Research budget and purchases
DURING YOUR PHD
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
UNICAM must normally be the purchaser
The research budget is a University resource and is managed through a UNICAM cost centre. It is not a personal allowance available to the PhD candidate.
Do not personally purchase a product or service unless the applicable procedure expressly allows direct payment. 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.
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 structure at the end of the PhD Programme.
OTHER NEEDS
Other products or services
Other research-related expenses must be assessed before any commitment is made. Contact the Advanced Studies Office when eligibility or the correct administrative procedure is uncertain.
PURCHASE PROCEDURE
How to prepare a purchase request
01 · SCIENTIFIC NEED
Discuss the purchase with your Supervisor
Confirm that the proposed purchase is necessary for your doctoral project and compatible with the objectives and funding conditions of your position.
02 · BUDGET
Check the available amount and cost centre
Before requesting a quotation or making a commitment, verify that sufficient funds are available and identify the correct UNICAM cost centre.
03 · QUOTATION
Obtain the information required for the purchase
Obtain a quotation or equivalent commercial information describing the product or service, quantity, price, VAT where applicable, delivery conditions and any additional costs.
Do not accept the quotation or confirm the order. The competent UNICAM office will determine the procurement procedure and may require additional supplier or project documentation.
04 · AUTHORISATION
Obtain the Programme Coordinator’s authorisation
The Programme Coordinator must authorise expenditure charged to the individual PhD research budget. Keep written evidence of the authorisation and include it with the purchase request.
05 · PURCHASE REQUEST
Send the complete request to the competent Purchasing Office
Send the documentation to the current UNICAM purchasing address:
Include your Programme Coordinator, Supervisor and manuela.verdolini@unicam.it in CC so that the scientific authorisation and correct cost centre can be verified.
06 · WAIT FOR THE OFFICE
Do not confirm the order yourself
The Purchasing Office will complete the procurement procedure and may request a revised quotation, additional supplier documentation, project information or other administrative elements. Wait for its instructions before proceeding.
INFORMATION TO INCLUDE
Prepare a complete request
• clear description of the material, product or service;
• scientific reason for the purchase;
• total estimated amount and VAT information where applicable;
• correct UNICAM cost centre;
• supplier quotation or commercial information;
• Programme Coordinator’s written authorisation;
• delivery or service address;
• name and contact details of the person receiving the goods or service;
• project code, funding reference or wording required for reporting, where applicable;
• any other funding or procurement requirement relevant to the position.
EMAIL TEMPLATE
Sample purchase request
To: acquisti@unicam.it
CC: Programme Coordinator; Supervisor; manuela.verdolini@unicam.it
Subject: Purchase request – PhD research budget
CC: Programme Coordinator; Supervisor; manuela.verdolini@unicam.it
Subject: Purchase request – PhD research budget
Dear Purchasing Office,
I am writing to request the purchase of the following material/product/service using my PhD research budget:
[brief description of the requested material, product or service]
The purchase is necessary for the research activities connected with my PhD project.
The estimated total amount 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 refer to:
[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]
This template is provided for guidance only. Additional information or documentation may be required according to the type of purchase, supplier, funding source or research project.
INVOICING
Invoices and administrative documents must be issued to UNICAM
The supplier must not issue the final invoice to the PhD candidate. Follow the purchasing office’s instructions concerning the purchase order, electronic invoicing, University billing details, project references and delivery.
EXCEPTIONAL AND RESIDUAL PROCEDURE
Personal registration without a mission
When may a PhD candidate pay directly?
The current research-budget guidance provides an exceptional procedure for the personal registration fee for a course, conference, congress or summer/winter school where participation does not require travel and therefore does not involve a mission.
Contact the Advanced Studies Office before making the payment. Do not assume that this exception applies to other products or services.
Documents normally required for reimbursement
• prescribed reimbursement request, completed and signed;
• invoice or fiscal receipt relating to the registration;
• proof of traceable payment;
• certificate or other evidence of actual participation;
• any additional documentation required by the Advanced Studies Office.
• invoice or fiscal receipt relating to the registration;
• proof of traceable payment;
• certificate or other evidence of actual participation;
• any additional documentation required by the Advanced Studies Office.
ELIGIBLE EXPENDITURE
Examples of expenses the research budget may support
• courses, conferences, congresses and summer/winter schools actually attended, including eligible online participation;
• authorised missions in Italy and abroad;
• consumable materials required for laboratory or research activity;
• eligible publication and open-access expenses;
• books and other bibliographic resources required for the doctoral project.
• authorised missions in Italy and abroad;
• consumable materials required for laboratory or research activity;
• eligible publication and open-access expenses;
• books and other bibliographic resources required for the doctoral project.
NOT ELIGIBLE
The 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;
• costs 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 through another source;
• purchases unrelated to the doctoral research or training project;
• any expenditure excluded by current UNICAM rules or the applicable funding conditions.
• software, as excluded by the current research-budget guidance;
• costs 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 through another source;
• purchases unrelated to the doctoral research or training project;
• any expenditure excluded by current UNICAM rules or the applicable funding conditions.
Do not combine several candidates’ budgets without prior verification
A single purchase charged across several PhD candidates’ individual cost centres may conflict with accounting, funding or reporting requirements. Contact the Advanced Studies Office before preparing any cumulative purchase request.
Allow sufficient administrative processing time
University purchases are subject to procurement and accounting procedures. Submit the request well before the product, service, publication or other activity is needed. Incomplete documentation, supplier requirements or project-specific conditions may extend processing times.
RELATED GUIDANCE
Other uses of the research budget
ADMINISTRATIVE SUPPORT
Check the procedure before making a commitment
For questions concerning research-budget availability, the correct cost centre or eligibility of an expense, contact the Advanced Studies Office. Purchase requests are then processed by the competent UNICAM purchasing office.