assignments referred to in this paragraph, do not constitute income if the aforementioned expenses are paid by bank or postal transfer or by other payment methods provided for in Article 23 of Legislative Decree No. 241 of July 9, 1997.
It is specified that non-scheduled public transportation services include:
taxi services with cars,
car rental services with drivers.
The payment methods considered traceable pursuant to the aforementioned Article 1 of Law No. 21 of January 15, 1992, for the trips or travel assignments referred to in this paragraph, do not constitute income. 23 are: debit, credit, and prepaid cards, bank and cashier's checks, postal or bank transfers, smartphone payment apps linked to a current account, MAV (credit card payment), or other payment systems defined by agreement approved by decree of the Minister of Finance, in consultation with the Minister of the Treasury. In light of the above, starting January 1, 2025, to avoid taxation on the reimbursement of the above-mentioned expenses, employees traveling for business must make payments exclusively using traceable instruments. The employee must submit, in addition to documentation of the expenses incurred, a valid receipt for payments made using traceable instruments. Otherwise, the above expenses will be taxed as employment income based on the beneficiary's tax rates.
PLEASE NOTE: In conjunction with the procedure described above, it will be mandatory to request a travel authorization through the InfoStud platform - "Richiedi VIAGGIO" function - DOCTORATE section - following the instructions therein. The same instructions are also available on the webpage: https://www.uniroma1.it/it/pagina/frequentare-un-dottorato in the SUSPENSIONS, EXTENSIONS, AUTHORIZATIONS FOR WORK ACTIVITIES/OTHER ACTIVITIES, TRAVEL: how to submit requests section.
Please note that this function must always be used, as it is used for annual reporting of all study and research trips undertaken during the doctoral program, as well as to request a scholarship increase for travel abroad.
STUDY ABROAD
The scholarship amount is increased by 50% for any study or research period abroad, which must be previously authorized by the Program Coordinator and supported by a certificate from the host institution, for a period not exceeding 12 months.
To obtain the increase, BEFORE DEPARTURE, it is necessary to
complete the request for authorization for travel abroad for study and research purposes by accessing InfoStud and following the instructions on the platform. The Coordinator will validate the request.
Upon returning from the trip, to receive the increase, it is essential to upload to the platform a certificate issued by the host institution/university specifying the period actually spent abroad (from date "X" to date "Y"), written on the institution/university's letterhead and signed by the person in charge/contact.
N.B. It is not necessary to upload any other documents to the platform!
If the period spent abroad exceeds one month, you can submit a request for an increase on the platform at the end of each month of your stay, uploading the certificate issued by the host institution for the specific period.
The scholarship increase for the period spent abroad can be paid to doctoral students until the end of their scholarship and, for doctoral students without a scholarship starting their 38th cycle, for the entire three-year period. The increase is not available for the period between the end of the three-year period—or any extension—and the date of the final dissertation.
The above financial support is compatible and cumulative with other grants awarded by national and foreign institutions useful for supplementing the doctoral student's activities with stays abroad and with funding from the MUR Youth Fund.