Difference between revisions of "Missions"

Revision as of 14:12, 25 March 2013

A mission is a trip to a location outside Trieste for scientific purposes (e.g. conferences, workshops, courses, summer schools, etc). SISSA usually provides students with funds, though they can be limited to the grant you have. If you are about to attend one of these activities, then this information might be useful for you. Here you can find a guide for PhD students. For the complete rules about reimbursement, check this document.

How to proceed to get a reimbursement

BEFORE THE MISSION one should fill out two forms called M1 and Estimation of Expenses.

The M1 form simply includes information about the type, date,location and purpose of the mission, a section for advance payment and your and coordinator of PhD course signature (for authorization). Estimation of expenses specifies each type and amount of expense: transport, accommodation, registration fee, daily allowance etc. that you plan to spend on the mission. Both forms should be handed in to the Sector secretariat, once fully completed and signed.

Ask for help to your PhD secretariat for help if you have any trouble.

Advance payment: an advance of not more than 75% of the estimated expenses can be requested 20 days before departure.

AFTER THE MISSION: Within 15 days of your return you should complete Form M2 and enclose all the documentation necessary for reimbursement. The deadline of 15 days may be extended in case of justifiable need.

Documentation: you are supposed to staple each receipt, bill or ticket on sheets of A4 paper, enumerate them and indicate them in your M2 form. Note that for missions in Italy one has to specify meal expenses so you'd better collect all of your bills. However, for missions abroad this is not necessary.

Reimbursable expenses

Remember to keep all receipts, invoices and boarding passes during the trip

• For traveling: Travel and urban transport expenses are only reimbursed on presentation of original documents/tickets. For the missions you are allowed to use trains (2nd class, double compartment), airplanes (economy class), ships, urban and extra-urban buses, trams, undergrounds, funiculars. The use of taxis, own vehicle, hire car or airport shuttle service “Science Bus” can be used only with previous authorization, or due to emergencies (strikes, health problems, bad weather, etc.).

• Accommodation expenses: The hotel should be equivalent to a 3-star or anyway not more than € 150 a night. Expenses for telephone calls, laundry and bar bills, etc., even if included in the invoice, will not be reimbursed.

• Per diem: €51.65 (Abroad missions). No longer since 31/05/2010

• Meals (Missions in Italy): max. €44,26 a day, reduced by 50% if the visit lasts between 4 and 12 hours. One or more receipts, which must have the name of the bar/restaurant/supermarket, may be presented.

• Other reimbursable expenses: Travel agency fees, Visa expenses (present a photocopy of the visa), Enrolment fees for conferences, courses etc.

• It will not be possible to reimburse receipts which are not signed by the person on the mission or those without the name of the bar/restaurant etc. that issued them.

• If your fellowship is increased by 50% because you are abroad for more than 20 days, you will ONLY be reimbursed for travel expenses and subscription fees for conferences.

Suggestions to properly fill out the forms

• Make sure that your form is both legible and understandable;
• if you ask for a daily allowance: indicate it and specify the number of days. Please note that you can ask for it if and only if you were on mission abroad and you had already asked for it in the estimation of expenses form (the form you should have handed to your Sector Secretary along with the M1 before departure).
• collect all the original tickets, boarding passes, receipts etc... for which you are going to ask reimbursement;
• put them in chronological order and number them;
• staple them down neatly on one/more A4 sheets. The receipts must not stick out of the border of the A4 sheet(s). (Please, remember that other people have to check them so do not attach them in a pile to the M2 and do not simply put them in an envelope);
• Every student has to provide and attach to the M2 form a declaration of his/her actual presence regarding the collaboration/attendance to the conference/meeting issued by a professor or the Organizing Committee of the conference. The declaration of presence/attendance has to be sent to you and attached to the form (i.e. do not ask them to send it to SISSA by post or email);

IMPORTANT: If you have any doubt about what can be reimbursed please ask your Sector Secretariat in advance (even before booking and presenting the M1)! Any deviation from this safe path is at your (and your anticipated money's) own risk.

Simple questions, simple answers

• Are the days spent travelling considered as part of the duration of the mission?

Yes

• If I plan to stay longer in the place of the mission than required to attend the conference/do the work, what should I do?

You must indicate it in the authorization (M1) and it won't be reimbursed.

• If the mission is carried out in my own town of residence, do I get reimbursed?

Just for travel expenses but not for meals or accommodation.

• I asked for an advaced payment but I couldn't carry out the mission, what should I do?

You must return the money within 15 days of the date on which you should have begun the mission. If SISSA does not receive the money, the money will be deducted from your monthly regular payment.

• I lost my air ticket (non-electronic), or someone stole it, what can I do?

The cost of the ticket will be reimbursed on presentation of the report of the loss to the police.

• I lost my boarding passes, how should I procede?

A self-declaration to this effect will be accepted.