FAQ’s – Travel & Services

Clocking in is required when you leave after 12:00 p.m. or you return within 11:59 p.m.

Yes, if the first class is more cost-effective. In this case, you must always submit the quote for the lowest available second-class/standard fare to demonstrate cost savings (fare comparison screenshot).

Yes, if the flight is intercontinental and longer than 5 hours. In this case, you must demonstrate that there are special flight requirements.

The authorization is given by your immediate Supervisor who authorizes the business travel and the Expense Report.

Simply enter a note in the corresponding line of the Expense Report that details the essential elements, such as the date, quantity, item, and cost.

The obligation to pay exclusively through traceable payment methods, such as credit cards, debit cards, or bank transfers is mandatory only in Italy. In the absence of traceable payments, expenses may be considered taxable income for the employee, resulting in taxation on their payroll. Additionally, such amounts, if incurred in commercial assignments, will not be deductible for the company, leading to a tax penalty (Decreto Legge n. 84/2025).

Boarding passes are required only for job orders subject to financial reporting. They must be attached to the Expense Report, and if they include a QR code, you must save the image from your mobile phone and attach it to the reimbursement in the Expense Report.

In the event of a cancellation due to a strike, the traveler is responsible for promptly contacting the transportation provider to recover any unused or refundable expenses. As a second step, the traveler may be reimbursed by FBK by providing proof of the strike and must forward to FBK any reimbursement received from the carrier or notify FBK if the reimbursement request is denied.

The Travel Services Office must be notified as soon as possible, and adequate justification must be provided and attached to the Expense Report to support the costs incurred.

The Travel Services Office must be notified as soon as possible. If the issue occurs on Saturdays, Sundays, or holidays, contact the Movida service, which is available Monday through Friday from 6:31 p.m. to 8:59 a.m., and all day on Saturdays, Sundays, and holidays;

only telephone contact (NO email or whatsapp) to the dedicated numbers:

+39 349 5839822

+39 331 6187376

The fee will apply even if you call only to receive information.

Charges per call:

€30 + VAT: for support requests managed directly by Movida without the involvement of external suppliers.

€80 + VAT: for support requests that require direct contact with suppliers (e.g. airlines) 

The traveler is responsible for submitting a reimbursement or compensation request directly through the transportation company’s designated link and attaching any receipts for expenses incurred.

The expenses documented and already incurred by the traveler will be reimbursed in advance by the Foundation. It will be the responsibility of the traveler to return the portion relating to the additional expenses reimbursed to the Foundation, when he/shw receives compensation from the carrier.

If the cancellation or delay of flights, trains, or other means of transportation does not result in additional expenses (such as meals, hotels, or alternative transportation), the traveler may still apply directly to the carrier for reimbursement in order to request any monetary compensation to which they may be entitled.

An AVIS car reservation can be changed at any time up to the time of rental at https://www.avisautonoleggio.it, or by calling the AVIS Booking Center at 06 452108020.

• 800 801 180 from Italy for roadside assistance
• +39 06 98240800 from abroad or international cell phones

To pick up the car keys, the person who made the reservation goes to the FBK porter’s lodge.

The car and keys must be returned within the specified time.

Once the car has been parked at FBK, please email [email protected] and copy [email protected], specifying the license plate number, the mileage shown on the dashboard, and confirming that the fuel has been topped up as required.

The FBK policy covers each traveler from the authorized business trip start date and time through the end of the trip. The insurance coverage is valid both in Italy and abroad and applies only during work commitments and travel days, not during vacation leave.

Yes if it’s cost-effectiveness: you always have to attach in the software a quote for a hypothetical departure from your workplace to demonstrate the cost-effectiveness of departing from another location. For km reimbursement when selecting the use of your own car in the software BOX5, you can enter directly here in the portal the route from your workplace and compare the number of kilometers with the route you are claiming from a different departure, save the screenshot and attach it; remember then to delete the route from your workplace, keeping only the one you are claiming from the alternative location. For train or flight routes, please take and attach a screenshot from the same transport provider inserting the same dates and similar times (Trenitalia, DB, Italo; low-cost or standard airlines). 

Yes, you may take vacation leave only after the actual, documented work commitment has ended—not before or during the assignment:

Expenses eligible for reimbursement include travel to and from the work location only if the cost is equal to or lower than the cost of the trip without added vacation. Meals, local transportation, and overnight stays are reimbursable only for the dates of the actual, documented work commitment.

- dates to be entered in the system must include the outbound travel date, the dates of the actual and documented work commitment, and any subsequent vacation days.

- FBK insurance coverage: applies only during the work commitment and the associated travel day

Any costs for meals or lodging that show dates or times outside the activity for which the trip was authorized (such as a meeting or conference) are not reimbursable.

An example: if the conference begins at 10:00 a.m. on 3/2 and ends at 12:00 p.m. on 3/3, receipts issued after 12:00 p.m. on 3/3 are not eligible for reimbursement.

The cost of the return trip from the work location is reimbursable only if the fare is equal to or lower than the cost of the same trip without added vacation.

Remote work (SW) is allowed before or after a business trip only for short periods, unless required for organizational reasons, and without any travel costs charged to FBK for reaching the remote work location (no travel costs to or from the remote work location, even if it coincides with the work location):

Allowable costs: local meals and overnight stays only for the dates of the actual, documented work commitment

- dates to be entered in the system: only the dates of the actual and documented work commitment

- FBK insurance coverage: provided only during remote work period and the actual work commitment

For work commitments in the Municipality of Trento (by either public transportation or a privately owned vehicle), no business trip request is required; only your Unit Head must be informed. Insurance covers throughout the municipality city limits.

If you remain in Trento without stopping at an FBK office and therefore do not clock in, you must record a missed clock-in if your contract requires a single clock-in, or both a missed clock-in and a missed clock-out if your contract requires coverage of the full scheduled workday.

Throughout the Province of Trento, lunch must be paid for using the UpDay card, which has a value of €7. If it is demonstrated that no establishments accepting the UpDay card are available at the business travel location, lunch expenses will be reimbursed up to €7. Full reimbursement is provided upon the traveler's statement of participation in group lunches organized by external parties.

Vehicle reservation, pickup, and drop-off must match the dates and times authorized for the business trip. Early pickup or late return is not allowed, as insurance coverage would not apply.

FBK vehicles must not be used to travel to airports unless there are at least three FBK passengers, as the number of FBK vehicles is limited and they should not be left parked at airports. Instead, public transportation, personal vehicles, or rental cars should be used.

Please note that the FBK car must be returned with a full tank.

When you use your privately-owned vehicle for FBK business, you are covered by comprehensive (kasko) insurance for material damage to the vehicle. Bodily injury coverage for the driver and passengers is always provided under your personal auto insurance policy.

When you use an FBK vehicle, insurance coverage is comprehensive, covering the driver, transported third parties, and damage to the vehicle.

When you use an AVIS rental car, insurance coverage includes comprehensive (kasko) coverage and driver insurance.

You must submit a PR (RdA in Italian) both for prepaid expenses and for any request for reimbursement of expenses incurred.

You do not have to enter a business travel request.

You must submit a PR (RdA in Italian) both for prepaid expenses and for any request for reimbursement of expenses incurred.