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. 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. Complete the authorization request procedure before departure. Follow these steps:

1. login to My UniTN (top right of any UniTRENTO website);
2. access to "Gestione trasferte" (e-Travel tool);
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" displays the Department's name: Dipartimento di Ingegneria e Scienza dell'Informazione and that the field "Role/Position" shows your status as a doctoral student Dottorando/Assegnista;

  IMPORTANT: Please note that you must have your trip authorised for insurance purposes, even if you are not seeking reimbursement. In this case flag I don’t ask any reimbursement for this travel at the end of this session.

• Travel data section: after filling in the information on the travel, 
  FOR THE USE OF YOUR RESEARCH BUDGET: 
  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 https://dsc.disi.unitn.it/ 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 - click on “Search a Project” and in “PI (Principal Investigator)” insert Surname, Name of the fund's manager, then choose the Fund/Project   

• 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 - you must fill in this section in case you want to request an advanced payment before leaving. The amount indicated is based on your foreseen expenses (flight offers, accommodation offers, etc.). The request must be sent duly in advance in order to facilitate the administration processes. The advanced payment is usually processed two weeks before departure.

We would like to remind you that if you decide to leave and/or return on a day different day from the one indicated on the "Travel Authorization 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 in the "Travel Authorization Request form"; the less expensive one will be reimbursed.

IMPORTANT: even if you are not going to not ask for reimbursement, please note that you must have your travel authorized for insurance reasons. In this case just flag I don’t ask any reimbursement for this travel at the end of the authorization's first part Applicant data.

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 for conferences or schools registration fees.
In any case, travel to the event must have been authorised in advance (see "Travel and reimbursement procedure" above).  

The UniTrento administration office will pay on your behalf in advance. Please note that the procedure may vary depending on the location of the event and the identity of the organisers

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.

1. Fill in the following form: 
   https://forms.gle/qaJudFN6C6xwTtM69 
   you will find the information about the “Fund Code” and the “Fund Manager” in your Student’s career profile https://dsc.disi.unitn.it/. Copy and paste this information into the form 
   
2. Once you have completed the form, you will receive it in PDF format by email. You have to sign the form (pag. 3) and send it 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 information:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organisers
   Don’t send links, send files with the information required
    

Option 1: 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 departmental 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

1. Ask the organisers a pro-forma invoice/payment request with the University details on it (below)
   University of Trento
   Via Calepina n. 14 - 38122 TRENTO
   Tax code and VAT no. IT00340520220 
2. Fill in the following form: 
   https://forms.gle/qaJudFN6C6xwTtM69 
   you will find the information about the “Fund Code” and the “Fund Manager” in your Student’s career profile https://dsc.disi.unitn.it/. Copy and paste this information into the form
   
3. Once you have completed the form, you will receive it in PDF format by email. You have to sign the form (pag. 3) and send it 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 information:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organisers
   Don’t send links, send files with the information required

If you choose payment by departmental credit card

1. Fill in the following form: 
   https://forms.gle/qaJudFN6C6xwTtM69
   you will find the information about the “Fund Code” and the “Fund Manager” in your Student’s career profile https://dsc.disi.unitn.it/. Copy and paste this information into the form
   
2. Once you have completed the form, you will receive it in PDF format by email. You have to sign the form (pag. 3) and send it 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 information:
   - event location
   - event dates
   - registration fee cost
   - a contact email of the organisers
   Don’t send links, send files with the information require