UNIVERSITA` DI PISA

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UNIVERSITA` DI PISA

These instructions serve only as an aid to compilation and do not replace the Regulation which are the only valid reference.

The form for the travel request must be compiled by the person travelling. The signature necessary is that of the applicant or of the fund holder if different from the applicant.

• The necessary authorization permits can be provided separately and subsequently to the travel approval, but only prior to making the trip.
  
• In case of additional authorizations needed, enter the reason in the "Notes" field. e.g:

a) absence of public transportation compatible with the travel times
a) the need to transport bulky materials
a) less expensive compared to ordinary means
b) extra-urban taxis due to the absence of public transport compatible with timetables
b) business class flight for long journey
b) business class flight due to the absence of less expensive fares
c) departure from the location where the applicant is for work reasons
c) arrival in a location that the applicant must reach for work reasons
c) departure from/arrival in the place of residence, cost limited to that with departure from/arrival in Pisa
c) departure from/arrival in a location where the applicant is for personal reasons, cost limited to that with departure from/arrival in Pisa
d) absence of alternative accommodation
d) need to reside at the conference venue
d) need to participate in a work lunch that exceeds specified expenses

UNIVERSITA` DI PISA

These instructions serve only as an aid to compilation and do not replace the Regulation which is the only valid reference.

The reimbursement/advance payment request form must be completed by the undersigned applicant, specifying the procedures for carrying out the trip and attaching receipts and proof of expenses documentation
IMPORTANT: The proof of expenses documents must be consigned in their original form, except those available only in electronic format (for which a printed version is sufficient), and those held by another administration, for which the applicant certifies compliance with the original in accordance with Art. 19, 47, 48, 74 of Law 445/2000. The administration is obliged to accept such self-declarations, otherwise it constitutes a violation of the duties of the office (Law 445/2000, art.74 paragraph 1).

• in the initial part the procedures for the effective execution of the work trip must be indicated, which are also used for insurance purposes and in case of payment of a flat-rate reimbursement.
• the Class field must be filled with the value 1 (full professor/associate professor, managers) or 2 (other personnel). This field is due to certain types of expenditure having different spending limits for the two classes;
• if the applicant’s own transport, is used, in addition to motorway tolls and parking fees, according to the UNIPI circular n.15006 of 30/11/2011, reimbursement is of the proportional cost per kilometer as determined by the Automobile Club d’Italia (ACI), obtainable from the ACI link. In this regard, indicate the information (license plate, model, hp) of the vehicle, and use the ACI form to calculate the cost, inserting the value on the TOTAL line in the table "Proportional Costs € / km". Finally, insert the route taken (consistent with what is approved and with the purpose of the trip) and the kilometers traveled. The form calculates automatically when the Calculate button is pressed.
  For petrol-powered vehicles with over 17hp, or diesel over 20hp (corresponding to the maximum reimbursement limits), ACI provides a summary table that can be used to obtain the maximum reimbursible amount.
• in the Notes field: enter any information necessary to document the progress of the trip, e.g. changes with respect to what is authorized and giving reasons, information that does not fit in the upper boxes, etc.;
• trip expense items should be included in the table "Detailed list of trip expenses".
  To add a line choose the type of expenditure from the right-hand menu.
  To delete a line click on the Type field of the line to be deleted;
• The flat-rate reimbursement (only for overseas trips) replaces accommodation and urban transport costs. For multiple periods of 24 hours, use the entry "flat-rate reimbursement" indicating the number of whole days and the corresponding total amount. For a possible further period between 12 and 24 hours use the entry "flat-rate reimbursement 12h".
• other expenses (convention/conference registration, purchases of goods and services e.g. catering, rental of meeting rooms or audiovisual equipment, materials necessary for the performance of the trip, etc.) should be inserted in the second table, OTHER EXPENSES SUSTAINED IN THE NAME AND ON BEHALF OF THE UNIVERSITY. These are to be considered expenses incurred in the name and on behalf of the university. They must be authorized by the head of the institution (before or after final calculation of expenses - see regulations) billed to the structure, and are fully reimbursed, regardless of the method (item-by-item or lump-sum) of the trip reimbursement.

The form makes an automatic calculation of the expenses, applying, within the limits possible, the rules forseen by the Regulations and indicating variations with respect to the applicant’s request. The administration reserves the right to make manual corrections in special cases that cannot be managed automatically (e.g. trips covering more than one country in the same day).

Details

• number each expense document and insert on each line the number of the expense document (it is possible to have more lines for each document, for example in the case of hotel receipts distinguishing accomodation and telephone expenses);
• in the Date and Days columns indicate the initial date to which the expense refers and the duration in days. This information is used to check daily spending limits.
• in the Euro column, report the total amount of the expenditure, indicated in Euros according to the rules laid down in the Regulations (exchange rate effectively used or currency on the initial day of the trip). Any amounts in currency can be indicated in the Description column.
• in the Area column indicate the geographical area to which the expense refers. Use I for expenses in Italy, A-G for trips abroad according to the ministerial tables below. Use H for expenses in Italy which exceed the spending limits for food and accommodation (subject to authorization);
• for accommodation costs in Italy there is a limit of 180 Euros/day, which can be extended after authorization to 270 Euros/day (in this case use the H value in the Area column);
• for accommodation costs abroad there are no limits on spending but only on the service class.
• for food expenses in Italy and abroad there are variable spending limits, see table below.
• expenses for refeshments consumed during the day relating to coffee breaks or locations (bars, restaurants) where business meetings are held are considered essential to the performance of the trip, reimbursable within the limits of the overall limit for meals, and do not constitute additional meals;
• for the cost of meals, also in consideration of greater economy for the administration, the purchase of food and drinks at bars, supermarkets or grocery stores, even with separate receipts, is also reimbursable, provided that the expenses are attributable to the normal consumption by the person on the trip and declared as such by the applicant.
• on trips abroad, the hotel breakfast is considered as a hotel expense.
• The flat-rate reimbursement is only permitted for trips abroad and replaces only the costs of food, accommodation and urban transport. Extra-urban transport costs (including suburban taxis) are travel expenses and are therefore reimbursed separately.

Spending limits for meals and flat-rate reimbursement for trips abroad

The limits depend on the geographical area (see table below). For the flat-rate reimbursement they are the same for all personnel, while for meals there are two classes of personnel. The university uses class 1 for ordinary/associate professors and managers and class 2 for all other personnel. The amounts and the classification of the areas are set by an inter-ministerial decree and cannot be changed by the University.

         Reimbursement   Meals
    AREA flat-rate  Cl.1 Cl.2
    ------------------------
    A     120       60   40
    B     120       60   40
    C     120       60   45
    D     125       70   60
    E     130       80   65
    F     140       85   70
    G     155       95   75
    

Classification of foreign countries

The classification is taken from the interministerial decree of March 23, 2011, and is in alphabetical order. For some countries there are differentiations depending on the city. The most common destinations are highlighted.

AREA	List of countries
A	Afghanistan Australia Botswana Bulgaria Burundi Cipro Comore Eritrea Etiopia Gibuti Grecia Iran Mata Mozambico Nauru Rep. Papua Nuova Guinea Portogallo Romania Ruanda Siria Somalia Spagna Uganda Ungheria Zimbabwe
B	Angola Armenia Azerbaigian Bangladesh Bielorussia Canada Cile Cina Costa_Rica Cuba Egitto Estonia Figi Finlandia Finlandia-Helsinki Georgia Giamaica Guatemala Honduras India Iraq Irlanda Islanda Kazakistan Kenia Kirbati Kirghizistan Lesotho Lettonia Lituania Madagascar Malawi Maldive Maurizio Messico Moldavia Namibia Nepal Nuova_Caledonia Nuova_Zelanda Pakistan Polonia Princ.Monaco Rep.Ceca Rep.Sudafricana Russia-Fed.Russa Salomone Sanca Seicelle Slovacchia Spagna-Madrid Sri_Lanka Swaziland Tajikistan Tanzania Tonga Tukmenistan Tuvalu Ucraina Uruguay Uzbekistan Vanatu Zamia
C	Albania Argentina Bahama Barbados Belize Benin Bhutan Birmania Bolivia Bosnia_Erzegovina Cambogia Cina_Taiwan Colombia Corea_del_Nord Corea_del_Sud Croazia Danimarca Dominica Ecuador El_Salvador Filippine Francia Giordania Gran_Bretagna/UK Grenada Haiti Hong_Kong Indonesia Israele Liberia Macedonia Malaysia Marocco Mongolia Nicaragua Norvegia Panama Paraguay Peru` Rep.Dominicana Russia-Mosca Saint-Lucia Saint-Vincente_e_Grenadine Serbia_e_Montenegro Singapore Slovenia Sudan Svezia Thailandia Tunisia Turchia
D	Algeria Belgio Brasile Burkina Camerun Capo_Verde Ciad Congo Congo_(ex_Zaire) Costa_d'Avorio Francia-Parigi Gabon Gambia Ghana Gran_Bretagnar/UK-Londra Guinea Guinea_Bissau Guinea_Equatoriale Guyana Laos Libia Lussemburgo Mali Mauritania Niger Nigeria Rep.Centrafricana Sao-Tome`_e_Principe Senegal Sierra_Leone Suriname Togo Trinidad_e_Tobago Venezuela Vietnam
E	Arabia_Saudita Austria Bahrein Belgio-Bruxelles Emirati_Arabi_Uniti Giappone Kuwait Oman Quatar Stati_Uniti/USA Yemen
F	Germania Paesi-Bassi Stati_Uniti/USA-New_York Stati_Uniti/USA-Washington
G	Austria-Vienna Germania-Berlino Germania-Bonn Giappone-Tokio Libano Liechtenstein Svizzera Svizzera-Berna Svizzera-Ginevra

Applicant		Classe	Analytical reimboursement Flat-rate reimboursement Advance request
Terms of payment
City		Fund
Departure from		date		hour
Rientro a		data		hour
Own vehicle: plate number, model		km		Cost km ACI
Itinerary				Totale
Notes:
In relation to this work trip, the undersigned requests the reimbursement of related expenses by attaching the expenses report and number of proofs of expenses as foreseen by the Regulations. The undersigned also declares: that the trip took place in the manner indicated above; to have effectively participated in the activities involved in the trip assignment; that any variations with respect to the official approval comply with the provisions of the Regulations, Art. 11 paragraph 3; that all trip expenses for which reimbursement is requested have been incurred by the applicant, who is the sole beneficiary thereof; that for proof of expenses held by another administration, copies of documents are provided with a self-declaration of affidavit, pursuant to Law 445/2000 art.19,47,48,74. (On the copy indicate "I declare that this document conforms to the original, held at ... Date / Signature"). that for documents available only in electronic format, the enclosed copies comply with the original documents issued by the supplier of the goods/services; that the remaining proofs of expenses attached are original; that for the amounts for which reimbursement is requested, a similar request to another administration has not been and will not be presented; in case of flat-rate reimbursement, to be fully eligible to receive reimbursement as foreseen by the regulations; Finally, the undersigned declares that to be fully aware of the legal consequences of making false statements, which are punishable by law according to the Italian penal code and special laws regarding this matter. Date Signature
SUMMARY OF EXPENDITURE DATA (click to update) MISSION: request: ________ Euro, reimboursable: ________ Euro, of which subject to tax ________ Euro. OTHER EXPENSES: ________ Euro. Advance received: ________ Euro.

PARTE RISERVATA ALL'AMMINISTRAZIONE
N.FONDO (tit.cap. cat...)		FIRMA RESP.FONDO
FIRMA RESP. STRUTTURA		FIRMA SEGR. AMM.VO

DETAILED LIST OF MISSION EXPENSES Add entry:accommodationfoodflight (ordinary)flight (extraordinary)trainextraurban bus/shuttleextraurban taxihighwayurban taxi, abroadurban taxi, Italyurban meansrented vehiclepetrol for rented vehicleparkingflat-rat reimb.flat-rat reimb. 12hvisavaccinationinsuranceavoidable agency feesother (taxable)other (not taxable)empty row N.Doc. Type Date Days Euro Area Description A

OTHER EXPENSES SUSTAINED IN THE NAME AND ON BEHALF OF THE UNIVERSITY Add entry:iscrizioneacquisto beniacquisto servizibenzina veicolo servizio These are conference fees and/or other expenses (hiring of meeting rooms, purchase of goods and services, etc.) authorized according to the Regulations and with invoice made out to the University. These are expenses incurred in the name and on behalf of the University, and are fully reimbursed, regardless of the method (item-by-item or lump-sum) of the trip reimbursement. N.Doc. Type Date Euro Description A