Phd in MATHEMATICAL MODELS FOR ENGINEERING, ELECTROMAGNETICS AND
NANOSCIENCES

The provisional budget for each PhD student is approximately 1625EUR per year and may be used also for reimbursements of trip expenses.

In addition, for trips abroad Sapienza also grants an additional economic support of approx. 27 eur per day, so-called ""), from cycle 38 also to students without bourse; see the Section "Periodi di studio o ricerca all’estero: come ottenere la MAGGIORAZIONE di borsa del 50%" (unfortunately, the English page is currently outdated) in the page "Frequentare il dottorato".

See below for:
1 - general procedures for ANY trip - authorization on XuP
2 - general procedures for ANY trip: authorization on Infostud and economic support for trips abroad
3 - additional procedures for Sapienza mobility grants

1 - GENERAL PROCEDURES FOR ANY TRIP - AUTHORIZATION ON XuP 

- Every non-personal trip (even if cost-free for SBAI Department) must be authorized in advance, filing a request through the SBAI XuP platform (XuP hereafter, the link is on the right) at least two weeks before departure (one month during summer or Easter or Christmas-Newyear vacations). Please register to the XuP Platform with your PhD institutional email (name.surname@uniroma1.it; this is not  the bachelor student's one).

- Requests submitted on XuP will be subjected to (funding,) educational, and administrative approvals before the final green light from the Director; its status may be checked on XuP. If you are new to XuP, or for administrative issue related to missions, Federica Vantini and Gianluca Telaro can assist you (RM009, ground floor, on the right). Please note that administrative services may be reduced or interrupted during August, Easter, and Christmas-Newyear: please make sure to contact them in advance in those periods.

- In the request, an evidence motivating the trip is always to be attached:an invitation letter, also by email (for scientific collaborations), a conference flier (for conferences participation), and more...

 

- The reimbursement of trips exceeding 180 days is subjected to limitations; please contact the PhD Coordinator or the administration at least one month before departure for further information.

 

- If the trip is to be [partially] reimbursed by the PhD program, please write [add]  "Lorenzo Giacomelli" as Fund Manager and "Fondi dottorato" as corresponding fund. In this case, please wrtie your Supervisor's name as Educational manager if he/she is a member of SBAI Department; else, please write "Lorenzo Giacomelli" as Educational Manager as well.
 

- If the trip is instead not reimbursed by the PhD program, please tick "Reimbursemente from other institution" (in the first page) and write "Lorenzo Giacomelli" as Educational Manager. 

 

- In some cases (such as, but not limited to, a conference participation without presentation, or an extensive trip, or a request in which your Supervisor does not already appear as Fund or Educational manager, and such), you will be asked to attach an evidence (e.g. an email) in which your Supervisor approves your trip.

- Payments must be made only thorugh traceable transctions. For reimbursement it is necessary to exhibit, for each receipt, also a suitable document certifying a traceable transaction. Failure to do so will result in taxation of the corresponding reimbursements.

2 - ADDITIONAL PROCEDURES FOR TRIPS ABROAD

The authorization request to PhD main office through Infostud has become mandatory for all trips, both in Italy and abroad. To request it, please access Infostud and follow the instructions given inside the platform. The Coordinator will validate the request only when the above-mentioned XuP authorization procedure will be completed. 

I therefore ask you to please enter the request on Infostud for all future trips, including those which have already been authorized through XuP, but not yet started.  Reimbursement requests for trips starting after 22 June 2025 will be processed only if the Infostud authorization is present.

The Infostud authorization is necessary for obtaining the additional economic support granted by Sapienza for periods abroad.

The information must be adapted to the type of mission. Example: participation to a conference. "Host Institution" -> conference name, "Type of organization" -> other organization, "Type of mobility" -> study trip, "Reason for travel" -> participation to a conference, "Contact at the host institution" -> conference email or conference webpage.

All information on the additional economic support are available on the dedicated Sapienza web page
 

3 - ADDITIONAL PROCEDURES FOR SAPIENZA MOBILITY GRANTS

- To those who won a Sapienza Mobility Grant, Infostud will ask for an authorization signed by the Coordinator. This authorization will be signed only under two conditions:

1- that the XuP authorization procedure has been completed; to this aim, it is necessary that the PhD Student sends to coordinatore.mmien@uniroma1.it a copy of the authorization, which can be can be printed directly on XuP as follows:
2- that the mobility period coincides with, or is contained in, the period authorized through XuP.