Research budget & missions
DURING YOUR PHD
Use your individual research budget for eligible doctoral activities and follow the correct procedure for missions, conferences, training, publications, purchases and reimbursements.
BEFORE INCURRING ANY EXPENSE
Agree the activity and identify the procedure first
Discuss the proposed activity or expense with your Supervisor and verify that it is consistent with your doctoral research and training project. Expenditure charged to the individual research budget must be authorised by the responsible Programme Coordinator.
Academic approval does not replace the mission, purchase or reimbursement procedure. Do not travel, register for an activity or purchase a product or service before completing the steps applicable to your case.
CURRENT REGULATION
UNICAM Missions Regulations
Consult the University regulation governing authorisation, advances, reimbursable expenses, documentation and mission limits.
RESEARCH BUDGET GUIDANCE
Use of the PhD research budget
Operational guidance covering missions, purchases, eligible expenditure and the exceptional reimbursement procedure.
MISSIONS PORTAL
Authorisation and reimbursement
Use your UNICAM credentials to submit the mission request and, after the activity, complete the reimbursement procedure.
YOUR INDIVIDUAL RESEARCH BUDGET
A dedicated resource for doctoral research
≥ 10%
Minimum research budget
Every PhD candidate, with or without a scholarship or other financial support, is guaranteed a research budget appropriate to the Programme and in any case not lower than 10% of the scholarship amount.
20%
National PhD Programmes
Under the current UNICAM PhD Regulations, the research-budget share for PhD Programmes of national interest rises to 20% through the applicable ministerial co-financing framework.
UNICAM
Managed through a cost centre
The budget is held and administered by UNICAM through the relevant cost centre. It is not transferred to the candidate as personal funds.
01 — Plan the expenditure with your Supervisor
Before planning a mission, conference, publication or purchase, identify the scientific purpose and estimated cost together with your Supervisor. The proposed expense must be consistent with your PhD research and training activities and with any restrictions attached to your scholarship, funded position or research project.
Programme Coordinator
For the individual research budget managed by UNICAM, the Programme Coordinator authorises the expenditure charged to the relevant cost centre. The administrative procedure must then be completed through the competent University office.
MISSIONS
02 — Travelling for research, training or conferences
Travel outside the ordinary location of your doctoral activity must be managed through the applicable mission procedure. This includes conferences, workshops, fieldwork, laboratory activities, training, research visits and other authorised activities in Italy or abroad.
When should I submit the request?
The current Missions Regulations require the request to reach the competent office at least 2 days before departure, except in duly justified cases of necessity and urgency.
For PhD candidates, the current operational research-budget guidance recommends submitting the request at least 5 days before departure. Use this longer timeframe whenever possible.
What must the request include?
The request must indicate the destination, dates, purpose, relevant fund or cost centre and expected expenses. For PhD candidates, the Missions Regulations also require the Supervisor’s clearance or equivalent academic approval.
03 — Requesting an advance
An advance may be requested during the mission-authorisation phase when the conditions established by the current Missions Regulations are met.
10 days
Request the advance at least 10 days before departure, except in duly justified urgent cases.
75%
For analytical reimbursement, the advance cannot exceed 75% of the estimated eligible expenses.
> €250
For PhD candidates and other eligible subjects in the same regulatory category, an advance may be requested when the estimated mission amount exceeds €250.
If you receive an advance, complete and submit the required final documentation promptly. The current Regulations require complete documentation no later than 30 days after the mission for advances already received.
04 — After the mission: reimbursement
After the activity, complete the reimbursement request through the Missions Portal and provide the supporting documentation required by the current Regulations and operational guidance.
| Requirement | What to keep or submit |
|---|---|
| Fiscal documentation | Invoices, receipts, detailed fiscal receipts, travel tickets and other documents identifying the expense. |
| Traceable payment | For the categories covered by the current rules, proof that the expense was paid using a traceable method. A payment confirmation does not replace the underlying invoice or receipt. |
| Air travel | Travel documentation and boarding pass where required. |
| Conference or course | Invoice or receipt identifying the participant and services included, together with evidence of actual participation. |
| No expenses | Close the mission in the portal as “NESSUNA SPESA” within 30 days of return. |
Only authorised and properly documented expenses can be reimbursed. Authorisation of the mission does not automatically guarantee reimbursement of every expense incurred.
LONG-TERM MOBILITY
05 — Research periods lasting more than 30 days
The mission procedure also applies to long research or training periods in Italy or abroad. Missions exceeding 30 days normally require an additional express authorisation under the Missions Regulations.
Compulsory PhD mobility
The additional express authorisation required solely because the mission exceeds 30 days is not required when the period corresponds to compulsory mobility established by the PhD Programme. The ordinary mission procedure and all other academic, financial and host-institution requirements remain applicable.
For PhD candidates receiving the scholarship increase abroad for a period exceeding 30 days, the current Missions Regulations provide specific reimbursement rules for travel and accommodation. Consult the mobility and mission guidance before making financial commitments.
PURCHASES
06 — UNICAM must normally make the purchase
Consumable laboratory materials, publication services, books and other eligible products or services must normally be purchased through the University procedure. Do not place the order or make the payment personally unless the applicable procedure expressly allows it.
A purchase request normally requires the correct cost centre, supplier quotation and Programme Coordinator’s authorisation. Final fiscal and administrative documents must be issued to UNICAM.
07 — Exceptional direct payment by the PhD candidate
The current research-budget guidance provides an exceptional and residual procedure for personal registration for a conference, course, congress or summer/winter school that does not require travel and therefore does not involve a mission.
Ask the Advanced Studies Office for confirmation before paying personally. Subsequent reimbursement requires the prescribed request, supporting fiscal documents, proof of payment and evidence of actual participation.
ELIGIBLE EXPENDITURE
What the research budget may support
Examples of eligible expenses
| Category | Examples |
|---|---|
| Training and scientific events | Courses, conferences, congresses and summer/winter schools actually attended, including eligible remote participation. |
| Missions and research mobility | Authorised missions in Italy and abroad, subject to the applicable Missions Regulations. |
| Laboratory activity | Consumable materials directly required for the doctoral research project. |
| Publications | Eligible publication and open-access expenses connected with the doctoral research. |
| Bibliographic material | Books and other bibliographic resources required for the PhD project. |
Books and other bibliographic material purchased using UNICAM funds must be returned to the competent University structure at the end of the PhD Programme.
NOT ELIGIBLE
The individual research budget cannot normally be used for
• inventory items, including PCs, laptops, printers, tablets and software;
• expenses relating to projects or funding sources other than the relevant PhD Programme or position;
• indirect or general structural costs;
• individual membership fees;
• refundable deposits or security deposits;
• expenses already reimbursed from another source;
• expenditure unrelated to the doctoral research or training project;
• any item excluded by current UNICAM regulations or the conditions of the relevant funding source.
08 — Check the available amount and cost centre
Before committing to an expense, verify that sufficient funds remain available and identify the correct cost centre. Availability may also be affected by the funding source, project reporting deadlines and specific conditions attached to the PhD position.
If the individual budget is not sufficient
Discuss the activity with your Supervisor before proceeding. Other research funds may be available, but they must be identified and authorised in advance and must be compatible with the relevant funding conditions.
The research budget is intended primarily for activities carried out during the doctoral Programme. If you need to incur expenditure after the formal end of the standard Programme period, verify eligibility, cost-centre availability and any reporting deadline with the Advanced Studies Office before making a commitment.
SPECIAL CASES
09 — Situations requiring additional attention
Mission during an existing research period abroad
A separate trip from your foreign host location to another destination for a conference, workshop or research activity constitutes a separate mission. Contact the mission officer before travelling so that the appropriate procedure can be activated.
Proof of financial resources
If a foreign authority or host institution requires official evidence of your PhD scholarship or research funding, contact the Advanced Studies Office and specify the document required and its intended recipient.
Non-EU destinations
Check the insurance, healthcare and safety requirements applying to your destination before departure. Additional healthcare or insurance costs may be eligible where permitted by the current Missions Regulations and the circumstances of the activity.
QUICK REFERENCE
Before you commit any funds
Mission request: regulatory minimum 2 days before departure; for PhD candidates, submit at least 5 days in advance whenever possible.
Mission advance: normally request at least 10 days before departure; up to 75% for analytical reimbursement.
Research budget: at least 10% of the scholarship amount; 20% for PhD Programmes of national interest under the current framework.
Coordinator: authorises expenditure charged to the individual research budget.
Purchases: normally processed directly by UNICAM — do not purchase personally first.
Reimbursement: keep fiscal documents and proof of traceable payment where required.
Duplicate funding: the same expense cannot be reimbursed twice.
Long-term mobility: mission and scholarship-increase procedures remain separate.
RELATED PROCEDURES
Go directly to the guidance you need
ADMINISTRATIVE SUPPORT
Check before travelling, purchasing or paying
For questions concerning missions, reimbursements, available research budget and cost centres, contact the Advanced Studies Office before making a financial commitment. For purchase requests, consult the dedicated purchase procedure first.