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Travel & Reimbursement Requests

All research-related travel must be formally authorized before departure to ensure insurance coverage and eligibility for reimbursement.

1. Before Departure: Authorization Request

Access the e-Travel tool and select "Create a new Travel Authorization Request."

  • Applicant Data: Verify that the "Area" field displays Department of Physics.
    If you do not require reimbursement but need insurance coverage, check the box: "I don’t ask any reimbursement for this travel."
  • Funding (Travel Data): You must specify the fund covering your expenses.
    • Personal Research Budget (20% fund): Use the reference number provided to you by the Secretariat. 
    • Other Funds: If using a supervisor's project fund, specify: Principal Investigator: Surname, Name > FUND.
  • Transportation (Reasons Section): List all planned means of transport.
    Extraordinary Means: If you require a taxi (e.g., due to very early/late arrival or lack of public transport), you must check the "extraordinary means of transportation" box and provide a justification.
  • Advance Payment: If you need funds before leaving (for flights, hotels, etc.), complete this section. Requests should be submitted well in advance; payments are typically processed two weeks before departure.

2. After You Return: Reimbursement Request

Once your travel is concluded, complete the reimbursement process via the e-Travel tool:

  1. Locate your travel: find your authorized request and click the "L" symbol.
  2. Update Travel Data: enter missing details, such as your exact return time.
  3. Other Notes: provide any relevant context (e.g., changes in travel dates, or if the University paid an agency directly for your booking).
  4. List Expenses: enter every expense incurred. You must provide evidence (receipts/invoices) for each item.
  5. Submit Original Documents: to finalize the process, you must send/deliver all original receipts, tickets, and boarding passes to the Mission Office:
    Mission Office > Via Alla Cascata, 56 – 38123 Trento.

Important Reminders

  • Deadlines: Submit your reimbursement request as soon as possible after your return.
  • Boarding Passes: Keep all boarding passes (digital or paper) as they are mandatory for flight reimbursements.
  • Contact: For technical or administrative support, contact: missioni.collina@unitn.it.