Missions (PhD)

Why do I have to be authorised to go on business trip?
Business trip authorisation

"Staff on business trip" refers to those who do work activities on behalf of the University outside the ordinary seat of work (usually Trieste). PhD students are considered internal staff. Hence, PhD students need to request their business trip authorisation in order to travel (especially for insurance purposes).

Those who go on a business trip with the authorisation are covered by the insurance and are entitled to trip allowance, which is the refund of those costs that are eligible according to the University Business Trips Regulations.

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How does a business trip work? What do I have to do?
Steps to follow

Here is a checklist to help not to forget important steps.

Annexes:
CHECKLIST

Here are the steps you must follow:

Step 1: Speak with your supervisor and your course coordinator
Tell them about the opportunities you’d like to benefit from. They can assist you with your scientific orientation and in using the available resources. If possible, plan your business trip in advance.

Step 2: Contact the administrative offices to know about funds availability and to receive information
Please write an email indicating:

What degree course you are enrolled to (e.g. Physics or Nanotechnologies)
What study cycle you belong to (XXXV, XXXVI, XXXVII…)
What Department you belong to (Physics, Engineering, Chemistry, Medical Sciences)
Your destination
Period of the trip
Reason of the trip
Envisaged costs you will bear
Other facts that may be useful for us or your doubts
Attach the “TrasPre” form which needs to be signed by your supervisor

We’ll try to reply as soon as possible indicating funds availability and what you need to know to submit your business trip request.
Tip: Tip: Considered the high number of PhD students, we may need time to examine your request. Hence, we kindly invite you to write to us at least 7 days before the departure and keep in mind the time you need to prepare your business trip.

Annexes:

Contacts:

PhD in Physics - dottorato.fisica@units.it
PhD in Nanotechnologies - dottorato.nanotecnologie@units.it

Step 3: Submit your TrasPre and your business trip authorisation
After receiving directions from the offices, proceed as indicated below:

Send your signed TrasPre form to the PhD courses Offices of the University (dottorati@amm.units.it) including dottorato.fisica@units.it or dottorato.nanotecnologie@units.it as carbon copy recipient;
Submit the authorisation request to the Department following the directions you were given.

Make your request online via U-Web Missioni.
If you have any doubts about how to fill out the request or what costs you can bear, you can also read the "Business Trips and Mobility Vademecum".

Annexes:

Guidelines for Travels and Mobility (eng)
Form A (authorization request) (eng)
Form for reimbursement advance (eng)

Contacts:

PhD in Physics - dottorato.fisica@units.it
PhD in Nanotechnologies - dottorato.nanotecnologie@units.it
Business trips Service - missioni.df@units.it (recipient of U-Web requests, trip forms and Business trips regulations)

Step 4: Keep your receipts
If you don’t keep them, we won’t be able to refund you. During your business trip, you’ll have to scrupulously keep the original fiscal documents (receipts, invoices, travel documents) (ATM tickets and receipts, photocopies, and scans are not necessary for the refund, but they can be useful for some clarifications).
Please check "Business Trip Vademecum" to know what costs are eligible.

Annexes:

Guidelines for Travels and Mobility (eng)

Step 5: Submit your TrasSucc and your payment request
When you come back, proceed as indicated below:

Send the TrasSucc form, which needs to be signed by your supervisor, to the PhD courses Offices of the University (dottorati@amm.units.it) including dottorato.fisica@units.it or dottorato.nanotecnologie@units.it as carbon copy recipient;
o WARNING! If you attended a conference/meeting, attached the certificate of attendance (it’s mandatory)
Submit your payment request to the Department. You’ll have to use the same format you chose before the departure (paper or U-Web). In addition, bring us the original paper documents.

If you have any doubts, contact us before sending the payment request: we will look together for a solution to the problems.

Annexes:

Contacts:

PhD in Physics - dottorato.fisica@units.it
PhD in Nanotechnologies - dottorato.nanotecnologie@units.it
Business trips Service - missioni.df@units.it (recipient of U-Web requests, refund forms, documents to be sent and Business trips regulations)

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Annexes list for missions (PhD)

Below is the list of attachments you find on the page

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