Mobility and missions
MISSIONS & MOBILITY
Use this page to plan and authorise research-related travel in Italy or abroad. Short missions, Erasmus+ BIP and other short training mobility, and long-term research periods abroad follow connected but distinct academic and administrative procedures.
BEFORE DEPARTURE
Plan first. Complete the required procedure before travelling.
Discuss the destination, dates and activities with your Supervisor and verify that the mobility is consistent with your doctoral research and training plan. The relevant academic and administrative requirements must then be completed before departure.
For ordinary missions, submit the request through the UNICAM Missions Portal. For a long-term research period abroad, also check the specific mobility requirements and, if you receive a PhD scholarship, the separate procedure for the scholarship increase abroad. Erasmus+ and other funded mobility programmes may require additional procedures.
MISSION
Administrative authorisation
Use the UNICAM Missions Portal before departure for research-related travel subject to the mission procedure.
MOBILITY ABROAD
Academic planning
Agree the research period with your Supervisor and PhD Programme Coordinator and check the requirements applying to your programme and position.
SCHOLARSHIP INCREASE
Separate financial procedure
If eligible, scholarship holders must separately request the increase for the authorised research or training period abroad.
ESSENTIAL OPERATIONAL GUIDE
Mission guidelines for PhD candidates
Consult the complete guide before submitting a mission request. It explains authorisation, advances, eligible expenses, supporting documents, traceable payments, reimbursement and the use of the UNICAM Missions Portal.
PDF · 26 pages · Updated 23 January 2025
IDENTIFY THE CORRECT PROCEDURE
Which mobility procedure applies?
01 · MISSION
Research travel, conferences and short activities
Use the mission procedure for conferences, workshops, laboratory activities, research visits, fieldwork, meetings and other travel connected with your PhD project, unless the activity is organised within a dedicated mobility programme with its own administrative procedure.
The mission request must be submitted through the portal at least two days before departure. Submitting it earlier is strongly recommended, particularly when an advance, special transport or additional insurance is required.
02 · LONG-TERM MOBILITY
Long-term research periods abroad
Long-term mobility must be planned in advance with the Supervisor and PhD Programme Coordinator and must comply with the Training and Research Plan, the requirements of the PhD programme and any conditions associated with the scholarship or funded position.
The mission procedure and, for eligible scholarship holders, the scholarship-increase procedure are connected but separate. Completing the scholarship-increase request does not replace the mission procedure.
Host-institution documentation, scholarship-increase requests, travel registration and certification of the period abroad are explained in the dedicated mobility section.
IMPORTANT · MISSIONS OVER 30 DAYS
Is an additional academic authorisation required?
Under the UNICAM Missions Regulations, missions lasting more than 30 days normally require an additional express authorisation by the competent School body.
COMPULSORY PHD MOBILITY
No additional express authorisation is required when the period corresponds to compulsory mobility provided by the PhD programme.
The research period must still be agreed in advance with the Supervisor and PhD Programme Coordinator, and the applicable UNICAM mission procedure must be completed before departure.
If your mission lasts more than 30 days but is not a compulsory mobility period provided by your PhD programme, check the additional authorisation requirement before departure.
03 · ERASMUS+ BIP / SHORT TRAINING MOBILITY
Courses and intensive training offered by other universities
PhD candidates may participate in an Erasmus+ Blended Intensive Programme (BIP), doctoral school, intensive course, seminar or other training activity organised by a partner or external university, provided that the relevant call admits PhD candidates and the activity is consistent with the individual doctoral research and training plan.
01 · BEFORE APPLYING
Check eligibility and relevance
Verify that the Erasmus+ or external call is open to PhD candidates and discuss the activity with your Supervisor and PhD Programme Coordinator.
02 · BEFORE DEPARTURE
Agree on recognition in advance
If you want the activity or credits recognised within your PhD career, agree on this before participation. Prior approval by the competent academic bodies may be required.
03 · AFTER COMPLETION
Keep the final documentation
Retain the course programme, Certificate of Attendance and, where applicable, evidence of assessment and credits awarded so that the activity can be evaluated and recorded in your doctoral career.
IMPORTANT
An Erasmus+ BIP or another short training mobility is not automatically the same as a long-term research period abroad. The nature and purpose of the activity, the applicable mobility programme and the requirements of your PhD programme must be considered separately from the administrative 30-day threshold. If the mission lasts more than 30 days, also check whether the additional authorisation rule described above applies. Before travelling, verify which Erasmus+ and/or mission procedure applies and which funding source will cover the activity.
BEFORE THE MISSION
Complete the following steps
01
Agree on the scientific activity
Discuss the destination, purpose, dates and expected results with your Supervisor and PhD Programme Coordinator. The activity must be connected with your doctoral project and training programme. For Erasmus+ BIP or external training activities, also clarify in advance whether you intend to request formal recognition in your doctoral career.
02
Identify the applicable procedure
Check whether you are carrying out an ordinary mission, a long-term research period abroad, compulsory PhD mobility, an Erasmus+ activity or another mobility programme.
If your mission lasts more than 30 days, verify whether the additional express authorisation provided by the UNICAM Missions Regulations applies. This additional authorisation is not required for compulsory mobility periods provided by the PhD programme.
03
Check funds and mobility support
Verify the available research budget, the correct cost centre and any restrictions connected with your scholarship, project or funding programme.
If you receive a PhD scholarship and are eligible for an increase during the period abroad, start the scholarship-increase procedure separately and sufficiently in advance.
04
Submit the mission request
Enter the destination, purpose, departure and return dates, means of transport, Supervisor, cost centre, PhD cycle and estimated expenses in the UNICAM Missions Portal.
For foreign destinations, select the relevant foreign-country fields. For non-EU destinations, also complete the insurance information requested by the portal.
05
Complete the authorisation process
Do not depart before the applicable mission procedure has been completed. Mission authorisation is relevant not only for reimbursement but also for the institutional and insurance framework connected with the activity.
Remember that an additional express authorisation for a mission lasting more than 30 days is a separate requirement and applies only where provided by the Regulations. It is not required when the period corresponds to compulsory mobility provided by the PhD programme.
LEAVING FOR A RESEARCH PERIOD ABROAD?
What should I complete before departure?
1. Agree destination, dates and research activities with your Supervisor and PhD Programme Coordinator.
2. Obtain the host institution documentation required for your mobility.
3. Complete the UNICAM mission procedure before departure.
4. If you receive a scholarship and are eligible, submit the separate scholarship-increase documentation.
5. Complete the required travel-registration, insurance and healthcare checks.
6. Check whether any specific condition applies to your PhD programme, scholarship, project or funding source.
2. Obtain the host institution documentation required for your mobility.
3. Complete the UNICAM mission procedure before departure.
4. If you receive a scholarship and are eligible, submit the separate scholarship-increase documentation.
5. Complete the required travel-registration, insurance and healthcare checks.
6. Check whether any specific condition applies to your PhD programme, scholarship, project or funding source.
No separate SAS “departure form” is required simply because the period is compulsory PhD mobility.
The relevant requirements are completed through the applicable academic, mission and scholarship-increase procedures described on the ISAS website. Additional forms may be required only where a specific programme, project or funding scheme provides for them.
Dates connected with the event
The reimbursable mission period may normally begin no more than one day before and end no more than one day after the event or the activity that justifies the mission.
You may travel earlier or return later for personal or organisational reasons, but expenses other than the eligible travel costs may not be reimbursed for the additional days.
ADVANCE PAYMENT
Requesting an advance before departure
Deadline: submit the advance request at least 10 days before departure.
Maximum amount: up to 75% of the documented or reasonably estimated expenses.
Eligible estimates: travel, meals and accommodation.
Documents: upload bookings, quotations, invoices or other evidence supporting the estimated costs.
Maximum amount: up to 75% of the documented or reasonably estimated expenses.
Eligible estimates: travel, meals and accommodation.
Documents: upload bookings, quotations, invoices or other evidence supporting the estimated costs.
At the end of the mission, all supporting documents must be submitted, including those relating to expenses included in the advance request. Any unused or excessive amount must be returned before another advance can be granted.
TRANSPORT
Choosing and documenting travel
Public transport
Keep all original tickets and travel documents. Standard train, bus, metro and economy-class air travel may be reimbursed within the applicable rules. For flights, retain both the invoice or ticket and the boarding pass.
Private car
Use of a private car requires prior authorisation in the mission request and activation of the Kasko insurance option in the portal. Keep motorway-toll and parking documents. These expenses may be claimed only by the authorised driver.
Taxi
Taxi use must be justified in the request or reimbursement documentation. The operational guide indicates a maximum of €25 per day for urban taxi expenses, subject to the applicable regulations and supporting documents.
DURING THE MISSION
Keep complete and valid documents
A payment confirmation alone is not enough
For each expense, retain both the fiscal document describing the purchase and the evidence of traceable payment. A card receipt, bank notification or payment-app confirmation cannot replace an invoice, receipt or other valid fiscal document.
Documents must be:
• original, readable and unmodified;
• dated and connected with the authorised mission;
• sufficiently detailed to identify the goods or services purchased;
• attributable to the PhD candidate requesting reimbursement;
• accompanied by proof of a traceable payment method;
• retained and submitted in chronological order.
• original, readable and unmodified;
• dated and connected with the authorised mission;
• sufficiently detailed to identify the goods or services purchased;
• attributable to the PhD candidate requesting reimbursement;
• accompanied by proof of a traceable payment method;
• retained and submitted in chronological order.
MAIN REIMBURSEMENT LIMITS
Quick reference for missions in Italy
Daily mission duration
Less than 4 hours: travel expenses only.
From 4 to 8 hours: travel and one meal, up to €40.
More than 8 hours: travel and up to two meals, within the daily limit.
From 4 to 8 hours: travel and one meal, up to €40.
More than 8 hours: travel and up to two meals, within the daily limit.
Meals
Up to €80 per day in Italy, within a maximum of three fiscal documents per day. Different limits apply abroad according to the relevant country tables.
Accommodation
Up to €200 per day in Italy for non-luxury accommodation. Different limits apply abroad. For apartment rentals, retain the contract and traceable payment documents identifying the relevant rental period.
Conference and other eligible expenses
The supporting documents may include:
• conference or congress registration invoice;
• certificate of participation;
• poster-printing expenses;
• travel insurance;
• entry visa;
• mandatory vaccinations;
• tickets for activities formally included in the event programme.
• conference or congress registration invoice;
• certificate of participation;
• poster-printing expenses;
• travel insurance;
• entry visa;
• mandatory vaccinations;
• tickets for activities formally included in the event programme.
AFTER THE MISSION
Complete and close the procedure
01
Complete the reimbursement request online
Open the authorised mission in the portal, enter the expenses and submit the reimbursement request. Indicate any advance already received.
02
Print and sign the generated form
Download the final form produced by the portal and obtain the signatures required by the applicable procedure.
03
Submit the original documents
Deliver or send the original fiscal documents and the corresponding traceable-payment evidence to the SAS Administrative Office. Arrange the documents in chronological order.
04
Close missions without expenses
A completed mission with no expenses to be reimbursed must still be closed in the portal by selecting the appropriate “No expenses / Nessun rimborso” option.
SPECIAL CASES
Mission not carried out
Expenses that cannot be recovered may be considered only when the authorised mission was cancelled for exceptional, unforeseeable and documented reasons, such as illness, serious family circumstances, severe weather or sociopolitical events, transport disruption or cancellation of the event.
Lost documents
Lost invoices, receipts or travel documents cannot normally be reimbursed through a self-declaration. Keep the originals carefully throughout the mission.
Additional mission during a period abroad
A separate trip from your host location to another destination for a conference, workshop or research activity is a new mission and must be authorised through the applicable mission procedure before travelling. Contact the SAS Administrative Office in advance if you are unsure how to submit the request while already abroad.
AFTER YOUR RETURN
Consult the complete reimbursement procedure
The dedicated page explains supporting documents, shared expenses, accommodation, conference fees, original receipts and submission to the SAS Administrative Office.
TOOLS AND DOCUMENTS
CONTACTS AND SUPPORT
Ask before travelling when your case is unclear
Contact the SAS Administrative Office before departure when the mission involves special transport, shared expenses, a period already being spent abroad, an advance, non-EU insurance, a mission lasting more than 30 days whose additional-authorisation requirements are unclear, an Erasmus+ BIP or another mobility programme, or funding conditions that are not covered by the standard procedure.
Missions, reimbursements and research budget:
manuela.verdolini@unicam.it
manuela.verdolini@unicam.it
Mobility abroad, scholarship increase and general PhD information:
dottorato@unicam.it