Handbook for Foreign Guests

BEFORE YOUR ARRIVAL

 

• Verify your immigration requirements.
• Translate your educational qualifications.
• Apply for a research or student visa.
• Arrange your health insurance.
• Obtain your Italian Tax Code (codice fiscale) at the Italian Embassy or Consulate.

1. HOW TO ENTER ITALY

• For EU citizens
  If your stay is up to three months, EU and Swiss citizens can freely travel and stay in Italy and other EU countries without any formalities, provided you have a valid ID or passport.
  
  For stays exceeding three months, EU citizens must register at the Register Office (Anagrafe).
  
  
• For Non-EU citizens
  Non-EU citizens need to obtain an Entry Visa to enter Italy. The required documents depend on your country of residence, the length, and the purpose of your stay.
  
  You can apply for two main types of visas:
  
  1. TYPE C: short stay, valid for up to 90 days.
  
  2. TYPE D: long stay, valid for more than 3 months.

Typically, foreign researchers coming to the campus will need either a research visa or a study visa.

2. QUALIFICATIONS (Titoli di studio)

Prior to joining our Department, it is mandatory to present your qualifications. Your documents must be:

• Officially translated by a certified translator.

• Verified and authenticated by the Italian Embassy or Consulate in the country where the degree was issued.

• Submitted together with a Declaration of value (dichiarazione di valore) for the degree.

3. HEALTH INSURANCE (Assicurazione sanitaria)

4. TAX CODE (Codice fiscale)

The tax code (“codice fiscale”) is a personal identification number used in all dealings with Italian public offices and government agencies. It consists of 16 alphanumeric characters and is required for many everyday activities, such as opening a bank account or registering with the Italian National Health System.

You can request your tax code in advance at the Italian Embassy or Consulate in your country by completing the appropriate form.

If you are unable to obtain it before arrival, you can get your tax code once you reach Milan. It is issued free of charge by the local office of the “Agenzia delle Entrate” (the office nearest the Campus is on Via Abetone).

The process is simple and the same for both EU and Non-EU citizens. We will assist you in visiting the local office with the following documents:

• Your passport or ID card, plus a photocopy.
• The completed and signed form.
• A copy of your Entry Visa (for Non-EU citizens only).

WHAT TO DO ON ARRIVAL

 

• Apply for the Permit of Stay (Non-EU citizens only).
• Register with the National Health System.
• Open a bank account.
• Find accommodation.
• Register at the Local Register Office (Anagrafe).

Non-EU citizens

5. PERMIT OF STAY FOR RESEARCH (permesso di soggiorno per ricerca scientifica)

A Residence Permit (or Permit of Stay) is mandatory to formalize your stay in Italy. It can only be issued for the specific purpose indicated on your visa. You must apply for it within 8 days of your arrival in Italy. The Permit of Stay for research will cover the entire period specified in your Hosting Agreement.

You can begin your research activities while waiting for your Permit of Stay to be issued.

Steps to Obtain Your Permit of Stay

1. Upon arrival in Milan, please visit our office (Building 1, third floor). We will help you schedule an appointment with the Sportello Unico per l’Immigrazione (Immigration Office), and accompany you to complete the application.

2. You will need to bring the following documents:

   • Passport.

   • Entry Clearance.

   • Copy of Entry Visa.

   • Tax code (if you don’t have it yet, it will be issued during the process).

   • Dwelling suitability documents (certificato di idoneità alloggiativa).

3. Important note on dwelling suitability: This is a complex requirement. To submit the paperwork properly, you need to have a registered rental agreement for your accommodation. Additionally, your landlord must provide a registered floor plan of the flat (planimetria catastale). You will also need to complete and sign a specific form and provide a revenue stamp (marca da bollo) worth €16.00.

Depending on your place of residence, it may be possible to apply for your Permit of Stay at the local office of Comune di Milano.

The Police Headquarters will issue Form “209” pre-filled with your personal details. With this form, you can then apply at the Post Office – Sportello Amico.

Documents Required for the Application

• Copy of your passport.
• Form “209” filled out and signed.
• Revenue stamp (“marca da bollo”) worth €16.00.
• Copy of the Hosting Agreement.
• Copy of the Entry Clearance.
• Copy of your Health Insurance.
• Copy of your fellowship letter.

Fees to be Paid

• €70.46 for a residence permit valid from 3 months up to 1 year.
• €80.46 for a permit valid for no more than 2 years.
• €130.46 for a permit valid for more than 2 years.
• €16.00 for the electronic revenue stamp (“marca da bollo”) available at tobacconists (“tabaccheria”).
• €30.46 to be paid at the Post Office when submitting the application.

Where to Apply

The closest Post Office to the IEO Campus is located at: Via Ripamonti 167.
Opening hours:

• Monday to Friday: 8:00 a.m. – 7:00 p.m.
• Saturday: 8:30 a.m. – 12:00 p.m.

At the Post Office, you will receive a receipt (ricevuta) which is proof that your application has been submitted. This receipt contains your user ID and password (codice assicurata) to track your application status.

The Post Office will schedule an appointment for you at the Immigration Office (Ufficio Immigrazione), usually about 3 months later. At this appointment, you will be fingerprinted.

Documents to Bring to the Immigration Appointment

• Passport.
• Copy of Entry Visa.
• Copy of Nulla Osta and Form 209 issued by the Prefettura.
• Original postal receipts issued by the Post Office.
• 4 passport-sized photographs.
• Health Insurance valid for one year.
• Hosting Agreement.
• IEO fellowship letter/contract.

After fingerprinting, you will receive a text message notifying you that your Permit of Stay is ready for collection. This usually takes about 3 weeks to 1 month.

The Permit of Stay is an electronic card (similar to a credit card) containing a microchip with your personal details, photograph, and fingerprints in digital format.

Immigration Office Locations and Contacts

• Main Immigration Office (Ufficio Immigrazione):
  Via Montebello, 26, Milan.
  Opening hours: Monday-Friday, 8:00 a.m. – 5:30 p.m.
• Closest Police Headquarters to the Campus:
  Via Chopin, 52, Milan

You can check if your permit is ready on the website:
http://questure.poliziadistato.it/stranieri/
Enter your codice assicurata to track your application. When ready, the message “il permesso è pronto per la consegna” will appear. However, always wait for the official SMS before collecting your permit.

Integration Agreement (Starting March 2012)

According to new Italian regulations, all foreigners entering Italy must sign an Integration Agreement with the Italian Police Headquarters. The goal is to help foreigners integrate better into Italian society.

The Agreement grants some initial credits (crediti).

During the validity of the Permit, you must achieve objectives such as attending compulsory courses in Italian language and civic culture.

Additional credits are awarded for registering with the Italian National Health System or holding a registered rental contract.

6. PERMIT OF STAY FOR STUDY (permesso di soggiorno per studio)

If you need to apply for a Permit of Stay for study reasons, the procedure is much simpler than for research permits.

We will complete the yellow kit (mod. 209), available at any post office with the “Sportello Amico” service, with your personal details. Along with the form, we will attach:

• Your passport.
• A copy of your Entry Visa with the arrival stamp and date.
• A copy of the letter of acceptance you used for your Entry Visa application, stamped by the Embassy.
• A copy of your Health Insurance valid for at least one year.

At the Post Office, you will receive a receipt (“ricevuta”). This receipt is the most important document you will have until you receive your Permit of Stay. It serves as proof that your application has been submitted and includes a user ID and password (“codice assicurata”) to track the progress of your application.

The Post Office will also schedule an appointment (usually about three months later) with the Immigration Office (“Ufficio Immigrazione”) at the local Questura of your place of residence for fingerprinting. For this appointment, you will need to bring:

• Your passport.
• A copy of your Entry Visa.
• The original postal receipts issued by the Post Office.
• Four passport-sized photographs.
• Health insurance valid for one year.
• Your IEO fellowship letter or contract.

Once fingerprinted, you will be notified by text message when your Permit of Stay is ready, typically within three weeks to one month.

You can check the status of your Permit of Stay on the website by entering your codice assicurata. When your Permit is ready, the status will read: “il permesso è pronto per la consegna” (“the permit is ready for collection”). However, you should wait for the official text message before going to collect it.

7. REGISTRY OFFICE (Anagrafe)

8. NATIONAL HEALTH SYSTEM (Servizio Sanitario Nazionale)

In Italy, the healthcare system is managed at the national level by the Servizio Sanitario Nazionale (SSN). Registering with the SSN entitles you to the same benefits as Italian citizens. In particular, the SSN provides:

• A general practitioner (medico di base);

• Hospitalization and treatment (including tests, surgery, and medication during hospitalization);

• Basic medical care;

• Prescriptions for specialist medical care;

• Laboratory tests, medical aids, and devices;

• Ambulance services.

For specialist visits and medical examinations, a small fee (ticket) is required.

Although the SSN (Servizio Sanitario Nazionale) is a national system, it is largely overseen by regional governments and administered by local health authorities called Agenzia di Tutela della Salute (ATS) — Health Protection Agency.

9. ITALIAN SOCIAL SECURITY SYSTEM

Taxation in Italy is levied at the national, regional, and municipal levels.

The Italian tax system is administered by the Italian Revenue Agency (Agenzia delle Entrate).

The tax year runs from January 1st to December 31st.

In Italy, taxes are divided into two main categories:

• Direct taxes: applied to individuals’ income (known as IRPEF) and to the income of enterprises or companies (the latter generally does not apply directly to researchers).
• Indirect taxes: applied to goods, services, and imports (such as IVA, equivalent to VAT), regional production (IRAP), and real estate (ICI).

All workers are subject to income taxation or taxes on other benefits. The amount of tax owed depends on the type and duration of the employment contract.

10. RIENTRO CERVELLI

Since September 2003, a new law in Italy grants tax benefits to both foreign and Italian scientists.

This tax reduction applies to foreigners who can prove that they have been actively engaged in research or held a tenure position at a foreign public or private university or research institute for at least two consecutive years.

According to this Italian regulation, eligible foreign researchers can pay income tax on only 10% of their income for three consecutive years, starting from the calendar year in which they become tax residents in Italy. You become a tax resident if you have an income in Italy for at least 183 days within the calendar year. Since tax residency is determined on a calendar-year basis, arriving in Italy early in the year (e.g., January or February) means you will become a tax resident within that same year, thus benefiting from the tax reduction for three consecutive years.

If eligible, you will only pay taxes on 10% of your actual income earned in Italy.

This tax reduction can be applied for a maximum of three fiscal years.

Minimum requirements to qualify are:

• Possession of a university degree or equivalent.
• Permanent residence abroad at the time of deciding to move to Italy.
• At least two consecutive years of research activity at a university or research institute abroad.

Documents required for the application include:

• University degree certificate (translated into Italian).
• Certificate of residence proving that your previous residence abroad was permanent, not temporary.
• Official certification of your research or tenure activity for at least two consecutive years.
• Registration at the Register Office (Iscrizione anagrafica) or certificate of residence or domicile.
• Certificate of residency in Milan.

11. OPEN A BANK ACCOUNT

The easiest way to receive your salary and manage your finances is to open a bank account in Italy.

Required documents may vary depending on the bank, but the essential ones generally include:

• Passport or ID card.
• Tax code.
• Fellowship or contract as proof of financial support.
• For Non-EU citizens, postal receipts as proof of your Permit of Stay application. Once you receive your Permit of Stay, be sure to provide it to the bank as soon as possible.

GENERAL INFORMATION

12. ACCOMMODATION

To look for accommodation, you can visit various websites that list offers for rooms or shared flats. Some useful sites include Immobiliare.it, Casa.it, SoloAffitti, Bacheca.it, Airbnb and Kijiji.

In Milan, the average rent for a single room is around 400 euros, while a double room usually costs about 300 euros per person, typically requiring a two-month deposit.

Renting through real estate agencies tends to be more expensive. Usually, you’ll need to pay a fee equivalent to one month’s rent to the agency, plus three months’ rent in advance and a one-month deposit.

13. PUBLIC TRANSPORT

In Milan, public transport is managed by ATM (Azienda Trasporti Milanesi), which also offers information in English. The network includes 4 metro lines and about 120 surface lines (buses and trams).

Here are three types of annual subscriptions available:

• Monthly subscription: costs €35.00 for unlimited trips; rechargeable monthly.
• Weekly subscription: costs €11.30 for unlimited trips from Monday to Sunday; rechargeable weekly.
• Annual subscription: costs €330.00. Please note that there is a 10% discount for IEO staff. If you’re interested, please visit the DEO Personnel Office on the third floor of building 1.

Additionally, you will need to purchase an electronic card for €10.00, which is valid for four years. You can obtain this card at any ATM service point.

ATM service points are located at:

• Cadorna (MM1 Red Line and MM2 Green Line).
• Duomo (MM1 Red Line and MM3 Yellow Line).
• Centrale (MM2 Green Line and MM3 Yellow Line).
• Garibaldi (MM2 Green Line).
• Romolo (MM2 Green Line).

For more information, visit the ATM website at ATM Points section.