Research budget and purchases

DURING YOUR PHD
Research budget & purchases
Use this procedure when UNICAM must purchase materials, publications, books or services using the individual research budget assigned to your doctoral activities.
BEFORE MAKING A PURCHASE
Do not purchase first and request reimbursement afterwards
Eligible products and services must normally be purchased directly by UNICAM. Discuss the expense, verify the available budget, obtain the required authorisation and activate the University purchasing procedure before accepting a quotation, placing an order or making a payment.
THE KEY RULE
UNICAM must normally be the purchaser
The individual research budget is a University resource managed through a UNICAM cost centre. It is not a personal allowance assigned to the PhD candidate.
Do not personally purchase a product or service unless the applicable procedure expressly allows direct payment. A personal payment does not automatically create a right to reimbursement.
OFFICIAL GUIDANCE
Guidelines for the use of the PhD research budget
The current UNICAM guidance explains eligible and ineligible expenditure, missions, University purchases and the exceptional direct-reimbursement procedure available in specific cases.

Research-budget guidelines · PDF →

WHEN TO USE THIS PROCEDURE
Expenses normally managed through a UNICAM purchase
LABORATORY
Consumable materials
Consumables and supplies required for experimental or laboratory activities directly connected with the doctoral research project.
PUBLICATIONS
Scientific publication costs
Eligible publication and open-access services connected with dissemination of the candidate’s doctoral research.
BIBLIOGRAPHIC MATERIAL
Books and research resources
Books and other bibliographic resources required for the doctoral project. Material purchased with UNICAM funds remains University property and must be returned to the competent University structure at the end of the PhD Programme.
OTHER NEEDS
Other products or services
Other research-related needs may be assessed in advance. Check eligibility and the correct administrative procedure before making any commitment.
PURCHASE PROCEDURE
How to submit a purchase request
01 · SCIENTIFIC NEED
Discuss the purchase with your Supervisor
Verify that the product or service is necessary for your doctoral project and consistent with the scientific objectives and funding conditions of your position.
02 · BUDGET & COST CENTRE
Check that the necessary funds are available
Before making a commitment, verify the available amount and identify the correct UNICAM cost centre.

Request information on the cost centre →

03 · SUPPLIER QUOTATION
Obtain the commercial information needed for the request
Request a quotation describing the product or service, quantity, price, VAT where applicable, delivery conditions and any other relevant costs.
Do not accept the quotation or confirm the order. The supplier may also be required to comply with rules applicable to Italian Public Administrations and, where relevant, with specific project or PNRR procurement conditions.
04 · AUTHORISATION
Obtain the Programme Coordinator’s approval
The Programme Coordinator authorises expenditure charged to the individual PhD research budget. Keep the email approval and include it with the purchase request. The Coordinator must also be included in CC when the request is sent to the competent UNICAM office.
05 · SEND THE PURCHASE REQUEST
Send the complete documentation to the UNICAM Purchasing Office
The current address for the purchase request is:

acquisti@unicam.it

Include your Programme Coordinator, Supervisor and manuela.verdolini@unicam.it in CC. The Coordinator must explicitly confirm authorisation of the expense to the competent office.
06 · WAIT FOR ADMINISTRATIVE INSTRUCTIONS
Do not confirm the order yourself
The competent Purchasing Office manages the procurement procedure and may request clarifications, revised quotations, supplier information, project details or other administrative documents. Wait for the Office’s instructions before proceeding.
INFORMATION TO INCLUDE
Prepare a complete request
• clear description of the material, product or service;
• scientific reason for the purchase;
• total amount and VAT information where applicable;
• correct UNICAM cost centre;
• supplier quotation or equivalent commercial documentation;
• Programme Coordinator’s email authorising the expense;
• delivery or service address;
• name and telephone number of the delivery contact;
• project code, funding reference or wording to be included in accounting documents where required;
• any additional funding, reporting or procurement requirement applying to the PhD position.
EMAIL TEMPLATE
Sample purchase request
To: acquisti@unicam.it
CC: Programme Coordinator; Supervisor; manuela.verdolini@unicam.it
Subject: Purchase Order Request – PhD research budget
Dear Purchasing Office,

I am writing to request the issuance of a purchase order for the following material/product/service:

[brief description of the requested material, product or service]

The purchase is necessary for carrying out the research activities connected with my PhD project.

The total cost is:
€ [amount] + VAT / VAT included, as applicable

The expenditure should be charged to the following UNICAM cost centre:
[cost centre]

The goods or service should be delivered/provided to:
[contact person, UNICAM structure, full address, telephone number]

Where required for project reporting, please include the following information in the administrative or accounting documents:
[project code / funding reference / specific wording]

Attached you will find:
– the supplier quotation or commercial documentation;
– the Programme Coordinator’s authorisation.

Best regards,
[name and surname]
PhD Programme in [Programme name]

The template is provided as a reference and must be adapted to the requirements of the individual purchase, PhD position, scholarship, project and funding source.
FINAL DOCUMENTS
Invoices and administrative documents must be issued to UNICAM
The supplier must not issue the final invoice or equivalent fiscal document directly to the PhD candidate. Follow the instructions received from the Purchasing Office concerning the purchase order, University billing information, electronic invoicing, project references and delivery.
EXCEPTIONAL & RESIDUAL PROCEDURE
Personal registration without a mission
When may a PhD candidate pay directly?
Direct payment and subsequent reimbursement are permitted only as an exceptional and residual procedure for personal registration in a course, conference, congress or summer/winter school where participation does not require travel and therefore does not require a mission.
Ask the Advanced Studies Office for confirmation before paying. Do not assume that this exception applies to other products or services.
Documents normally required for reimbursement
• reimbursement request form, duly completed and signed;
• original invoice or fiscal receipt issued by the course or conference provider;
• proof of traceable payment;
• copy of the certificate or other evidence of actual participation;
• any additional documentation requested by the competent office.

Ask about the reimbursement procedure →

ELIGIBLE EXPENDITURE
Examples of expenses the research budget may support
TRAINING
Courses, conferences, congresses and summer/winter schools actually attended, including eligible remote participation.
MISSIONS
Authorised research, training and scientific missions in Italy and abroad under the mission procedure.
RESEARCH MATERIALS
Consumable materials directly required for laboratory or other doctoral research activities.
PUBLICATIONS
Eligible scientific publication and open-access expenses connected with doctoral research.
BOOKS
Books and other bibliographic resources required for the doctoral project.
NOT ELIGIBLE
The individual research budget cannot normally be used for
• inventory items, including desktop computers, laptops, printers and tablets;
• software, as excluded by the current research-budget guidance;
• expenditure attributable to projects or funding sources other than the relevant PhD position;
• indirect or general structural costs;
• individual membership fees;
• refundable deposits or security deposits;
• expenditure already reimbursed from another source;
• purchases unrelated to the doctoral research or training project;
• any expenditure excluded by current UNICAM rules or the applicable funding conditions.
AVOID CUMULATIVE PURCHASES
Do not combine several candidates’ budgets in one purchase request
A purchase charged across several PhD candidates’ individual cost centres may be incompatible with the accounting and reporting requirements applying to funded PhD positions. Contact the Advanced Studies Office before considering this type of purchase.
PLAN AHEAD
Allow sufficient administrative processing time
University purchases are subject to procurement and accounting procedures. Submit the request well before the product, publication or service is needed. Supplier requirements, incomplete documentation or project-specific conditions may require additional processing.
RELATED PROCEDURES
Other uses of your research budget
ADMINISTRATIVE SUPPORT
Check the procedure before making a commitment
For questions concerning research-budget availability, the correct cost centre, eligibility of an expense or an exceptional reimbursement, contact the Advanced Studies Office. Purchase requests are processed by the competent UNICAM Purchasing Office.