Reimbursement

MISSION REIMBURSEMENT

Use this page after completing an authorised mission to request reimbursement of eligible and properly documented expenses.

BEFORE STARTING
The mission must have been authorised before departure
The reimbursement procedure is linked to the mission previously entered and authorised through the UNICAM Missions Portal. Authorisation does not automatically guarantee reimbursement: all expenses must comply with the applicable rules and be supported by valid documentation.

Open the UNICAM Missions Portal →

ESSENTIAL OPERATIONAL GUIDE
Mission guidelines for PhD candidates
Consult the complete guide for reimbursement limits, eligible expenses, traceable payments, original supporting documents and screenshots of the online procedure.
PDF · 26 pages · Updated 23 January 2025

Open the mission guidelines (PDF) →

ONLINE PROCEDURE
How to request reimbursement
01
Open the list of your missions
Access the UNICAM Missions Portal with your institutional credentials, open the mission area and select the completed mission for which reimbursement is requested.
02
Complete the reimbursement request
Enter each expense in the correct category and report any advance payment already received. The amounts entered must correspond to the supporting documents submitted.
03
Submit the online request
After checking the information, submit the reimbursement request through the portal and generate the final form.
04
Download, print and sign the form
Download the form produced by the portal. It must contain full and legible signatures and the Tutor approval where required by the procedure.
05
Organise the supporting documents
Arrange the original fiscal documents and the corresponding payment evidence in chronological order. Make sure that each expense can be matched with the amount entered in the portal.
06
Submit the complete original documentation
Deliver the signed form and all supporting documents to the SAS Administrative Office. Incomplete requests cannot be processed and additional documentation may be requested.
PORTAL SETTINGS
How to make the Tutor approval field appear
Complete section “1. Intestazione” correctly
Enter:
• your first name and surname;
• In servizio presso: School of Advanced Studies;
• Come: Student PhD;
• the details of your UNICAM Tutor or Supervisor.
Incorrect or incomplete header information may prevent the “Visto: il Tutor” field from appearing in the final reimbursement form.
DOCUMENTATION RULE
Submit both the fiscal document and proof of payment
From 2025, reimbursable expenses must be paid using a traceable payment method. A card receipt, bank notification or electronic payment confirmation is not sufficient without the corresponding invoice, receipt or other fiscal document.
Cash payments are not considered traceable. Keep the original documents even when an electronic copy has already been uploaded to the portal.
DOCUMENT CHECKLIST
What must be submitted?
General documents
• reimbursement form generated by the portal;
• full and legible signatures;
• original invoices, fiscal receipts and travel documents;
• proof of traceable payment for each expense;
• documentation arranged in chronological order;
• any additional declarations or documents requested by the office.
Transport
• original train, bus, metro and other travel tickets;
• for flights: invoice or ticket and boarding pass;
• taxi receipt showing the date, route and amount;
• motorway toll and parking documents when use of a private car was authorised;
• payment evidence connected with each travel expense.
Meals
• invoice or detailed fiscal receipt;
• clear description of the food or meal purchased;
• date, place and amount;
• proof of traceable payment;
• documents referring only to the PhD candidate requesting reimbursement.
Generic descriptions such as “bar”, “food” or “miscellaneous” may not provide sufficient information for reimbursement.
Accommodation
• hotel or accommodation invoice showing the guest’s name;
• dates of the stay and amount paid;
• proof of traceable payment;
• for apartment rentals: contract and payment documents identifying the relevant rental period.
Courses, conferences and congresses
• invoice or receipt for the registration fee;
• participant’s name;
• indication of the services included in the fee;
• proof of traceable payment;
• certificate of participation, which may be submitted as a copy.
Without proof of participation and a valid fiscal document, the registration fee cannot be reimbursed.
SHARED EXPENSES
Accommodation and expenses shared with colleagues
Indicate your individual share
When an expense is shared, indicate in the reimbursement form that the amount requested represents only your share of the total expense.
Original document submitted by another UNICAM colleague
A PhD candidate submitting a copy must state that the original is included in another colleague’s reimbursement documentation and indicate that colleague’s first name and surname.
Accommodation shared by UNICAM PhD candidates
The accommodation invoice must show the names of all UNICAM PhD candidates staying in the room or apartment.
Accommodation shared with people from other institutions
The UNICAM PhD candidate must request a document issued in their own name and referring exclusively to their individual accommodation expense.
Poster printing and conference registration
Poster-printing expenses and conference-registration fees must be clearly identified and documented separately from ordinary travel, meal and accommodation expenses. Include the relevant invoice or fiscal receipt, proof of payment and, for conference registration, the certificate of participation.
ADVANCE PAYMENT
Reconciliation of an advance
Indicate the advance received in the reimbursement request and submit documentation for all actual expenses, including those previously estimated when the advance was requested.
Any unused or excessive amount must be returned. A new advance cannot be granted while a previous advance or related debt remains open.
NO EXPENSES TO CLAIM
Close the mission in the portal
A completed mission without reimbursable expenses must still be closed by selecting the appropriate No expenses / Nessun rimborso option in the portal.
IMPORTANT
Lost supporting documents cannot normally be replaced by a self-declaration
Keep original invoices, receipts, tickets and boarding passes carefully throughout the mission. Reimbursement may be refused when the required supporting document is missing.
SUBMISSION OF ORIGINAL DOCUMENTS
Where to send the documentation
Deliver in person or send by registered mail
International School of Advanced Studies
Attn. Manuela Verdolini
Santa Caterina Campus
Via Viviano Venanzi No. 24
62032 Camerino (MC)
Italy
Scanned copies sent by email do not replace the original paper documentation. Registered mail should allow the delivery to be traced.
Before sending the envelope
Check that it contains:
• the signed reimbursement form;
• all original fiscal documents;
• all traceable-payment evidence;
• travel tickets and boarding passes;
• certificates of participation where required;
• documents arranged in chronological order.
PROCESSING TIME
Allow at least 30 days
Once the complete documentation has been received and verified, the standard administrative processing time is normally at least 30 days. Missing information, corrections, budget restrictions or additional checks may extend the processing time.
TOOLS AND DOCUMENTS
CONTACTS AND SUPPORT
Contact the office before submitting an unclear case
Ask for guidance when the request concerns shared expenses, documents issued abroad, an open advance, lost documentation or expenses that do not fit the standard categories.
Missions and reimbursements:
manuela.verdolini@unicam.it
Phone: +39 0737 402138

General PhD information:
dottorato@unicam.it