Mobility, missions and research funding

SUPERVISORS & COORDINATORS
Mobility, missions and research funding
Plan and authorise mobility, missions and research expenditure in accordance with the candidate’s scientific project, funding conditions and UNICAM administrative procedures.
IMPORTANT
Authorisation must precede travel and expenditure
Scientific approval, mission authorisation, scholarship-increase procedures and authorisation to use research funds are connected but distinct steps. Completing one procedure does not replace the others.

Research budget and missions guidance →

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Mobility abroad guidance →

01 — Planning mobility within the research project

Research periods, fieldwork, training activities, conferences and missions should be planned in advance as part of the candidate’s individual research and training pathway.

Planning element Information to identify
Scientific purpose Relationship between the proposed activity and the doctoral research project.
Destination Country, city, host institution, laboratory, company or event.
Period Expected departure and return dates and overall duration.
Activities and results Work to be carried out and the scientific or training results expected.
Funding Estimated costs, available research budget and any other source of financial support.

Plan a research period abroad →

02 — Scientific assessment by the Supervisor

Before the request is submitted, the Supervisor verifies that the proposed activity is relevant to the doctoral project, appropriate to the candidate’s stage of progress and compatible with the annual research and training pathway.

Assessment area What should be verified
Scientific relevance Direct connection with the research project and expected scientific benefit.
Timing Compatibility with research progress, training activities and annual deadlines.
Supervision Continuity of scientific guidance during the period away from UNICAM.
Research protection Confidentiality, data protection, intellectual property and publication issues.
Funding conditions Compliance with mobility, reporting and expenditure obligations attached to the position.

Supervisor responsibilities →

03 — Academic authorisation

Mobility and other activities affecting the doctoral pathway must involve the Programme Coordinator and Academic Board whenever formal academic approval is required.

Decision element Information to record
Destination Country, city and host institution or event.
Purpose Research, training, fieldwork, conference or other doctoral activity.
Dates Authorised starting and ending dates.
Research connection Relationship with the candidate’s approved research and training pathway.
Conditions Funding source, reporting, certification and any additional obligations.

Forms and supporting templates →

04 — Research and training periods abroad

International mobility may take place at a university, research centre, laboratory, company or other qualified host institution when it contributes to the candidate’s research and training.

Before approving the period, verify the requirements applicable to the candidate’s cycle, Programme, scholarship, co-tutelle agreement and any specific funding measure.

Requirement to check Possible source
Required mobility Programme requirements, Call for Applications, research topic or funding conditions.
Duration UNICAM Regulations, programme requirements or specific agreement.
Host documentation Invitation letter, agreement or other institutional documentation.
Financial support Scholarship increase, mobility budget, Erasmus+, research budget or project funds.
Reporting Funding programme, project conditions or host-institution requirements.

International mobility requirements →

FINANCIAL SUPPORT FOR MOBILITY
05 — PhD scholarship increase for mobility abroad
PhD candidates receiving a scholarship may be entitled to additional financial support for authorised research or training periods abroad. Under the general UNICAM framework, the support corresponds to an increase of no less than 50% of the scholarship amount or an equivalent mobility budget, subject to the rules and funding conditions applying to the individual position.
Element General rule
Amount No less than 50% of the scholarship, or an equivalent mobility budget, under the applicable framework.
Minimum continuous period Normally at least one month, unless otherwise provided under the applicable rules.
Maximum period Generally 12 months overall; up to 18 months for jointly supervised PhD arrangements.
Activation The procedure must be started before departure.
Payment Linked to the period actually completed and certified by the host institution.
Specific funded positions may provide different or equivalent forms of mobility support. Always verify the Call for Applications, funding conditions and applicable agreement.

Scholarship increase procedure →

06 — Documentation for the scholarship increase

The documentation must clearly identify the destination, planned activity and authorised mobility period.

Document or step Main requirement
Host invitation Institutional headed letter indicating organisation, location, dates and planned research or training activity.
Programme Coordinator’s request Formal request using the prescribed scholarship-increase procedure.
Supervisor’s declaration Confirmation that the period forms part of the approved study and research pathway.
Travel registration Complete the travel-registration requirement indicated by the applicable UNICAM procedure.
Host certification Confirmation of the period and activities actually completed abroad.
Changes to the authorised dates, destination or duration must be communicated promptly because they may affect both the academic authorisation and the amount of mobility support due.

Required scholarship-increase documentation →

07 — Mission authorisation

Missions in Italy or abroad must be directly connected with the candidate’s research or training and must be authorised in advance through the applicable UNICAM procedure.

Step Responsible person or body Action
1 Candidate and Supervisor Agree scientific purpose, destination, dates and expected costs.
2 Programme Coordinator Verifies academic relevance and the proposed source of funding.
3 PhD candidate Submits the mission request through the UNICAM Missions Portal before departure.
4 Competent offices Verify the administrative and financial conditions and complete the applicable workflow.
LONGER MISSIONS
For missions lasting more than 30 days, check whether the additional authorisation provided by the Missions Regulations applies. The additional authorisation is normally not required when the period corresponds to compulsory mobility established by the PhD Programme.

Open the UNICAM Missions Portal → Mission guidance →

08 — Advances, expenses and reimbursement

Mission expenditure must comply with the applicable UNICAM Missions Regulations, the research-budget rules and any additional restrictions attached to the funding source.

Phase Required action
Before departure Complete the mission request and provide the information required by the portal.
Advance Request an advance where permitted and according to the applicable mission procedure.
During the mission Retain invoices, receipts, tickets and other documents required for reimbursement.
After returning Complete the mission and reimbursement procedure through the portal.
Reimbursement Limited to authorised, eligible and properly documented costs.
Do not assume that payment by the candidate automatically makes an expense reimbursable. Eligibility, prior authorisation and supporting documentation must all be verified.
RESEARCH FUNDING
09 — Individual research budget
Each PhD candidate, with or without a scholarship, has access to funding dedicated to research activities in Italy and abroad. The research budget is separate from the PhD scholarship and is managed through the relevant UNICAM cost centre.
Budget feature Operational meaning
Who is entitled? PhD candidates both with and without a scholarship.
General minimum Normally no less than 10% of the scholarship amount, subject to the applicable provisions and funding conditions.
Management The budget is recorded in a UNICAM cost centre and managed through University procedures.
Authorisation Expenditure must be consistent with the doctoral project and authorised through the applicable procedure.
Nature of the budget It is not personal income and is not transferred directly to the candidate for unrestricted use.

Research budget information →

10 — Eligible research and training expenditure

Subject to prior approval, available funds and the applicable guidelines, the research budget may support expenditure directly connected with the doctoral research project.

Expense category Examples
Mobility and missions Eligible costs associated with research visits, fieldwork, conferences and training periods.
Courses and scientific events Eligible registration fees for courses, doctoral schools, seminars and conferences.
Publications Publication fees and eligible open-access costs.
Research materials Consumable materials directly required for the doctoral research.
Bibliographic resources Books and other eligible scientific resources, in accordance with the applicable rules.

Research budget guidelines →

NOT ELIGIBLE
11 — Expenses that cannot be charged to the individual research budget

The individual research budget cannot be treated as a general allowance. Expenses must comply with the research-budget guidelines and the other University regulations applicable to the transaction.

Expense Reason
Inventory items Inventory goods such as computers, laptops, printers, tablets and similar equipment are not eligible under the individual research-budget guidelines.
Personal or unrelated costs They do not directly support the approved doctoral project.
Unauthorised expenditure The required academic, purchasing or mission procedure was not completed in advance.
Unsupported expenditure The documentation required by the applicable procedure is missing.
Expenses already reimbursed The same cost cannot be reimbursed from more than one funding source.
When there is any doubt about eligibility, verify the expense with the Advanced Studies Office before making a purchase or financial commitment.
12 — Erasmus+ and other mobility funding

International mobility may also be supported by Erasmus+, project funds, host-institution grants or other national and international programmes.

Check Questions to consider
Eligibility Is the candidate and proposed activity eligible under the programme?
Eligible period Do the dates fall within the permitted mobility and funding period?
Covered expenses Which costs are financed by each available source?
Compatibility Can the mobility grant, scholarship increase and research budget be combined under the applicable rules?
Reporting What certificates, reports or supporting documents are required?
Different funding sources may support the same mobility period where permitted, but the same expense must never be reimbursed twice.

International dimension →

13 — Changes, extensions and early return

A change in dates, destination, host institution or scientific activity should be communicated as soon as it becomes known and, where possible, before the originally authorised period ends.

Change Possible action required
Extension Updated authorisation where required, revised host documentation and amendment of the relevant mobility and mission procedures.
Change of dates Updated authorisation and revised documentation reflecting the new period.
Change of destination or host New scientific assessment and host documentation and, where required, a new academic decision.
Early return or interruption Prompt communication so that mobility support, mission dates and reimbursement can be adjusted to the period actually completed.

Mobility documentation and changes →

14 — Completion, certification and annual reporting

At the end of the activity, the candidate must complete both the academic documentation and the applicable administrative procedures.

Completion requirement Action
Host certification Obtain confirmation of the period and activities actually completed where required.
Mission closure Complete the mission and reimbursement procedure through the portal.
Scholarship increase Submit the host certification required to confirm the mobility period actually completed.
Scientific results Record research, training, collaborations and outputs achieved.
Annual report Include the mobility period and its contribution to the doctoral pathway where required by the Programme.

Annual reporting and evaluation →

15 — Academic and administrative workflow

Mobility and research expenditure normally involve several connected but distinct responsibilities.

Step Responsible person or body Action
1 Candidate and Supervisor Plan the scientific activity and expected expenditure.
2 Programme Coordinator Verifies consistency with the doctoral pathway and the proposed funding source.
3 Academic Board Adopts the formal academic decision where required.
4 Candidate and Advanced Studies Office Complete or coordinate the applicable mission, mobility-support or research-budget procedure.
5 Candidate and host institution Carry out and certify the authorised activity.
6 Competent offices Complete the financial and administrative processing required by the relevant procedure.

Roles and approval workflow →

OPERATIONAL PRINCIPLE
Plan early and keep academic and administrative procedures aligned
Scientific approval, authorisation to travel, mobility support, use of research funds and reimbursement of expenses are connected but distinct procedures. They should be completed at the appropriate stage rather than reconstructed retrospectively.
ADMINISTRATIVE SUPPORT
Need support before approving mobility or expenditure?
Contact the Advanced Studies Office before departure or before making a financial commitment when the funding source, eligibility of an expense, required documentation or applicable procedure is unclear.

Contact the Advanced Studies Office →