MISSION REQUEST
The administrative portal called X-UP is responsible for entering requests for authorization and payment of missions carried out by PhD students.
Missions that are not requested through the X-Up Portal or that do not follow the required procedure will not be considered authorized and therefore will not be reimbursed.
To access the administrative services portal "NEW X-UP system - enter the following link: https://xup-saras.cloud in the address bar of your browser.
At this point:
Click on Institutional Login and authenticate with the email account name.surname@uniorma1.it and the related password
Once logged in, from the drop-down menu on the left click on Mission Service.
From the submenu select the Documentation item. Once selected, two video tutorials will appear on the right that will show you how to make a Mission Authorization Request and a Mission Reimbursement Request.
Each mission authorization request must first be agreed with your Tutor and endorsed 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 reach the Coordinator, for the necessary approval, no later than 15 days before departure (20 days for departures close to the holidays). Any application submitted that does not respect this time frame (i.e. that is submitted too close to the departure for the mission) must be justified with a declaration from the PhD student signed by the Tutor. Otherwise, the application will not be taken into consideration.
The departure location is the place of service. In the case of the National Doctorate, it is Rome and/or the city of the University providing the scholarship. Departure from home is possible only if it is closer to the place of mission or the cost is lower (art. 11, paragraph 2 of the mission regulations). In this case, attach printouts of the prices per day and time slot to X-UP to demonstrate the economic convenience.
In exceptional cases, mission trips from the usual residence to the place of service, i.e. Sapienza or the University providing the scholarship, are reimbursed only if this is the place where the PhD student will be called to carry out specific doctoral activities (conferences, seminars, schools, research periods). It is mandatory to specify the place of service providing the scholarship in the application. If not specified, Rome will be considered as the place of service.
In the Authorization Request, as in the Reimbursement Request, you must indicate the Doctorate Coordinator, Prof. Alessandro Saggioro, as the person responsible for the funds.
For long stays with rental contracts with private individuals, attach printouts of Hotel and B & B prices to X-UP to demonstrate the lower cost of the rental.
The departure and return date from the mission must correspond to the dates entered in the authorization request. For any changes, enter the change in the "Changes" section of the authorization request.
Upon return, fill out the reimbursement request. All expenses incurred must be entered and attached on the platform (paper receipts and receipts must be delivered to the office by appointment), for flights, boarding passes must also be attached. Meal expenses are justified by the receipt with the detail (the credit card receipt alone is not correct). For foreign countries, where the receipt is not mandatory as in Italy, it is necessary to attach the self-certification indicating that the expenses incurred documented only by credit card receipts are related to meals. Any cumulative meal receipts must be entered indicating the amount due based on the number of people. Expenses in languages other than French, English, German must be translated.
The reimbursement request must also be attached (attachments section - drop-down menu other):
For research missions: the self-certification with the purposes of the same, together with the identity document;
Poster or program of the conference if speaker or self-certification, as above, if listener or, if issued, certificate of participation.
Through an email system, each of the interested parties will be notified of the progress of the authorization process.
All the documentation required for reimbursement must be placed in a sealed envelope and delivered to Ms. Barbara De Santis, taking care to indicate your name and surname and the reference mission.
ATTENTION! The documentation must be delivered to the office in order.
For further information regarding the missions, consult the relative regulation published in the DETAILS of the Doctorate presentation page.
Finally, we would like to point out a change introduced by the budget law regarding traceableity of travel expenses, forwarded by the Missions Office:
“Reimbursements for expenses for food, accommodation, travel and transportation carried out by means of non-scheduled public transport services referred to in Article 1 of Law No. 21 of 15 January 1992, for the travel or missions referred to in this paragraph, do not contribute to forming income if the payments for the aforementioned expenses are made by bank or postal transfer or by other payment systems provided for by Article 23 of Legislative Decree No. 241 of 9 July 1997”. It is recalled that non-scheduled public transport services include:
the taxi service with car
the rental service with driver
The payment systems considered traceable pursuant to the aforementioned art. 23 are: debit, credit and prepaid cards, bank and cashier's checks, postal or bank transfers, smartphone payment applications linked to a current account, MAV, or through other payment systems defined by agreement approved by decree of the Minister of Finance, in agreement with the Minister of the Treasury. Given the above, starting from 01/01/2025, in order to avoid taxation of the reimbursement of the above expenses, the employee who goes on a mission must make payments exclusively through traceable instruments. The employee himself must present, in addition to the documentation of the expenses incurred, a suitable receipt of the payment made with traceable instruments; in the absence of this, the amount of the above expenses will be subject to taxation as income from employment based on the recipient's own rates".
ATTENTION: At the same time as the above procedure, it will be mandatory to request a travel authorization through the InfoStud platform - "Richiedi VIAGGIO" function - DOCTORATE section - following the instructions that you will find there. The same instructions are also available on the web page: https://www.uniroma1.it/it/pagina/frequentare-un-dottorato in the section SUSPENSIONS, EXTENSIONS, AUTHORIZATIONS FOR WORK ACTIVITIES/OTHER ACTIVITIES, TRAVEL: how to submit requests.
Please note that this function must always be used, as it is created for the purpose of annual reporting of all study and research trips undertaken during the doctoral career, as well as for requesting an increase in the scholarship in the event of trips abroad.
STUDY PERIOD ABROAD
The amount of the scholarship is increased by 50% for each month spent studying or researching abroad. The periods for which it is possible to obtain financial support are equal to a maximum of 12 months and 18 months for PhD students in co-supervision of thesis. Stays abroad must be previously authorized by the Course Coordinator and proven by a certificate from the host institution.
To obtain the increase, BEFORE LEAVING you must complete the request for authorization to travel abroad for study and research purposes by accessing InfoStud and following the instructions on the platform; the Coordinator will validate the request.
Subsequently, upon return from the trip, in order to receive the increase, it is essential to upload the signed certification of the host Institution/University onto the platform (the certification must show a date after or close to departure relating to the stay abroad) with the indications of the period actually spent abroad (from date X to date Y) and issued on headed paper of the Institution/University and signed by the Manager/Referent of the Institution itself (there is no standard form to fill in)
N.B. It is not necessary to upload any other document onto the platform!
If the period abroad is 7 or more months, a request for financial support can be submitted to the Research Doctorate Sector - courses and careers at the end of each trimester, presenting the certification of the host institution.
The increase in scholarship for trips abroad can be paid to PhD students until the same scholarship is used and, for PhD students without scholarship starting from the 38th cycle, for the entire three-year period. The use of the increase is not foreseen for the period between the conclusion of the three-year career - or even extended - and the date of discussion of the final thesis.
The financial support mentioned above is compatible and cumulative with other scholarships awarded by national and foreign institutions useful for integrating the activity of the doctoral student with stays abroad and with the funding referred to in the MUR Youth Fund.