How to submit a travel reimbursement request |
Step 1 – Fill-in the travel reimbursement form
Step 2 – Delivering the travel reimbursement form and preparing additional documents Along with the form please provide all the documents you have available at the time of the meeting (e.g. plane ticket receipt and boarding passes for the incoming flight); you can send all the remaining documents (e.g. boarding passes and train tickets for the return trip) in electronic form after the meeting to Stefania Della Corte, the person responsible for the reimbursement procedure at Sapienza Innovazione, at the following email address: This e-mail address is being protected from spambots. You need JavaScript enabled to view it In case you need to deliver documents in original, please send them to the attention of Stefania Della Corte at the following mailing address: Stefania Della Corte Please note that together with the form we will need electronic copies of your plane tickets, of your boarding passes and of train /long distance tickets. According to COST rules all other expenses (such as hotels and meals) must be reimbursed based on a flat rate (with a few exceptions, such as taxi rides). This conflicts however with Italian fiscal laws, as detailed later in the document. Important: The first time you ask for a reimbursement to IC0902 you will need to provide some additional information required to be introduced in the accounting system, that is
Taxation of flat rate reimbursements
There are a few ways to avoid the application of the taxation, as explained below. 2) Send a declaration released by the tax office stating that the participant is a fiscal resident in the country, taking advantage of a treaty between Italy and the country itself to avoid double taxation, if such treaty exists*. Participants can use the double taxation form available here, by submitting it to the tax office and have it signed**. The declaration must be sent in electronic form, together with the travel reimbursement form and a scanned copy of passport of the participant. The declaration should also be provided in original *preferrably* during a meeting together with the rembursement form or at the mailing address indicated above (if possible by express courier). In this way, again, reimbursements will be issued without any tax deduction. * the list of countries that signed a fiscal treaty with Italy can be found here. ** Note that the form was provided as a template, but a similar one in English emitted by the tax office of the participant's country and stating that she/he pays her/his taxes in that country will work as well. |