All PhD students planning to travel for research in Italy or abroad must request prior authorization and strictly follow the 'travel procedure' outlined below. This is mandatory regardless of any request for expense reimbursement and/or scholarship increase.
For further information, contact Chiara Nepi (chiara.nepi@uniroma1.it)
The procedure for the 50% scholarship increase must be completed through the PhD Office. For further information, please contact ufficio.dottorato@uniroma1.it.
TRAVEL PROCEDURE
PHASE 1: AUTHORIZATION
AT LEAST 10 DAYS BEFORE DEPARTURE
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Agree on the travel arrangements with your Supervisor (or, if not yet assigned, with the Curriculum Coordinator);
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Request an authorization letter for the research travel from the PhD Coordinator, prof. Donatella Vicari (donatella.vicari@uniroma1.it), specifying:
- First name and last name
- PhD Cycle
- Departure and Return Dates
- Conference / Course / Summer School
- Location
- Role: Participant / Organizer / Speaker (please specify the title of your contribution)
- Estimated maximim expenditure
- Funding source (if PhD Funds, please specify the total amount already spent during the current academic year).
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Complete the request on XUP, attaching the event poster and the detailed conference program;
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In the case of visits to Organizations/Institutes/Universities, an invitation letter on the official letterhead of the host institution must be attached;
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Complete the travel authorization request on Infostud as well, as required by the University.
PHASE 2: REIMBURSEMENT REQUEST
The reimbursement request must be submitted within 6 months of the end of the trip by completing the reimbursement form on XUP.
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Upon return from a conference, a certificate of participation must be attached. If returning from a visiting period, a brief report on the activities carried out and the results achieved is required.
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Expense receipts must be detailed (itemized receipts).
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For the list of required documents, please follow the University Regulations and the attached Vademecum drawn up by the Department's Administrative Secretariat.
N.B. The entire 'travel procedure' must be strictly followed; failure to do so will result in the loss of reimbursement rights.
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PROCEDURE FOR INCREASING 50% SCHOLARSHIP
All PhD students, whether scholarship holders or not, are entitled to a grant for periods spent abroad (even for just a few days) equal to a 50% increase of the standard PhD scholarship amount. Students traveling to countries without healthcare coverage agreements must contact the Insurance Office to activate health insurance for their stay abroad.
To receive the scholarship increase, at the end of the stay abroad, the following documents must be submitted to the University PhD Office:
1) Travel authorization letter (see 'travel procedure');
2) Attendance certificate issued by the host institution at the end of the visiting period, which must specify the start and end dates of the stay.
For further information, please contact: ufficio.dottorato@uniroma1.it