Authorization/Liquidation Procedure for Missions and Activities Not Classified as Missions
To optimize the authorization and liquidation procedures for missions related to participation in scientific initiatives in Italy and abroad (e.g., courses, conferences, research), the following steps must be followed:
1. Obtain prior agreement on participation in the mission with your Tutor Professor
2. Send an email, preferably 10 days in advance, to the Coordinator requesting authorization for the mission. Copy the Tutor, the Doctorate Teaching Office, and Dr. Giordano Nocchi (giordano.nocchi@uniroma1.it). The request should specify the location and duration of the mission, describe the nature and purpose of the initiative you intend to attend, and confirm that the mission was planned in agreement with your reference tutor. The "authorization form" must be attached, along with any available documentation related to the initiative (e.g., poster, letter of admission, invitation, ecc.).
3. Submit the request for authorization for a study and research mission via Infostud (using the "TRAVEL" function), following the
instructions provided by the Doctoral Sector.
4. At the end of the mission, submit to Dr. Nocchi the "settlement form" along with all original supporting documents required for the reimbursement process, as specified in the current regulations. Additionally, include the necessary tax and bank details. Once the administration verifies the validity of the documentation, the appropriate procedures will be initiated.
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Authorization for the mission is mandatory regardless of whether a subsequent request for expense reimbursement is submitted. However, authorization for the mission does not automatically guarantee full reimbursement.
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For participation in training activities that are not considered missions (e.g., online courses), steps 1 and 2 must still be followed, but the “authorization form” should not be attached. In such cases, the Coordinator will issue an authorization note allocating the reimbursement to Doctorate funds. For the subsequent reimbursement phase (e.g., course registration fees), the “Expense reimbursement” form must be submitted instead of the “settlement form.”
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The forms and the updated Mission Regulations are available on the right-hand side.