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Procedures and Documents (DBB Use Only)

This Reserved Area (ITA) contains:

  • poster templates
  • office/laboratory plate templates
  • letterhead
  • logos
  • Brand Identity manuals

 

This Reserved Area (ITA) contains the documentation required for insurance coverage in the following cases:

  • Inventoried assets
  • Educational excursions - Unstructured staff
  • External visitors

 

Download the form and fill it in two copies. Deliver the copies to "Ferramenta Brambati di Davide e Simone Galdi & C.” (via Tasso, 81 - Pavia) to compile the amount. The administration has an open credit in this store and nothing has to be paid in advance. Finally, one copy remains at the store and one goes back to the administration.

Expenses to be charged to the economic fund must be urgent, necessary, non-deferrable, and non-plannable. They must relate to the purchase of goods or services of modest value, necessary for the immediate and functional needs of the Department. The "economale" fund will be used to pay in cash such expenses for which no invoice is required under the split payment regime (invoices issued by an Italian supplier), upon simple presentation of a receipt.

The refund request, for a maximum amount of €50, must be submitted to the administrative office by submitting:

  • the appropriate "Giustificativo spese per cassa" form;
  • the original receipt with a detailed description of the goods or services purchased (self-certification receipts). No self-certification is required.

If the receipt does not contain a description of the goods or services, the "Autorizzazione Spesa presso NOME FORNITORE" statement must be submitted to the administrative office together with the refund request (the "Giustificativo spese per cassa" form) and the original receipt.

In case of theft or loss of the receipt, it is possible to submit the refund request together with the "Dichiarazione furto o smarrimento giustificativo di spesa FONDO ECONOMALE" strictly accompanied by a copy of the receipt.

All the forms listed above can be downloaded from the Reserved Area.
 

Instructions for the following types of expenses can be found by downloading the "Gestione fondo economale" file from the same Reserved Area:

  • Key Duplication
  • Paper Towels
  • Poster Printing

Special spending cases, including online purchases of goods or services, must be authorized in advance by the Administrative Coordination Secretariat.

List of documents:

  • Gestione del fondo economale
  • Giustificativo spese per cassa (Updated July 2025)
  • Modello Autorizzazione Spesa presso NOME FORNITORE
  • Dichiarazione furto o smarrimento giustificativo di spesa FONDO ECONOMALE DL

Researchers can use the free version of Biorender. Upon publication, when a license is necessary, you should contact Andrea Mainardi and ask for a license to be temporarily assigned to you. Once used, this license will be available again for other requests in the university. The administrator manages everything.

In the Reserved Area, a vademecum with instructions for requesting a temporary license (ITA).

The procedure to follow when you have to leave for a mission is the following:

1) Authorization request via "u-web missions".
It is not necessary to include any costs in the estimate, except if you choose to use your own vehicle: in this case it will be necessary to specify the reason, the kilometers to be traveled and the vehicle's license plate. Passengers will have to request authorization as well. For further details, please refer to the attachment “Aspetti importanti di autorizzazioni e rimborso missioni”.

2) Request for refund via u-web missions:
Upon returning from the mission you can proceed with the refund request. Any expenses entered in the estimate will NOT be automatically reported by the system, so they will have to be reported again.

3) Regarding the possibility of requesting advances on missions, please refer to the attachment “Richiesta di anticipi su missioni”.

IMPORTANT
The 2025 Budget Law, in art. 10, introduces an important change on the deductibility of personnel travel expenses. This article has modified the content of art. 51 paragraph 5 of the TUIR which indicates the rules for the refund of missions carried out in the municipality, in Italy and abroad, both in the presence of analytical refund of expenses, and flat rate, specifying that the expenses for food, accommodation, travel and transport carried out by non-scheduled public transport services, do not contribute to forming the income only if they have been supported with a bank or postal payment or with other traceable payment systems.

Payments considered traceable are:
1. ATM or debit cards
2. Credit cards
3. Prepaid cards
4. Bank or postal transfers
5. Bank checks
6. Cashier's checks
7. Smartphone payment applications linked to a current account
8. MAV

Among the attachments you will find a more detailed description and the changes that will be made to U-GOV to comply with the law.

In the Reserved Area, the following files are present:

  • Request for advances on missions
  • Important aspects of authorizations and reimbursement of missions
  • Introduction of the obligation to trace expenses for missions with the 2025 budget

Forms to download from the Reserved Area, fill in and deliver to the Coordination Secretariat:
 

SCHOLARSHIPS FOR RESEARCH ACTIVITIES

  1. Scholarship request
  2. Scholarship renewal request
  3. Scholarship integration request
  4. Request for remodulation of scholarship funds
  5. Scholarship waiver


RESEARCH GRANTS

  1. Grant request
  2. Request for a Recruitment Grant
  3. Grant renewal request
  4. Request for remodulation of grant funds
  5. Grant integration request
  6. Grant waiver


TASKS

  1. Request for occasional professional service assignment
  2. Request for teaching support assignment
  3. Request for CO.CO.CO task assignment.

 

VISITING STAFF

Visiting staff must register on Visiting Staff Application Portal.

University web pages containing information on the registration and reception process for Visiting staff and on the visa application procedure for non-EU citizens.


For further information, please refer to the relevant offices.

All forms can be downloaded by entering the Reserved Area.

Instructions to follow to request a purchase order:

The request must be sent to the e-mail address: ordini_dbb@unipv.it
In the subject specify name of the supplier purchasing consumption/service and name of the teacher.

If the purchase is urgent, it should be reported in the subject:
Ex: Urgent, Merck life science, laboratory reagents - Prof.xxxx

The request must be complete with:

  • Purchase form
  • Excel pre-order form
  • Supplier offer

IP address
The Internet Protocol (IP) address allows you to uniquely identify any device connected to a data transmission network.

All devices (personal computers, servers, laboratory instruments ...) that need to access the University data network must have an IP address.

To request an IP it is necessary to download (see below) and fill in the IP Number Request Form, signed by the Department Director (Richiedente) and the Laboratory Manager or in any case by structured personnel (Responsabile dell'apparecchiatura).
 

E-mail address
It is a unique string of characters (code) that identifies an email account, or "mailbox", where messages can be sent and received.

To request an e-mail address it is necessary to download (see below) and fill in the e-mail Request Form, signed by the Department Director (Richiedente) and by the code manager.


In both cases above, the forms must be delivered to the Administrative Secretariat DBB, for stamping. The Secretariat has the credentials to forward the request via S.O.S. Servizi UniPV.

IP Number request (ITA)
E-mail address request (ITA)
SOS - Online Support for Services (ITA)

In the Reserved Area you will find:

  • Reimbursement request Form
  • Authorization for expenses reimbursement for external workers (Autorizzazione...)(ITA)

Download, fill in the form and deliver it to the Administrative Secretariat before disposing of the inventoried product.

Forms and guides FedEx and DHL and, for the postal service, the Ammiraglia form are available in the Reserved Area.
This last form must be completed by the sender in the sections indicated in red. It is important to include the sender's name and/or the laboratory's name.
The form must be printed in duplicate, one copy for the forwarder and the other for the DBB, as a pickup receipt.
To book a pickup, send an email to info@ammiragliasrl.it, or contact the supplier at +39 0382 472086.
Ammiraglia usually collects the envelopes the morning after the request or, if the request is made early in the morning, collects them in the late morning or early afternoon of the same day. However, other arrangements can be made.
The package must be delivered to the central reception of the DBB together with the two form copies.
 

 

Shipping slip via Ammiraglia

In questa Area riservata è possibile consultare la documentazione delle sedute del Consiglio di Diprtimento (OdG, proposte, delibere, verbali)