Regulation & Procedures

Each year, doctoral students have to submit their enrolment by the online procedure.

The details on the regulations and procedures are available at: https://www.unitn.it/en/ateneo/1928/enrolment-in-the-1st-and-following-years

Doctoral students have the right to suspend their studies in case of:

• maternity
• serious and certified illness
• internship programmes for the training of teachers (Italian TFA)

Absence due to severe and documented personal rand/or family reasons (other than the ones listed above) must be explicitly authorized by the Doctoral Committee.

The details on the regulations and the form of request for suspension are available at: https://www.unitn.it/en/ateneo/1930/phd-students-withdrawal-suspension-exclusion

The request of suspension must be filled out and sent together with any requested documentation to central doctoral office (phd.office-st [at] unitn.it) and IECS School Secretariat (iecs.school [at] unitn.it) 

BEFORE YOU LEAVE FOR YOUR TRAVEL

1. Before doing the online application please send an email to the IECS School Secretariat (iecs.school [at] unitn.it) keeping your advisor in cc, with the detail of your mission:

• where you go;
• for what reason;
• from which day to which day;
• which fund you are going to use (either Personal or other funds).

2. In order to finalize the authorization request, which must be done before the departure, you should:

1. login to My UniTN (top right of any UniTRENTO website);
2. access to "Gestione trasferte" (e-Travel system);
3. click on "New Travel Authorization Request", steps:

• Applicant data: the data will be generated by the system, please check that the field "Choose the correct area" shows the Department's name: Dipartimento di Ingegneria e Scienza dell'Informazione and the field "Role/Position" shows your status as a doctoral student Dottorando/Assegnista;

  Please note that even if you are not going to ask reimbursement, you must have your travel authorized for insurance reasons. In this case flag I don’t ask any reimbursement for this travel at the end of this session.

• Travel data: after filling in the information on the travel, 
  FOR THE USE OF YOUR RESEARCH BUDGET: 
• UNTIL CYCLE 38^th in the field “Costs must be charged to fund/project number (insert SAP code)” insert:
  • 40300385 if you have a UNITN scholarship;
  • 40400281 if you have a FBK scholarship;
  • 40300471 if you have a DISI scholarship or if you have no scholarship
• FROM CYCLE 39^th ONWARDS in the field “Costs must be charged to fund/project number (insert SAP code)” copy and paste the information you can find in your Student’s career profile next to “Fund Code”

• Please note that you can use your Personal Funds until the end (31^st October) of the third academic year.

  FOR THE USE OF OTHER FUNDS - Principal Investigator: Surname, Name of the fund's manager > FUND 

• in Attachments upload a brochure/convocation e-mail/agenda/poster/screenshot of the event main webpage. This is very important, otherwise the Mission Office will reject your request;

• Further data;
• Advance payment - fill in this part if you want to request an advance on your travel expenses before you leave; in order to receive the advance payment the request must be inserted at least 10 days before the start of the travel.

We would like to remind you that if you decide to leave and/or return on a different day from the one indicated on the "Travel Authorisation Request form", you must submit to the Accounting Office not only all the documents (receipts and bus/train/plane tickets/boarding passes), but also a document showing the travel costs for the day indicated on the "Travel Authorization Request form"; the less expensive one will be reimbursed.

IMPORTANT: even if you do not wish to claim reimbursement, please note that you must have your trip authorised for insurance reasons. In this case, just tick I don’t ask any reimbursement for this travel at the end of the authorization's first part.

AFTER YOU COME BACK

You should:

1. login to MyUniTN;
2. access "Gestione trasferte" (e-Travel system);
3. find your travel and click on the "L" icon (it's important that you don't click on the A in the yellow box or in the A in the red one, the former will archive your mission, the latter will delete it);
4. in the "Travel Expenses Reimbursement Request form" steps:

• Applicant data (the data will be generated by the system);
• Travel data, insert the missing information (return time);
• in Further data - Other notes: enter any information that would be helpful in the reimbursement process, such as: if you have changed the date of your departure/return if the registration was paid for with the Department Credit Card, if the tickets/hotels were booked through a travel agency and paid for directly by the University;

5. Expenses incurred: enter each expense you have had, one by one. You'll need to present the original tickets/receipts to the Mission Office to receive a refund;
6. Send "Travel Expenses Reimbursement Request form".
7. Print out the Expenses Incurred page and bring the original receipts/tickets/boarding passes to the Mission Office (via alla Cascata, 56 Povo) from Monday to Friday 10:00am-12:00pm

NB: the use of a taxi is allowed up to € 30, for travel to/from the airport/railway station and within the mission municipality,

For any further question please refer to the Mission Office: missioni.collina [at] unitn.it (via alla Cascata, 56 Povo)

Additional information:

• All bookings, purchases, registration for conferences and formalities relating to the mission are the responsibility of the doctoral student
• All bookings and purchases should be made in accordance with the criteria of reasonable economical management (expenses relating to taxis, phone calls, internet connections, personal use of car and anything not specified in the University's regulations relating to missions are be reimbursed). When choosing the means of transports, the cheapest option must be used, as well as for accommodation (student residences).
• Travel for personal reasons cannot be reimbursed.

PhD students can use their research budget to pay the fee for conferences or schools registration.
In any case, travel to the event must have been authorized in advance (see section "Travel and reimbursement procedure" above). 

UniTrento administration office will pay on your behalf in advance. The procedure varies depending on where the event is held and who the organisers are

Option 1: The event is in Italy (or organized by an Italian organization) The registration fee MUST be paid by the University by bank transfer. 
It is important that the student does not pay for their own, otherwise they will not be reimbursed.

UNTIL CYCLE 38^th

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” insert:
   •    40300385 if you have a UNITN scholarship;
   •    40400281 if you have a FBK scholarship;
   •    40300471 if you have a DISI scholarship or if you  have no scholarship
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required

FROM CYCLE 39^th ONWARDS: 

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” by coping and pasting the information you will find in your Student’s career profile next to “Fund Code”
   
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required

Option 2: The event is abroad (or organized in Italy by a foreign organization)
The registration fee can be paid by the University by bank transfer or by Department credit card. Bank transfer is always preferable, but it takes longer and you need to start the process as soon as possible.

If you choose payment by bank transfer: 

you must ask a pro-forma invoice/payment request from the organizers with the University details on it (below)
University of Trento
Via Calepina n. 14 - 38122 TRENTO
Tax code and VAT no. IT00340520220 

UNTIL CYCLE 38^th

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” insert:
   •    40300385 if you have a UNITN scholarship;
   •    40400281 if you have a FBK scholarship;
   •    40300471 if you have a DISI scholarship or if you  have no scholarship
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required

​​​​FROM CYCLE 39^th ONWARDS: 

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” by coping and pasting the information you will find in your Student’s career profile next to “Fund Code”
   
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required

If you choose payment by Department credit card: 

UNTIL CYCLE 38^th

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” insert:
   •    40300385 if you have a UNITN scholarship;
   •    40400281 if you have a FBK scholarship;
   •    40300471 if you have a DISI scholarship or if you  have no scholarship
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required

​​​​FROM CYCLE 39^th ONWARDS: 

1. Fill in the FORM-A_Registration (you can find it in the download box) and sign it on page 2
2. on page 3 of the FORM-A fill in both fields “Fondo” by coping and pasting the information you will find in your Student’s career profile next to “Fund Code”
   
3. send the form to the Doctoral School’s Secretariat iecs.school [at] unitn.it with your advisor in CC (otherwise it will not be considered) together with an invitation letter or a screenshot of the event’s webpage with the following info:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organizers
   Don’t send link, send one or more files with the info required