The source of the rules here described is the INFN Regulation on missions (business trips) approved on 30.05.2018
The applications for a mission authorization must be submitted with adequate advance notice on the INFN Portal
PERSONAL RECORDS AND ACCESS TO INFN PORTAL:
Once you are associated to INFN, you need to send your personal records form to the administration office; you will receive your INFN portal credentials via email.
For flight tickets, boat tickets and car rent: please refer to the website of the official INFN agency CISALPINA, reachable through the INFN portal.
Information, guidelines and videotutorials are available in Italian; if you need support, please feel free to contact the TIFPA administration office.
Tickets bought through CISALPINA will be prepaid by TIFPA.
Nevertheless, the costs of prepaid tickets must be mentioned in all the forms related to the business trip.
Please note: in case tickets are bought through a different agency, the tickets can be reimbursed but the agency service fees cannot. Exception: service fees from other agencies are subject to reimbursement only in the exceptional case when CISALPINA agency does not offer such services.
Reimbursement of travel expenses applies only for fiscally valid receipts → HOW TO RECOGNISE A FISCALLY VALID DOCUMENT (in Italian).
Boarding pass and original tickets must be provided to the administration office; otherwise the amount paid will be charged to the traveller.
Meal receipts are subject to reimbursement as long as they are detailed and clearly referred to meals. Starting from Oct. 1st 2018, supermarkets receipts can also be submitted for reimbursement.
Please note: Any meal receipt (even a restaurant receipt) that only states “reparto” or “varie”, can only be reimbursed only up to a maximum of 10 € per day, subject to taxes. A declaration must be submitted to detail the expense.
Guidelines for conference fee payment
In case you intend to apply for a reimbursement to use your own car, you must fill in your car details in the specific page of the INFN portal.
STARTING THE BUSINESS TRIP FROM A LOCATION OTHER THAN POVO/TRENTO:
In case you start your mission in a place different than Povo/Trento, the travel expenses can only be fully reimbursed if economically convenient. In case of prepaid tickets, please pay attention to this fact, otherwise you might be asked to refund INFN for the extra expenses.
Example 1: I live in Padova and I must go to a business trip to Milan: I am only going to be reimbursed the full cost of the ticket Padova to Milan in case it costs the same or less than Trento to Milan.
Example 2: I live in Bolzano and I must go to a business trip to Verona. I am going to obtain only the reimbursement up to the cost of a train Trento-Verona.
A proof of the convenience must be provided.
APPLICATION FOR A REIMBURSEMENT:
Within a month from the end of the business trip you must submit on the portal a reimbursement application and you must submit your original documents to the administrative office at TIFPA.
Please note: in case you do not submit the application and the documents within 6 months from the end of the trip, for upcoming business trips you will not be granted down payments and prepaid tickets.
UNEXPECTED PROBLEMS PREVENTING YOUR DEPARTURE:
If you cannot leave for the business trip you have already planned due to circumstances beyond your control (e.g. health issues), please inform ASAP the administration of TIFPA and TRENITALIA/CISALPINA and provide documents to prove your condition. TIFPA is going to cover all the expenses, including possible penalties.
Please inform the administration about your IRPEF tax rate, in case it is different than the default one (20%).
On the portal INFN, please make sure that the starting and ending times of your business trip is consistent with those on the tickets.
In case of possible exposure to radiations, please contact the administration office.