General instructions
1) All off-site missions (conferences/workshops, short research periods outside Pisa, long-term stays for research purposes) must be communicated to
2) For congresses or workshops, do not register yourself. If there is a registration fee, please complete the dedicated jotform https://form.jotform.com/251311552518046 well in advance of the registration payment deadline. The link to the form can also be found at https://www.dcci.unipi.it/form-online.html. Upon receipt of the request, and after due checks, the secretariat will contact you indicating the procedure to follow.
3) For both short or long term (>15 days) missions, you must complete, at least 10 days before departure, the mission authorization request and, on return, the mission reimbursement request on the U-Web missions portal https://start.unipi.it/missioni-fuori-sede/.
PhD students with a doctoral grant or research grant (Assegno di Ricerca) paid by UNIPI must click on ‘U-Web missions’, in all other cases click on ‘+Modules for those who cannot use the U-Web system’. Please refer to
3bis) For missions involving research stays abroad, two authorisation requests must be opened on the above-mentioned portal: one for the outward journey and the other for the return. For this type of mission, only travel expenses to the destination and back are allowed.
When filling the authorisation request, you must upload the DSCM Co-ordinator and/or Council resolution authorising the research stay (see point 4).
The reimbursement request for the expenses already incurred can be filled in immediately after reaching the foreign location, always remembering to enclose the outward flight boarding pass. Upon return from the research stay, the return boarding pass must be enclosed, not requesting reimbursement of the flight, but any additional travel expenses incurred on that date.
If you have to attend a conference or other events while abroad, you must open a new mission authorisation request by putting the foreign location as your departure point to the destination concerned and request reimbursement upon your return to the foreign location.
4) For long-term periods abroad (> 15 days), PhD students may ask for a +50% grant increase, by following the instructions at the following page: http://dottorato.unipi.it/index.php/en/phd-students-post-docs/item/165.html
In this case, each student should send by e-mail to the coordinator by writing to
After the doctorate board approves the request, the student will receive by e-mail the authorisation to stay abroad (provvedimento d'urgenza o delibera) , and the same document can be used to request for the +50% grant increase. Once received the document the student must submit it to the Doctorate Office by opening a ticket on Sportello Virtuale.
Upon return in Italy, submit the MAG form by following the indications given at the page https://dottorato.unipi.it/index.php/it/dottorandi/item/61.html
In case of long periods abroad interim payments relating to periods already spent abroad (usually not less than 30 days) are possible, using for each period the intermediate "MAG" form and the intermediate certificate from the host institution. Please follow the directions on the aforementioned web page. Information on Erasmus calls can be found here https://international.dcci.unipi.it"
5) After returning from missions involving expenses for which reimbursement is requested, complete the appropriate form on the missions portal and submit the originals of the receipts to the Budget Unit.
If an advance on expenses was requested at the time of the authorisation request, indicate the expenses already reimbursed as well as any new expenses. In the case of participation in congresses, always attach the certificate of attendance.
6) Expenses Documentation
Pursuant to Article 9 of the Rules for Off-site missions, the request for reimbursement of expenses under the analytical mission procedure must be accompanied by
▪ a valid tax document;
▪ proof of the payment in a traceable manner.
It is therefore deemed that the indication on the tax document of the electronic method of payment, where printed at the same time when the document was issued, is sufficient to prove the regularity of the same. The individual payment receipt to be attached to the tax document remains fully valid.
In exceptional cases of loss of the documentation proving the traceable expenditure, it will be possible to show the credit card statement accompanying the expenditure.
Particular attention is recommended in the case of expenses (especially accommodation) booked through portals (e.g. Booking, Airbnb, etc.): it is always essential that the booking payment, which is traceable in itself, is accompanied by an invoice or a receipt issued by the structure providing the service, in respect of which the platforms act as intermediaries.
Alternatively, it is also possible, provided that all the requirements of consistency and congruity are met, to reimburse documents issued by the platform as long as they are invoices and not simple bookings: it is therefore recommended that particular care be taken to ‘flag’ the invoicing menu when making bookings where it is not possible to acquire the document from the facility manager.
