Travel Refund - Procedure and forms

PROCEDURE FOR AUTHORIZATION AND REIMBURSEMENT OF TRAVEL EXPENSES FOR PHD STUDENTS - DEPARTMENT OF MANAGEMENT AND LAW

To request reimbursement, within the limits of available funds for mobility and research expenses or other specific funds:

Travel expenses must be authorized in advance according to the procedures described in the "AUTHORIZATION" section below.
The expenses incurred must comply with the limits and conditions established by university regulations (see the "REIMBURSEMENT" section).

AUTHORIZATION

The authorization form for travel expenses must be sent via email to segreteriaphd@dmd.uniroma2.it, fully completed with the required details and signed by both the PhD student and the supervisor.
The updated form can be downloaded at the following link.
The authorization form must be submitted well in advance before incurring the expense, in any case, at least 15 working days before the travel date. Failure to comply with this deadline may result in non-authorization of the expenses and consequently the inability to reimburse them.
Following your request, the administrative officer responsible for travel expenses at the Department of Management and Law, Dr. Antonietta Valentina Sforza (segreteriaphd@dmd.uniroma2.it), will collect the signatures of the PhD Coordinator and the Department Director and finalize the authorization process by registering the request.
The administrative office will notify you by email that your authorization has been successfully registered.

REIMBURSEMENT

After the travel, you may request reimbursement of the expenses, within the limits of the funds allocated to the PhD student (funds for mobility and research expenses) or other specific research funds. We suggest you ask the office in advance about the available funds each year and to check that the expenses do not exceed the allocated amount.
The reimbursement of specific expense items (e.g., travel, accommodations, etc.) is subject to the limits established by university regulations. The main limits are specified at the following link (Limiti di Spesa), but we suggest to clarify in advance in case of doubts. Note that limits and constraints on expense reimbursement are applied differently depending on the type of personnel (e.g., professors, administrative staff, other categories such as PhD students). For example, PhD students are not entitled to reimbursement for using their private car or advance payment of expenses.
The reimbursement request is made by completing the specific liquidation form, which can be downloaded at the following link.
The liquidation form must be completed and signed by the PhD student and must be accompanied by all original expense receipts (bills, receipts, travel tickets, attendance certificate, etc.).
The signed liquidation form and the original expense receipts must be delivered in person to the administrative officer for travel of the Department of Management and Law, Dr. Antonietta Valentina Sforza, Monday to Friday, from 9:00 AM to 1:00 PM and 2:00 PM to 3:00 PM, in the office located in Building B, 1st floor, Administrative Office. In exceptional cases, where there is an objective impossibility to deliver the documents in person, you are allowed to send them by postal mail to the following address:
Simonetti Cristiana – Antonietta Valentina Sforza,
Department of Management and Law,
Faculty of Economics,
Via Columbia, 2, 00133, Rome.
In this case, however, the Department declines all responsibility concerning the loss of the documents due to postal service issues.
Before submitting the original reimbursement documents, you may request an informal preliminary check for correctness and completeness by sending an email with scanned copies of the documents to Dr. Sforza (segreteriaphd@dmd.uniroma2.it). This submission has no formal value and does not replace the procedure described in point 4), serving only to reduce the likelihood of submitting incomplete or incorrect documentation.

REQUESTS FOR CLARIFICATION OR ADDITIONAL INFORMATION ABOUT TRAVEL

All requests for clarification or inquiries regarding trips and missions must be made in writing and sent to the email: segreteriaphd@dmd.uniroma2.it.
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