Procedure for mission authorisation
Missions in Italy and abroad for doctoral students are regulated by the Sapienza Mission Regulations (https://www.uniroma1.it/en/documento/regolamento-missioni-0), as indicated in art. 2 paragraph 2c. Please read the Regulations carefully before applying for mission authorisation.
Doctoral students may request reimbursement of expenses in the case of:
(a) missions related to research projects of which the doctoral student is a member and for which the project leader authorises the mission and reimbursement;
b) missions on the doctoral candidate's own funds (e.g. research start-up calls, Vinci call or other);
c) 10% research budget, for missions in Italy and abroad (ex art. 8 paragraph 12 of the Regulation issued by R.D. 1000/2022);
d) missions by ‘election’, i.e. decided by the College in the interest of the Doctorate as a whole (e.g. Workshops or symposia with other universities), in which case the College will assess the availability of operating funds.
In case of doubt, write to the Coordinator in advance for the appropriate preliminary checks.
All doctoral students (with or without a grant) may request a 50% increase in the grant for missions abroad, for a minimum period of one day and a maximum of 12 months, even if not continuous (see the instructions on the web page of the doctoral office).
BEFORE THE MISSION:
1) Prepare and have signed a letter from the supervisor justifying the mission request, specifying the institution at which the doctoral student will go to do research or the conference at which he/she will attend or participate etc., or the reasons of the missione, to be uploaded in X-UP.
2) Make a request on X-UP (PNRR doctoral candidates must flag the item ‘PNRR funds’) by uploading the letter from the supervisor.
3) Apply on Infostud, following the instructions available on the page ‘Attending a doctorate’, under ‘Suspensions, extensions, work/other activities, travel: how to apply’.
NB: Arrange for insurance cover either by contacting the Sapienza insurance office or another company. In the latter case, you must certify the lower cost compared to the Sapienza insurance policy. Please note: Be sure to inform yourself well in advance.
AFTER THE MISSION:
In all cases:
communicate by email to the Coordinator the end of the mission, enclosing a short written report on the activities carried out (maximum 1,000 characters including spaces), summarising the aims of the mission and the results achieved (the contents can then be included in the “Doctoral student form” to be filled in usually in October); put the supervisor in copy.
In the case of a reimbursable mission:
request reimbursement on X-UP within a maximum of 30 days of return. Bring paper documentation (receipts and payment receipts) to the secretariat within 30 days.
In the case of a mission abroad, to request a grant increase:
go to the Doctoral Office website, page "Attending a doctorate", heading "Suspensions, extensions, work/other activities, travel: how to submit requests" and follow the procedure indicated.
From January 2025, the request for an increase must be submitted on Infostud, uploading the host institution's certification or the coordinator's concluding statement. To do this, it is essential to request the authorisation on Infostud BEFORE departure. If you need the concluding declaration, please fill in the template at the top right of this page; convert the file into a PDF before sending it to the coordinator for signature.
For further information see FAQ https://www.uniroma1.it/it/pagina/faq-dottorato-di-ricerca