Difference between revisions of "Missions"

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A mission is a trip to a location outside Trieste for scientific purposes (e.g. conferences, workshops, courses, summer schools, testing participants in other cities, 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. For more complete information, please refer to this page.

How to get a reimbursement

The reimbursement procedure is now completely online. Go to this website to open new missions, track the progress of your missions, and close missions. This page can also be reached from the SISSA homepage by clicking "Web Services" in the upper bar, then "Missions: Online Forms."

OPENING A MISSION

The first step in the reimbursement procedure is to let SISSA know of your intention of going on a mission. You need to do this at least 7 days before you leave for the mission (2 days before only in the case of conducting experiments with human participants). Go to this website, login using your SISSA credentials and then click "open mission." This will bring you to a form to fill out about your upcoming mission. You will need to provide information about where you are going (including a conference website, if applicable), when you will go, how you will go (e.g., train, plane, bus), and how much it will cost. You can also ask for an advance payment of 75% of the estimated expenses on this form. Note though that advance payments have the same delay as reimbursements, so unless you are asking far in advance you may not receive the advance payment before your mission. Once you have completed the form click "Invia," your completed form will reappear asking you to review the data, do this and then click "Conferma." If you do not click "Conferma" your mission request has not been sent. Immediately after you will receive an e-mail acknowledging the receipt of your request. At this point you have finished opening your mission. If you have any questions while opening a mission you can ask your area secretariat for assistance.

MISSION APPROVAL

Before you receive approval for your mission, your request must be authorized by the head of the funds you are using, the Area Coordinator, and SISSA's finance office. You can check the progress of your mission by clicking on "Archive." In the archive all of your missions are listed along with their status. You can also click the pdf to get more details. However, you don't need to check the website, because when a final decision has been made on your mission request you will receive an e-mail.

CLOSING A MISSION

After you have returned from your mission you need to close your mission to get the reimbursement. You have 60 days from the end of your mission to close it (you'll get a reminder near the end of the 60 days if you haven't yet closed it). To close a mission login to the website and click "Close Mission." On this form you will need to fill in the actual details of your mission: when you left and returned, your means of transportation, and your expenses. For each expense you need to include the date, the type of expense, a description, and the amount (in whatever currency you originally paid). After you have entered all of your expenses and completed the remaining questions click "Invia." You completed form will reappear asking you to review the data, do this and then click "Conferma." If you do not click "Conferma" your mission has not been closed. You will then receive an e-mail containing a pdf with reimbursement request. You need to print the pdf and sign it on the last page. You also need to compile receipts for all the expenses you listed. Attach small receipts to a piece of A4 paper and number each receipt according to the documentation table. Finally, you need to include proof of attendance. This can be a certificate from the conference or school, or a letter indicating your presence signed by the appropriate figure. Staple together the signed reimbursement request, the receipts, and the proof of attendance and turn this packet in to your Area secretariat. At this point you have finished closing your mission. Note: it's a good idea to make a copy of any original receipts you are turning in.

MISSION REIMBURSEMENT

Reimbursable expenses

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

• For travelling: 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.

• 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.

• Meals (Missions outside Italy): to know the maximum amount reimbursable for the country you are going to, check this document.

• 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.