Go on a business trip

University Regulations and supporting documents

• Regolamento Missioni e trasferte

• Manuale d’Uso to the U-web Missioni application, by Ufficio Missioni di Ateneo

• FAQ, by Ufficio Missioni di Ateneo

Contacts

DAUIN Business trips	dauin.missioni@polito.it
Pier Paolo Asproni	011 090 7043
Linda Di Natale	011 090 5131
Cesare Sartirana	011 090 7174

Authorization

Request under a project fund or a Work unit
Fill in the application through the online platform Uweb Missioni available at - Missioni on line, according to the following timeline:

• 7 working days prior to departure date;
• 10 working days prior to departure date, in case fund anticipation is needed.

In case of business trips subordinated to reporting, the Professor in charge of the fund should verify its capacity, by using U-GOV, or by contacting the Research Office [1].

NB:The Head of Department authorization is mandatory for all business trips, even when the expenses are completely reimbursed by a third party.

Request under two project funds or two work units
Fill in the application through the online platform Uweb Missioni available at Missioni on line, according to the following procedure:

• Create n. 2 identical authorization requests (same period, destination, route) and, for each one, tick the “Missione cofinanziata” box;
• Do not duplicate costs, instead, enter the estimated amounts, according to the availability of funds;
• As for advance payments, in case of an only project including two work units, namely “reimbursable costs” and “additional resources”, the advance payment can be requested within both requests, whereas, in the case of two separate projects, it can only be requested under one of them.

For timeline, please refer to the previous comma (7/10 working days prior to departure, according to the advance payment necessity).

Adding of a project fund by the Head of Project

1. Select the project on which the estimated travel cost will be allocated.
2. The “AVAILABLE BUDGET” record appears.
   NB: the “AVAILABLE BUDGET” record indicates the estimated remaining budget for the current accounting period, NOT the project financial balance..
3. A budget equal to “0,00” means that:
   
   • No costs are planned for year 2025 or
     oppure
     
   • The entire estimated budget has been used.
     E.g.:
     
     
     
4. In the cases mentioned in comma 3, in order to see the real financial balance or the remaining availability of the allocation plan, please consult the available budget on U-Gov-REPORT PER RESPONSABILE PROGETTO. .
   NB: The “budget disponibile < del costo presunto dell’autorizzazione” request can still be carried on.
   
5. The Ufficio Contabile checks the project financial availability or, in case of funds subject to reporting, verifies the capacity of the related macro-category within the allocation plan.
   NB: In case of real budget shortfall, those concerned will be notified by the Accounting Office.
   NB: In the forecast budgeting phase (July-November), it’s recommended to set up the cost estimation sheet, provided by the Accounting Office.

Payment

Fill in the payment request through the online platform Uweb Missioni , available at MyPoli - Missioni on line, according to the following procedure:

• Digital proofs of expense must be included in the payment request procedure (please make sure that all the documentation is complete). In case of foreign currency, we recommend to indicate the amount actually spent in Euros, with the support of a bank statement;
• The hard copies of the proofs of expenses must be handed over in the General Secretariat letterbox, along with the paper copy of the document Richiesta Missione. Please indicate the type of business trip: subordinated to reporting/not subordinated to reporting.
  

Fill in the payment request through the online platform available at the following link Missioni on line. ‎
The proofs of expense must be included in the payment request procedure (please make sure that all the documentation is complete);

• Digital proofs of expense must be included in the payment request procedure (please make sure that all the documentation is complete)
• Hard copies of the proofs of expenses must be handed over in DAUIN General Secretariat letterbox, along with a supporting document (e.g: paper copy of the authorization request). ‎
  

Payment traceability
According to the L. 207/2024, please note that all the expenses paid in Italy regarding meals, accommodation, travel and non-scheduled public transport (e.g. taxis), will not contribute to taxable income, only if paid with traceable payment methods (debit/credit card, Paypal). If such expenses are paid cash, and therefore untraceable, they will contribute to taxable income. The procedure requires indicating if the expense is untraceable.

Enrollment to conferences‎
Expenses must not be allocated to the business trip, since they are managed separately by the Distretto. Please send the Modulo Pagamenti Esterni to dauin.pagamenti@polito.it.

Travel Agency Policy

On 20.05.2025, the Executive Committee approved new policy concerning the use of the Travel Agency, which extends the service to all the DAUIN Teaching Staff and Researchers, as well as the Technical, Administrative and Librarian Staff of the Distretto.

The agency in charge is Gattinoni. To use the service, please follow the procedure here below:

1. Authorization
enter all the estimated expenses (included those related to Gattinoni) on the Uweb Missioni, iapplication, then flag the SPESA PREPAGATA option on the MODALITA’ DI SOSTENIMENTO SPESA section.

2. Request for Gattinoni services
Once the authorization is granted:

• Send an e-mail with preferences to polito@gattinoni.it
  NB: only for train tickets, please write to btc.sei@gattinoni.it
  
• Send the e-mail in cc to dauin.missioni@polito.it, including the fund (project code in u-gov) on which the expense will be allocated. .

 

NB:When communicating with the Agency, please verify the observance of the applicable ceilings, as per art. 10 of Regolamento Missioni:

3. Reimbursement request
Upon reimbursement, please also include the Agency costs, along with the vouchers and related amounts, as a proof of payment. Finally, flag the SPESA PREPAGATA option on the “MODALITA DI SOSTENIMENTO SPESA” section.