Agenda Plenary MeetingsRefunds policy for examination committee members

Refunds policy for examination committee members

The University of Florence provides the reimbursement of the travel expenses to the committee members who will participate in presence to the doctoral final exams (where Unifi is the home Institution in the cotutelle agreement).

Here the link to the official regulation by Unifi in Italian:

https://www.unifi.it/vp-9733-d-r-1222-2013-prot-n-76803-regolamento-missioni-e-rimborsi-spese.html

 

For the refund, please fill the dedicated form and follow these tips:

• Authorization - it would be useful to attach to the request for reimbursement the request for mission authorization presented at your home institution.
• Eligible expenses - The daily ceiling for meals is 85 euros, for the overnight stay 175 euros. It is possible, instead of the hotel, to rent an apartment or an accommodation through Airbnb. The costs of the minibar or the cleaning costs are not allowed, the agency costs are admittable up to 30 euros.
• Vehicles - The use of private vehicles is not refundable
• Public transportation - Any use of public transportation (bus, metro, train) is admittable presenting the original ticket validated or a copy of the electronic ticket.
• Airplane - For the reimbursement of the airplane, in addition to the detailed invoice of the payment (with information about the travel), the boarding pass - paper or electronic - is required.
• Taxi - Maximum expenses refundable: 25 euros for the urban journey and 90 euros for the extra-urban with a detailed receipt only.
• Accomodation - Usually Unifi refunds two nights in hotel or other accomodation structures, one before or after the exam, and the night of the exam.
• Detailed receipts - Receipts must always be detailed: it must be clear what they refer to, if not a supplementary declaration with information must be attached.
• Traceable payments - Due to a new national legislation, all payments must be made using traceable methods (bank accounts or debit/credit cards) and the receipt must be attached.
• Italian Tax code – To have the refund you need an Italian Tax Code (any public institution cannot otherwise make the payment). If you already got it please write it in the form. If you do not have it, please fill the form (Mod_AA4_8) for the request and we’ll make the application for you in advance.

 

Here the suggestions to fill the form for the Italian Tax Code:
- In section I please tick "Application for a third part" (we are going to ask it on your behalf to speed up the procedure);
- In Section II please tick the option "Allocation of a tax code";
- Include your personal details in Part B;
- Include your residence in Part D;
- In section "Documents enclosed" just mark: "passport" or "identity card" (and send it to us the scan);

Do not fill any other part neither sign it.

For any exigency or doubt, please contact Margherita Mellini (dott-dicea(at)unifi.it).