Missions

A trip or mission refers to the performance of an institutional activity (e.g. teaching, research, third mission, training, and administrative/management and representative duties) carried out outside the usual place of work, at a location more than 10 km away from it and lasting more than 4 hours, whether within Italy or abroad. The mission must be authorised by the Supervisor and the Coordinator, and then signed and registered by the Head of Department.

Before the Mission

To commence a mission, you must complete Section A of the mission form (the ‘BEFORE THE MISSION’ table, available for download in Italian and English), providing all the required information (highlighted in red). Once completed, the PhD student must sign the page and email it to their Supervisor. The Supervisor will review the form and provide their handwritten signature in the designated section. The PhD student will then send the signed form to the PhD Programme Coordinator at coordinatore.dottorato.lediel@gmail.com for final approval.

Once signed by the Coordinator, the form will be sent to the PhD student in PDF format. At this point, the PhD student must submit the form electronically to the email address direttore.forpsicom@pec.uniba.it for registration. Failure to submit the form for registration before departure will automatically result in the mission expenses not being reimbursed.

After submission, the PhD student will receive a notification email with the reference number of the request within a few hours (or by the following day at the latest). If the notification is not received, the PhD student must contact Dr Teresa Fiore at teresa.fiore@uniba.it.

After the Mission

Once the mission has been completed, the PhD student must follow these steps to finalise the reimbursement procedure:

1. Complete the “POST-MISSION Table” form (file “POST-MISSION Table”, available for download in Italian and English), entering the amounts, the required information and your signature.
2. Collect the original receipts for expenses incurred (meals, transport, conference and trade fair fees, etc.). For online purchases (e.g. flight or train tickets), attach both the printed ticket and the invoice or receipt confirming the online payment. It is advisable to scan or photocopy the originals in case of loss.
3. From January 2025, all expenses must be paid via POS. You must always submit, upon submission of the documentation, both the receipt and a copy of the POS transaction (or a screenshot from online banking showing the transaction details).
4. Certificates of attendance at conferences, trade fairs, lectures or other events justifying the mission must be included. The presence of these documents is essential for reimbursement.
5. If you leave before the date of the event (for example, due to transport or timetable conflicts), you must provide a self-certification document explaining the reason for your early departure. The same applies to your return journey. In this case, please attach screenshots to your reimbursement claim to support your statement.

All documentation must be submitted in hard copy and as originals to the Accounting and Contractual Affairs Unit of the FOR.PSI.COM Department at UniBA, specifically to Dr Grazia Murgolo (grazia.murgolo@uniba.it), who will be the point of contact for matters relating to reimbursements. No reimbursement procedures will be initiated if the documentation is sent electronically.

For LEDIEL PhD students from universities other than UniBa:

1. You may send all original documents by post (standard letter or registered post). We recommend that you send an email to Dr Murgolo (cc’ing the Coordinator) to notify her that you have posted the letter.
2. Alternatively, the documents may be delivered in person at the earliest opportunity.

Address for sending documentation:

For further details on eligible expenses (e.g. maximum limits for accommodation, meals, etc.) and the possibility of receiving an advance against mission expenses, please read the UniBa Mission Regulations

Information on using taxis

In accordance with the Regulations, reimbursement of taxi fares in Italy may be authorised, limited to two journeys within the mission location, provided that the person concerned submits a written request (by completing the form “REQUEST FOR AUTHORISATION TO USE A TAXI”, available for download in Italian and English) to the body that authorised the mission itself, providing adequate justification, in any of the following cases:

cost-effectiveness, i.e. when it is more cost-effective than ordinary means of transport. Cost-effectiveness must be demonstrated by the person responsible by comparing the total expenditure that would be incurred (travel, food and/or accommodation costs) if ordinary means of transport were used

with the equivalent expenditure for the same items arising from the use of the special means of transport. To this end, the applicant must include in the request any relevant comparative data (screenshots of apps or websites demonstrating the comparison of fares).

when the destination of the mission is not served by rail or other ordinary scheduled transport, or the timetable of ordinary transport is incompatible with the performance of the mission;

when there is a need to transport delicate, heavy or bulky materials, to be specified in detail by the applicant.

in exceptional circumstances at the place of work, such as the absence or strike of public transport links to the airport, station or port, or departure or arrival times incompatible with the use of public transport, etc.).