Rules for Travelling

26 Jan 2024 (updated 21 Jun 2024)

Disclaimer

This is not official. These are my notes based on my interpretation of the (publicly available) set of rules. Do not base anything on this. I made this because how the rules are applied is not always straightforward.

Here I say "conference" but I mean the base reason for the travel.

You can find the document here.

Where to send the original receipts?

Remember to include the final PDF obtained from the web app too.

Servizio Contabilità, Bilancio e Controllo
Viale Papa Giovanni XXIII, 106
24121 Bergamo

What can be refunded

Travels

Anything that gets you to the conference and back: yes
Daily/weekly public transport tickets: yes
Single public transport tickets: it depends
- If used to move from/to the conference, then yes
- If related to conference social outings, only if there is an official program
- Any other purpose, no

Hotels

During the conference: yes
One night before/after the conference: should be yes, if it is impossible (or very difficult) to travel on the days of the conference
Any other case: no¹

Food

Here "on travel" means stuff bought in highways, airports, etc. Should include also cities touched by flight stops, normal roads you have to traverse and so on, but I haven't had experience with this.

Alcohol is not refunded if not bought in a bar/restaurant (e.g., bottle, can)
- From 21/06/2024: alcohol is not refunded if not bought together with a meal
Food bought during the conference:
- Usually there are little restrictions
- But check the hotel treatment
  - Half-board: only 1 meal at half the day's total (e.g., if the daily total is 50 €, you only get 25 €²)
  - No treatment: full day
Food bought on days outside the conference:
- On travel: it depends
  - Duty free items may not be refunded, especially if it can be brought and consumed in other places (e.g., 1 kg of chocolate, bottled alcohol). This is completely random, they just decide whatever, I had the same items and the same price reimbursed on one mission but not on another.
- Arriving early¹
  - Seems that dinner is refunded
  - Anything else not on travel is not, neither food bought where the conference takes place³
  - Food after dinner is not
- Leaving late¹
  - One meal should be refunded, not clear which
  - Anything else not on travel is not, neither food bought where the conference takes place³

Edits

Some time between Feb 2023 and Aug 2023: they stopped refunding the day before and after the mission's days, because apparently you can always arrive on the same day. In theory, it should be refunded if you manage to prove you couldn't do another way.
29/03/2024: apparently food in duty free zones is not refunded if taken to go and eaten on the spot. Note that this is not the case when buying food in other places, i.e., supermarkets.
21/06/2024: alcohol is not refunded if bought alone, i.e., not in a meal. This was refunded before.

It's not clear if the nights/food are refundable when necessary, e.g., there is only one flight that arrives 2 days before the conference. It seems like it should be reasonable for it to be refunded, but no one actually gave a definitive answer to my questions. Art. 10 comma 4 seems to say that these expenses should be refunded ("NOT refunded: [...] spese di soggiorno riferibili a ulteriori giorni di permanenza non giustificati", so if they are justified they should be refunded).

This seems like it should not happen according to Art. 8 comma 2, since it only references "daily limits" and says that food expenses in case of half-board treatment are under the daily limits for the region, but apparently this is not the case.

This seems like it should not happen according to Art. 9 comma 1, since it clearly mentions "where the mission takes place", but usually Art. 4 comma 5 prevails, since it says that in these days the only expenses that can be refunded are the ones strictly relative to the travel.

Michele Beretta

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