Visitors

Who Is an Authorised Visitor?

• visiting professors (individuals)
• participants in workshops, conferences, summer schools
• jury members of thesis defences
• candidates and selection committee members in competitions for teaching and administrative staff vacancies
• experts, auditors, other committees' members

What Is an Authorised Visitor Entitled To?

According to the President's Decision no. 56/17, authorised visitors are 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 flat-rate payment to cover accommodation, meals and occasional local expenses

Request for Invitation of Visitors

The Request for Invitation of Visitors is an administrative document authorising the visitor(s) to visit the EUI or to attend an event organised by the EUI.

In the Request, full details of the planned visit must be specified to provide the Head of Unit with all of the necessary information they might need to sign the request in full knowledge of the facts. The document should be also accompanied by a rough estimate of the visit's cost.

The Request must be filled in and signed by the applicant and then sent to the Head of Unit or, if applicable, Secretary General for approval. 

The Head of Unit is the Head of Department/Service, Director of the Robert Schuman Centre for Advanced Studies, Director of the Max Weber Programme or Director of the Academy of Law.

Prior Authorisation

The Head of Unit can authorise:

• a daily allowance up to €200 for visits in Florence or according to the local ceilings set up in the President’s Decision no. 55/17 for visits elsewhere - see the overview on relevant revision
• the use of private, official or rented car for special reasons declared by the visitor

The Secretary General has to give approval in following cases:

• request for a higher daily allowance
• air travel in business class or equivalent exception
• Taxi ride costing more than €70
• car parking at the airport for more than four days

Financial Commitment (Prior to Event)

The authorising officer by sub-delegation will commit the estimated expenses upon obtaining the Request for Invitation of Visitors which is in compliance with the limits set by the President's Decision no. 56/17.

Please note that in accordance with the Articles 51-54 of the Institute's Financial Rules, legal commitments can only be made after the EUI's Budgetary Commitments.

Expenses Declaration for Visitors

Logging into the paperless reimbursement application URL: https://apps.eui.eu/Reimbursements/ you can invite visitors to submit their reimbursement declaration online.
In the process of submission, they are also asked by the system to provide their bank details which are sent automatically to the Accounting Service.
Inside the application, you will find a manual describing the use of the Reimbursement Platform.

Payment

As soon as the payment is send to the bank, the visitor receives an automatic email informing him/her about his/her reimbursement.

Car, Taxi and Parking Expenses

Unless absolutely necessary, the EUI advises against the use of a private, official or rented car due to the specific itinerary requirements. Travel by car is reimbursed at a flat rate of €0.28 per kilometre.

Taxi expenses are reimbursed up to a maximum of €70 per visit. The receipts for taxi travel must be submitted in originals.

Airport car parking expenses are reimbursed up to four days per visit.

Special Provisions for Theses

The Head of Department can authorise a daily allowance up to €200 per day for visits related to external members of thesis committees.

For the day of the thesis defence only, the Head of Department can authorise a daily allowance up to €400.

In exceptional cases, the Head of Unit can propose that a fee up to €200 (not a daily allowance – contract is not required) can be paid to external members of thesis committees who without being present at the EUI took part in the thesis' revisions/discussion. A fee of up to €200 can be paid to a thesis co-supervisor who cannot attend the thesis defence for reasons adequately justified.

Regulations

President's Decision no. 56/17 adopting general regulations for the EUI visitors and establishing daily allowances.

Forms & Materials

•  Visitor Forms