A request needs to be submitted to have access to the structures of the Department (PhD classrooms, laboratories, conference rooms). The Head of the Department and the appointed commission (Commissione Spazi del DIA) can assign work stations located in common areas to PhD students. An official request has to be sent to bellini@units.it (cc direttore@dia.units.it), using the form SPA richiesta assegnazione e frequenza spazi, which has to be duly signed and filled in by the applicant. The applicant will be given a set of keys to access the work station. The keys will have to be returned by the end of the PhD.

Some specific rules apply to specific areas of DIA buildings. Get in touch with the supervisors to know more about laboratories

(http://dia.units.it/it/ricerca/ricerca-dipartimento/Laboratori)

PhD students can use DIA facilities outside opening hours when their research requires them to do so. The Head of the Department’s authorization is needed. Get in touch with the Head of the Department at direttore@dia.units.it, stating date, hour and reason for the request. The Head of the Department will get in touch with the security staff.

The student’s supervisor is in charge of fund management, therefore matters related to this subject need to be addressed with the supervisor. Get in touch with the Segreteria Amministrativa before spending your fund (segreteria@dia.units.it, gussetti@units.it), so that your expenses can be assessed (especially recommended for expenses taking place right before the end of the fiscal year).

As far as registration fees to seminars/conferences/training courses and respective trips are concerned, PhD students ought to pay using private savings. The student will have to apply for a refund after the trip. To this aim, receipts/invoices need to display the student’s name. Otherwise, registration fees can be paid by DIA, but the receipts/invoices need to display the name of the Department. In this case, the payment request must be submitted 30 days before the respective deadline:

As of second year, study and research trip expenses can be covered by the student’s research-related fund. First year students’ study and research trip expenses can be covered by the funds of the supervisor/PhD course [first year: not covered by PhD students’ research funds]. Requests for study and research trips need to be completed in time and must:

• be approved by the supervisor, who has to sign the application form after the PhD student. The supervisor has to fill in the form “Modulo A –autorizzazione missione” using the U-GOV code of the respective research project;
• be signed by the Head of the Department, who approves the expenses.

In case of costs covered by the PhD course fund, the request has to be approved by the supervisor and the Head of the PhD course.

Before leaving, PhD students must:

- fill in the form Modulo di Comunicazione Preventiva, sign it and deliver the original to the Segreteria del Dottorato di Ateneo (by mail or in person, emails are not sufficient). The form needs to be signed by the Head of the PhD course, therefore students are advised not to wait until the last minute.

- fill in the form Modulo A - Autorizzazione missione, which can be found at DIA website (section “Modulistica”). The form needs to be duly filled in, including the reason for the request, and delivered to the Servizio Missioni del DIA in the original. The form can be sent by internal mail to the Servizio Missioni del DIA, or it can be posted into the designated box (located in building C2, room C2_T.14). Forms can be also advanced via email to the address direttore@dia.units.it before to be delivered to the Servizio Missioni and signed in original.

The student will get in touch with the Segreteria Amministrativa (segreteria@dia.units.it) to ensure that expenses do not exceed the total budget allocated for the year.

During the study and research trip, PhD students must:

-  record invoices/receipts related to board and lodging, transportation and general expenses. A receipt is needed for every single expense. Invoices need to display the student’s name. Board and lodging expenses need to be recorded separately;

- if possible, when attending conferences, students ought to ask for a certificate of attendance.

After the study and research trip, and within 30 days, PhD students must:

-  fill in the form Modulo Trasferta dottorando-Comunicazione successiva, which has to be sent to the Segreteria di Dottorato with the certificate of attendance;

- fill in the form Modulo B – richiesta liquidazione missione and sign it. Attach receipts and invoices for each expense. Give the form and the attached documents to the Servizio Missioni. Information on suitability of expenses, documentation and requirements can be found in the Regolamento Missioni dell'Ateneo (https://web.units.it/normativa/regolamenti/regolamento-48);

Incomplete or unsuitable forms (A/B), as well as forms lacking the required signatures and documentation, will be processed according to the Regolamento. Therefore, the Servizio Missioni might carry out checks and reject the expense. Get in touch with the Servizio Missioni for further information or explanations.

PhD students funded by ESF scholarships have to follow these guidelines:

a)        study and research trips:

b)      Reasons for enrolment to meetings and workshops need to be accurately explained. The meeting or workshop needs to be described briefly but thoroughly. The certificate of attendance is compulsory, as well as valid fiscal documentation (displaying the student’s name).

Receipts and invoices documenting board and lodging expenses must be submitted with a dichiarazione sostitutiva di atto notorio (art. 76 del DPR 28 dicembre 2000, n. 445), in which the student states that the expenses are exclusively due to research and study reasons.

PhD students funded by ESF scholarships cannot apply for Erasmus+. Yet, they can apply for other international mobility programmes/scholarships.

PhD students can resort to DIA coordinated image handbook and its formats when creating material for presentations and research disclosure. The material must display DIA and University of Trieste logos, according to DIA handbook. DIA coordinated image can be found at Intranet DIA, using University username and password.