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--- strutture:pd:csn4-theoretical-physics:missions_and_travel [2025/03/05 15:04] – created soerensen@infn.it
+++ strutture:pd:csn4-theoretical-physics:missions_and_travel [2025/06/26 14:10] (current) – [INFN missions] soerensen@infn.it
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+====== Missions and travel ======
+The procedure of how to arrange travel depends on who is paying for your trip. See each of the following subsections to find the case that applies to your trip. Note that in Italian the term "mission" describes a business trip, so that is what you will hear everyone say in this context, even when speaking English. In either case, the mission must be registered and authorized before you book anything and then accounted for after the trip is ended.
+===== University missions =====
+If the university is paying, you arrange the mission through a portal you can find in the following way:
+  - Go to https://www.unipd.it/
+  - Go to the SIT portal which has a link at the top of the page
+  - Log in with your UNIPD credentials
+  - Go to //Servizi personal// -> //Link utili alla persona// -> //Missioni//
+  - Start a new mission with //Avvia la procedura// or go to //Le mie richieste// to see your existing missions
+The exact way to fill out the form depends on exactly which pool of funding the money is coming from, so we cannot include a detailed guide on how to fill out the form. One important general feature that should be pointed out is that there are two main ways of refunding the expenses. The first is //analitico//, which means that you collect receipts that are refunded exactly up to some limit. The second is the //alternative treatment//, also known as //forfettario//. With //forfettario// you are refunded a flat-rate cost which covers meals and accommodation regardless of the exact costs. The rate is determined by the location you are visiting, according to appendix 2 of this document: https://www.unipd.it/sites/unipd.it/files/2024/REG_missioni_EN.pdf
+Note that the flat-rate alternative treatment is only available for missions abroad. For missions in Italy, only the per-item //analitico// treatment is possible.
+After the mission, you need to go back to the same portal and close the mission. To do this, fill in the details of travel tickets in the form. There are no fields for your to fill out the exact cost of non-travel-related expenses, so these are included summing up the expenses yourself and writing the final total in the field "Spese di cui si chiede il rimborso". The details of how you arrive at this number should be written in the field "Note relative al rimborso". All receipts, digital and physical, should be collected into a single pdf to be uploaded on the previous page at the field "Documentazione a support". Aside from being scanned and uploaded, physical receipts must also be delivered to the secretaries. The physical receipts must be accompanied by a declaration saying they agree with the uploaded documents, which you must print and sign. This declaration will be available for you to download after you finalize and close the mission on the web portal. As of writing, the secretary in charge is Costantina Magnifico, and you should deliver the physical receipts and declaration to her.
+Timeline: Be aware that there is a time limit for how long you can delay the closure of the mission. If you exceed this, you may become ineligible for reimbursement. Once the mission is closed, it may take several months before your money is refunded.
+===== INFN missions =====
+If INFN is paying for your mission, you must arrange the mission at INFN portal:
+  - Go to https://portale.dsi.infn.it/#!personale
+  - Login with your INFN credentials
+  - Go to Missions -> Insert Mission
+Maybe someone will eventually give details here on how to fill out the mission, but at least now you know where to do it.
+INFN has recently (Summer 2025) changed the mission portal with the goal of better digitizing the process. There released a guide in English which you can find at the following link: https://www.dsi.infn.it/images/DSI/Aree/rilasci/personale/missioni/Guida_Operativa_NEW_solo_utente-vers_ENGLISH.pdf
+===== ASYMMETRY missions =====
+ASYMMETRY missions are handled as university missions with a special flat-rate refund. Nonetheless, it is crucially important that you open the mission before the trip and remember to close it afterwards. Eventhough the funding might originates from the ASYMMETRY network, the university cannot pay it out to you if you do not comply with the standard mission procedure.