HOW TO GO ABOUT…
HOW TO GO ABOUT…
Purchasing goods or services
For information and support relating to purchases for the Faculty of Sciences and Humanities, consult your reference STG, depending on your scientific AREA.
Faculty of Humanities
Area 10 - Scienze dell’antichità, filosofico -letterarie e storico-artistiche (Classical, philosophical-literary and historical-artistic sciences)
Area - 11 - Scienze storiche, Filosofiche, Pedagogiche, Psicologiche (Historical, Philosophical, Pedagogical, Psychological sciences)
Faculty of Sciences
Area 03 - Scienze Chimiche (Chemical Sciences)
Area 02 - Scienze Fisiche Macrosettore 02/C - Astronomia, Astrofisica, Fisica della Terra e dei Pianeti (Physical Sciences, sector 02/C - Astronomy, Astrophysics, Physics of the Earth and Planets)
Area - 01- Scienze Matematiche e Informatiche Macrosettore - 01/B - Informatica e 01/A Matematica (Mathematical Sciences and Informatics sector 01/B - Informatics and 01/A Mathematics)
Area - 13- Scienze Economiche e Statistiche (Economical and Statistical Sciences)
Area - 02 - Scienze Fisiche (Physical Sciences)
Area - 05 - Scienze Biologiche (Biological Sciences)
Fill in the purchase request on the STG FORM, possibly including the cost estimate/s and indicating the funds to which the expense will be charged. This is a very simple procedure that takes only a few minutes.
In the case of purchases exceeding 5,000 Euros, your STG will also involve the SNS Tendering and Purchasing Service, which will be able to proceed with the necessary steps for the purchase itself, including any necessary tender procedures.
We remind you that for Information & Technology and connectivity goods and services to be acquired using research funds, according to the regulation the procedure can be carried out exclusively through electronic portals (e.g. MePA). Any exceptions can only be managed with a specific authorisation given by the General Secretary and forwarded to ANAC and AgID. This provision does not apply to purchases of IT and connectivity goods and services related to educational activities.
Your STG will proceed with the purchase, filling in the relative request on SERSE and carrying out the subsequent procedures (arrival and delivery of goods, temporary inventory if necessary, validation of invoices) in collaboration with the other SNS offices involved and/or in charge.
Normative reference: Regulation of trading activities
Requesting a refund for a purchase
This kind of purchase is managed by the SNS through the so-called Economic Fund. On 1st June 2023 the new text of the regulation for the management of the economic fund came into force.
Your reference STG will give you support, and so you are advised to refer to it before proceeding.
We take this opportunity to highlight some fundamental principles:
1) the use of the economic fund (in the form of cash or credit cards) is an extraordinary procedure of derogation from the ordinary purchase methods and payment through orders
2) the use of the economic fund is strictly reserved for unforeseen urgent needs where payment by cash or credit card is the only method.
3) the fund can be used for the purchase of low-value goods and services (max €999.00 including VAT) which cannot be programmed and cannot be referred to current supply contracts
4) cash advances have to be requested in advance and authorised by the treasurer. Fill in the form and send it to firstname.lastname@example.org
5) advance purchases that for reasons of necessity and urgency employees make in their own name but on behalf of the SNS must be authorised in advance by the treasurer. Fill in the form and send it to email@example.com before proceeding with the purchase. The purchase can then be completed by the STG upon the explicit authorisation of the treasurer.
Finally, the refund request must be presented on the SerSe platform.
Normative reference: Economic fund management regulation
Travelling for work
1) Fill in the form Missioni on the U-Web application before the beginning of your trip. Connect to UGOV first and then click on U-Web Missioni.
2) On your return, fill in the reimbursement request and attach the electronic receipts for the expenses on the U-Web platform (see item 1). Any paper receipt or ticket must be sent to the missions office in a sealed envelope by internal mail. On the envelope write the identification number (Request number) assigned by the U-Web system to your request. In case of need, write to firstname.lastname@example.org.
***For insurance reasons, it is important that the mission on U-Web is opened before your departure, or it will not be possible to refund the expenses.***
3) Missions for which refunds have to be reported on externally funded research projects (e.g. EU projects, PNRR) must be shown to be connected to the scientific programme of the project, thus ensuring easy passage through the various audit steps. You are requested to provide the following additional documents (attach them in U-Web Missions - button at the top left of the platform: Attachments):
a) For participation in a conference/meeting: the programme of the event at which your talk appears (if the programme is available online, it is sufficient to include the link to the website) and the abstract of the talk, with express reference to the project (at the end of the abstract the following sentence must be inserted: "The activity was carried out within the project xxx entitled ".... code xxx..."/The activities mentioned herein are performed in the framework of the project xxx, title ".... code xxx..."). In the case of participation in a meeting of the research project, it is sufficient to attach the agenda of the meeting.
b) For scientific collaboration: a copy of the e-mails exchanged with the host institution (teacher or researcher contact), briefly indicating the activity to be carried out and specifying the close relevance of the collaboration to the project activity; in the reimbursement request attach a brief report of the activity carried out, with express reference to the project (at the end of the report the following sentence must be inserted: "The activity was carried out within the project xxx entitled ".... code xxx..."/The activities mentioned herein are performed in the framework of the project xxx, title ".... code xxx...".)
c) For library/archive research or field research: a brief report outlining the objectives attained in relation to the activities to be carried out in the project (we suggest that you insert at the end of the report the following phrase: "The activity was carried out within the xxx project entitled ".... code xxx..."/The activities mentioned herein are performed in the framework of the project xxx, title ".... code xxx...".)
Should the required documentation as specified in the points above be unavailable, the cost of the mission will come out of overheads, if available. In this case, please contact the Research and technological transfer service.
4) PhD student missions: PhD students may be authorised to carry out off-site missions using research funds. If the holder of the funds is a different person from the supervisor, the latter's agreement must be obtained; exclusively in this case, the student must attach to the reimbursement request a copy of the e-mails exchanged with his/her supervisor prior to the mission.
Normative reference: Mission regulation
Who to contact for any queries:
- For information regarding the reimbursement procedure, write to the e-mail address email@example.com
- For information regarding the use of funds and the accountability of expenses, write to the e-mail address firstname.lastname@example.org or email@example.com.
- For information regarding the missions, write to the Salary Service (Servizio Stipendi) (firstname.lastname@example.org).
For information regarding purchases and all else not expressly indicated above, your reference STGs will give you support, collaborating with the other relevant offices of the SNS.