PhD Activity Budget and Fund tips and instructions

Your "Phd research activity budget" is an amount allotted to the PhD students and every student has the same amount each year. The fund covers the following types of purchases: conference registrations, summer/winter school fees, publication fees, hard/software, research meetings, transportation to/from the aforementioned locations. Experiments costs may be covered but in very rare cases, as these costs ought to be covered first by your PI and then by the research center they are affiliated with.

Image Research Activity Budget Brief Intro

BEFORE PLANNING A TRIP ALWAYS CHECK WITH ADMINISTRATION ON YOUR BUDGET'S AVAILABILITY FOR YOUR CURRENT YEAR. The PhD student research budget is €1629 per solar year.  Should you be in your fourth year expect your advance payments not to match the amount you request in "Gestione trasferte". 

As of January 1st 2025 use of a PhD student's research budget will only be permitted up to the amount available to the PhD student that solar year. Should the amount needed for reimbursement exceed the amount available to the PhD student that year, then the PhD student will have to utilize his PhD supervisor's fund or wait until January of the following year to receive full reimbursement. As always - unused funds from previous years roll over to the next.

Please follow the step-by-step instructions below before planning on  using your budget for research activity, especially in case of going to a conference.

Start with step 1, then, should you participate only online then skip to step 3, otherwise go to step 2.

1) Supervisor pre-approval

Image Supervisor Approval Instructions Jan 2025

2) Travel authorization and reimbursement request process (Gestione trasferte/ E-travel instructions)

Image GESTIONE TRASFERTE CBS Jan 2025

3) Conference registration instructions

Rule of thumb conference payment process: 
1) The university pays conference organizers directly. This is obligatory if conference is Italian. Either way the University prefers less transactions and therefore to pay the organizers themselves, even foreign ones.
2) The University prefers to pay by wire transfer (bonifico). Only should the organizers not accept wire transfers will the CIMeC credit card be possible. Arrangements need to be made with Accounting if this is the case.
3) The university reimburses you after you return from the conference.

Important 1: if you are going to a conference which requires you to become a member of the conference's association, you will first need to pay and then ask for reimbursement, even if the association is Italian. Fill out the form on step 7. 

Important 2:  if you register for an Italian organizer (conference, course, meeting) you mustn't pay them directly because you are going to the conference or course as a public employee. Only UNITN can pay the organizers directly. This is not the case for non-Italian conferences/courses.

All (and only) conference and membership fees, when paid in advance by you, must be accompanied by a receipt/invoice made out specifically to: 

your name and last name
Università degli Studi di Trento 
Via Calepina n. 14 - 38100 TRENTO 
P.IVA IT00340520220

Form you must fill out in order to have UNITN pay for the conference or reimburse you (if foreign conference):

(ITA)  Image Modulo Conferenze CIMeC Bozzi Direttore

(EN)  Image En Bmi01e Vers1.2014 Step By Step Phd Bozzi Director

4) Research period abroad instructions

Image Research Period Abroad Rev

5) Poster printing instructions

Image 2025 Poster Printing Instructions

Richiesta materiali  for printing a poster: 

Image Richiesta MaterialiPOSTER CIMEC 2025

 

6) The travel agency UNITN has an agreement with for all pre-paid travel:

Image Travel Agency Bolgia For UNITN Pre Paid Trips

7) Association membership form

Image Iscrizione Associazioni Con Riquadro Firma Cimec

A note about association membership payments: many conference organizers demand that you become a member of their association in order to send in your abstract. In this case this expense must first be covered by you and then reimbursed at the end of your conference. Be sure that the receipt for this expense is made out in the same way as the invoice heading mentioned above (your name + UNITN address and P.IVA), AND send in the receipt to Servizi Amministrativi Polo Rovereto along with the signed Association Membership form.

Image Payment Process Change For Scientific Association Memberships

 

A video (in Italian) regarding the importance of traveling safely: https://www.youtube.com/watch?v=8iiRGF6SdhI

 

FOR QUESTIONS/COMMENTS PLEASE WRITE TO PHD.CIMEC@UNITN.IT

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