International School of Advanced Studies

RESEARCH BUDGET & PURCHASES

BEFORE MAKING A PURCHASE

Do not buy the product or service personally

Materials, publications, books and other products or services must normally be purchased directly by UNICAM. Obtain the required authorisation and follow the purchasing procedure before confirming an order, accepting a quotation or making a payment.

Laboratory consumables

Consumable materials and supplies required for experimental or laboratory activities connected with the doctoral research project.

Scientific publications

Publication fees and services connected with the dissemination of research results, subject to prior verification of eligibility and available funds.

Books and bibliographic materials

Books and other bibliographic resources required for the doctoral project may be purchased through UNICAM.

Materials purchased with UNICAM funds must be returned to the competent University structure at the end of the PhD programme.

Other products or services

Other research-related needs may be assessed in advance by the SAS Office and the competent administrative areas. Eligibility must be confirmed before any commitment is made.

01

Discuss the need with your Supervisor

Verify that the purchase is necessary for your doctoral project and consistent with the objectives and funding conditions of your position.

02

Check the available budget and cost centre

Verify that sufficient funds are available and identify the correct UNICAM cost centre.

03

Obtain a supplier quotation

Request a quotation describing the product or service, quantity, price, VAT, delivery conditions and any other relevant costs.

The supplier may need to comply with the requirements applicable to Italian Public Administrations and, where relevant, with specific project or PNRR procurement conditions.

04

Obtain the Coordinator’s authorisation

The Coordinator of the PhD programme must authorise the expense. Keep the email approval and attach it to the purchase request.

05

Send the request to the Purchasing Office

Send the complete request to:

Include the Programme Coordinator, your Supervisor and Manuela Verdolini in CC. The Coordinator must explicitly confirm the authorisation to the competent office.

06

Wait for administrative instructions

Do not confirm the order yourself. Purchases require administrative processing time, and the Purchasing Office may request clarifications, revised quotations or additional documents before proceeding.

• Clear description of the material, product or service
• Scientific reason for the purchase
• Total amount, specifying VAT where applicable
• Correct UNICAM cost centre
• Supplier quotation
• Email authorisation from the Programme Coordinator
• Delivery or service address
• Name and telephone number of the delivery contact
• Any wording required in the accounting documents for project reporting
• Any specific funding or procurement requirements

To: ufficioacquisti@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 of € [amount] + VAT should be charged to the following cost centre:

[cost centre]

The goods or service should be delivered/provided to the following address:

[contact person, UNICAM structure, full address, telephone number]

Please include the following information in the administrative or accounting documents, where required for project reporting:

[specific wording or project reference, if applicable]

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

Best regards,
[Name and surname]
PhD programme in [programme name]

Invoices and administrative documents must be issued to UNICAM

The purchasing procedure is managed by the University. The supplier must not issue the final invoice or equivalent administrative document directly to the PhD candidate. Follow the instructions received from the Purchasing Office concerning invoicing, electronic documentation and delivery.

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 that does not require travel and therefore does not require a mission.

Documents required for reimbursement

• Reimbursement request form, duly completed and signed
• Original invoice or receipt issued by the course or conference provider
• Proof of traceable payment
• Copy of the certificate of participation
• Any additional documentation requested by the office

Submit the documents within a reasonable timeframe to:

Examples

• Training courses, conferences, congresses and summer or winter schools actually attended, including remotely
• Missions in Italy and abroad, under the mission procedure
• Consumable laboratory materials
• Publication expenses
• Books and other bibliographic materials required for the PhD project

The research budget cannot normally be used for

• Inventoriable assets, including desktop computers, laptops, printers and tablets
• Software, as specified by the current research-budget guidelines
• Expenses belonging to projects or funding sources other than the doctoral position
• Indirect or general structural costs
• Individual membership fees
• Deposits or security deposits that will later be returned
• Expenses already reimbursed from another source
• Purchases unrelated to the doctoral research project
• Items excluded by current UNICAM regulations

Avoid cumulative purchases

Do not submit a single purchase request on behalf of several PhD candidates using multiple cost centres. These purchases may be incompatible with the accounting and reporting requirements associated with doctoral scholarships and funded positions.

Allow sufficient processing time

The University purchasing procedure requires technical and administrative processing. Submit requests well in advance of the date on which the product or service is needed. Incomplete requests, supplier issues or project-specific reporting obligations may require additional time.

CONTACTS AND SUPPORT

Check the procedure before making commitments

Purchase requests:
ufficioacquisti@unicam.it

Research budget, cost centre and reimbursements:
manuela.verdolini@unicam.it

General PhD information:
dottorato@unicam.it

RELATED PROCEDURES