FAQs

Please see the web page Digital Office for information on the procedure.

Please read the information available on the web page Digital Office.

If your mission is cancelled, inform the financial management team as soon as possible, specifying which cost will have to be covered by the EUI. As the EU funded projects do not cover penalty costs, it is important to get in touch with your financial management team ([email protected]) to see where the expenses should be charged.

An authorized visitor is entitled to:

• reimbursement of travel expenses on the basis of the most appropriate and cost-effective means of transport to and from the EUI
• daily subsistence allowance(s) in the form of a flat-rate payment to cover accommodation, meals and occasional local expenses following a set ceiling

For more information on the procedure, rules and forms, please see the web page Digital Office.

To have your eligible costs reimbursed, you will be invited to fill in a request for reimbursement available online. The request must be made within four months following the date of your visit.

For more information, please see the web page Digital Office.

Provided that the cost estimate is included in the thesis defence, a candidate is eligible for a reimbursement.

For more information please visit the Digital office section

Yes, members of thesis defence committees are entitled to reimbursement of costs related to a visit up to ceilings approved by the President.

For more information please visit the Digital office section

You must obtain prior authorization from your Head of Department/Service. For more information on the required internal-external participants' ratio and the signatures needed for authorisation, please see the President's Decision no. 08/08 and the Administrative Procedures Handbook on the Financial Rules & Regulations page.

Please read the information in the Administrative Procedures Handbook (Events Organisation chapter) available on the Financial Rules & Regulations page.

For information related to conference equipment, please see the webpage Room Bookings & Conference Equipment.

Daily allowances are intended to cover also local transport costs. However, according to President’s Decision No. 75/2023 it is possible to claim the reimbursement of local transport expenses (including bus, tram, metro, etc.) upon presentation of relevant supporting documents, within the taxi ceiling of 100 euros per work destination.

The President’s Decision no. 74/2023 defines such expenses, laying down the conditions for their allocation and reimbursement.

Please note that “researchers/fellows/students” (article 4) should be interpreted as PhD Researchers, Master students, and all categories of fellows.

Moreover, when it comes to the “low-cost expenses” (article 1.3) such as small gifts and flowers, authorisation of the Secretary General is not required for expenses up to €50.

a) Small jobs under the ‘200 hours rules’ (Italian legislation decreto 29 marzo 2012, n. 68) are reserved for those who have the ‘status’ of a researcher. The total of these small jobs cannot exceed 200 hours work per academic year (01.09.-31.08.) and the amount is paid before taxes. However, please check with your departments’ policy regarding the number of hours to be worked.

b) In the 1^st and 2^nd year, a researcher is only allowed to take up this type of job; after the 2^nd year, besides the ‘200 hours’ contract, a researcher may also accept other statutory contracts (academic collaborator contract and research assistant contract).

Please see the chapter on academic assistants/academic contract collaborators in the Administrative Procedures Handbook available on the Financial Rules & Regulations page for overview. Details for each type of contract can be provided by Human Resources.

If such a need occurs, please contact immediately the administrative assistant of your unit.

The EUI financial regulations and administrative rules apply here. In addition, special conditions and requirements (regarding personnel costs, research missions, equipment, etc.) of the funding organisation must be followed.

The budget items granted by the funding organisation should be strictly respected. Only expenses directly related to the project and incurred during its course can be charged to it.

For multiannual projects, the funds available (not committed) at the end of a financial year are carried over to the next financial year.

For further details, please contact the project manager in charge of the project.

You should first seek authorisation from the Head of your academic unit. Once the authorization is granted, please contact the relevant project manager at Research Support or the Robert Schuman Centre, or by STG programme managers. In particular, project managers will help you to deal with all administrative and financial forms and requirements necessary for the application (preparation of project budget, online submission of application, obtaining necessary supporting documents and signatures, etc.).

Once the funding organisation formally confirms the funding (for example through the signature of a Grant Agreement), and the project has officially started, you can start using project funds.

Projects are managed by the relevant project manager at Research Support or the Robert Schuman Centre, or by STG programme managers who takes care of financial reporting and expenditure requests, in liaison with the relevant BFA financial team, which is responsible for executing commitments and payments of all project activities.

The EUI is exempt from the VAT for amounts exceeding €300. All invoices addressed to the EUI must contain the following sentence regarding the VAT exemption:

For Italy: “Operazione non imponibile ai sensi dell’art. 72, comma 1, lett. e), e comma 2 del D.P.R. 26/10/1972, no. 633.”

For other EU countries: “VAT exempt according to (Directive 2006/112/EC - Article 151 – and Directive 2008/118/EC - Article 13).”

The EUI is exempt from bollo (stamp duty). If necessary please cummunicate to vendors this exemption mentioning the below references:

"L'Istituto Universitario Europeo è esente dal pagamento delle imposte di bollo, come da Art. 9 dell'Accordo di sede firmato il 10 luglio 1975 (D.P.R. 990/1976) e da Art. 5 del protocollo aggiuntivo No. 2 firmato il 22 giugno 2011 (Legge 182/2014)"

If you are an administrative or teaching staff, please request the certificate from the Human Resources Service. Researchers and fellows with the same request, should contact the General Administration.

In some cases, companies from abroad might ask for a ‘VAT and Excise Duty Exemption Certificate’ which, when necessary, the EUI can provide.

For help and more information on the matter, please contact [email protected].

a. Every hotel booking directly paid by the EUI must go through the EUI’s internal Travel Agency. You cannot book a hotel by yourself and ask for reimbursement by the EUI afterwards. The Travel Agency must be the intermediary between the EUI and the external hotels.

b. Upon your request, the Travel Agency will provide you with the hotel availability, its prices, its terms of option and cancellation policy.

c. In your request you should also inform/negotiate with the Travel Agency about the type of service requested (i.e., normal accommodation or accommodation plus request). On this point, please consult question n. 4.

a. In your request for availability or quotation for a hotel booking, you should indicate the following details: hotel category, location, check-in and check-out dates, type of room and number of rooms.

b. The Travel Agency provides you with a confirmation, cancellation policy, deadline for releasing unbooked rooms, deadline for final rooming list (which varies from hotel to hotel) and a voucher (where required).

a. When you confirm your hotel booking, you need to send along the following details: fund and commitment number, hotel chosen, type of rooms, number of rooms.

a. In a normal accommodation request (which involves a fee) the requester should follow the following procedure on three different dates: 1) first check of rooms booked 2) final check of the rooming list withing the deadline 3) after the deadline, the hotel applies penalties.
N.B. Neither the hotel nor the travel agency need updates in any other moments, unless you have requests for additional rooms or unbook some rooms.

b. For the accommodation plus (which involves a higher service fee including a percentage on the total booking cost), EUI members can communicate rooming variations to the travel agency at any time. The Travel Agency tracks the constant updates of the rooming list and offers customer service to the guests in all stages of the booking.

Yes, you may contact the Travel Agency for a restaurant booking. This procedure is recommended, but not compulsory.

Each Department, Centre and Programme has a dedicated mailbox to which you can send your requests regarding internally (departmental/lump sum) and externally funded projects:

Department of Economics: [email protected]
Department of History and Civilisation: [email protected]
Department of Law & Academy of European Law: [email protected]
Department of Political and Social Sciences: [email protected]
Max Weber Programme: [email protected]
Robert Schuman Centre for Advanced Studies: [email protected]
School of Transnational Governance: [email protected]

Financial officers are also available to you at the EUI campus. For information on their office hours, please contact your functional mailbox.