MISSIONS AND REFUNDS

WHAT IS A 'MISSION'
When traveling for work within your Ph.D. program, your travels are technically called 'missions' and need to be approved beforehand. The authorization form can be downloaded here.
It has recently become possible also to fill in and submit the mission authorization form online. However: The form (and the instructions) are only available in Italian for now (sadly!). The rest of the procedure (collection of all the receipts and refunding requests) is still to be carried out in the usual way. Therefore, once approved, the authorization request will need to be printed and returned after the completion of the mission along with the receipts and the refund request. For the refund request, you can use p. 3 of the old form.

The procedure, in any case, is split into two parts: the mission authorization and the refund application.

AUTHORIZATION

The form must be filled in, accompanied by a brochure/printed webpage of the event (in case the mission is the participation to a scientific event) signed by your supervisor, and handed to Ilaria Longo (based in via Venezia 8 - Ground Floor) before starting the travel, in order for the mission to be timely authorized. It is of the highest importance that the mission is agreed upon with your supervisor and that a clear decision is made with him/her regarding the funds to be used to cover the mission expenses (transportation, housing, meals, registration, ...). The name of such funds has also to be stated clearly in the mission form. Missions longer than 30 days need to be approved by the BMCS Board, so their authorization needs to be asked for well in advance. The administration office will then have your form considered and signed by BMCS Director and Dept of General Psychology director, and will keep it at your disposal in Ilaria Longo's office.

REFUNDS

In case you have selected the BMCS Operating Fund to cover your expenses, once the mission has been completed you can use the same form - properly filled in - in order to apply for expense refunding. In this case, the form must be completed, the fiscal receipts documenting the expenses need to be enclosed and the whole documentation needs to be handed to Ilaria Longo.

Please be advised that if receipts are issued in a form that is not suitable for refund application, you will not get your money back; thus, be sure to be informed before the purchase about the format they need to have by asking to the administration office managing the funds (your supervisor will provide instructions about that). Usually, according to the University mission regulation, eligible expenses for doctoral students are transportation, lodging, visa and meals; if it is a scientific event, the registration to the event is also an eligible expense. In order to have the expense refunded, the receipts need to include the date, amount, currency, type of expense. The original receipt must be included, not a copy. Personal tickets must also include your name (e.g., plane tickets, conference registrations,...) Plane tickets must be also accompanied by boarding cards. Taxi is difficult to refund, you need a convincing explanation; public transportation is preferable.

Additionally, some expenses are not refunded if they exceed a given amount. Train : 2nd class only Plane : Economic class only Hotel: € 130,00 per day Meals: Missions lasting 4 to 8 hours: € 50,00 a day Missions lasting longer than 8 hours: € 100,00 a day. 

In case your mission or travel is longer than 20 days, consider instead applying for a 50% increase in your monthly grant.

Other rules might apply to different sources of funding. If you have doubts, please ask for clarifications beforehand to the administration office managing the funds.

OTHER EXPENSES

The individual fund each doctoral student is endowed with covers only a certain type of expense: missions and course fees. For mission refunds, see above. For course refund (in case you are planning to take any school/seminar/class that requires a fee) please get in touch before the payment to the administration office, to make sure that it is eligible for refunds. The purchase of equipment is not covered by individual doctoral student funds. 

HEALTH ASSISTANCE

Health assistance is not covered by UNIPD. Within the UE, it is covered by the TEAM card. Outside the EU it is recommended to buy an insurance to cover health assistance during the mission period.