Expenses and Outputs Management

At the end of or during the research visit, the WP11 TNA platform allows the Fellow to register incurred expenses and upload the outputs produced within the framework of the Transnational Access activities.

This functionality ensures traceability of the activities carried out and supports the reporting process required by the ITSERR project.

The Fellow may access the Expenses section directly from the dedicated research visit area.

Within this section, it is possible to:

• view the list of already submitted expenses;
• add new expenses;
• consult the attached documentation.

The section is accessible only for visits associated with the Fellow and within the limits permitted by the visit status.

To submit a new expense, the Fellow selects the Upload Expenses action, which opens a dedicated form.

During the submission process, the Fellow must:

• indicate the date of the expense;
• specify the type or description of the expense;
• enter the amount incurred;
• attach supporting documentation (e.g., receipts or invoices).

Once uploaded, the expense is recorded in the system and associated with the relevant visit.

For each submitted expense, the system allows one or more supporting files to be attached.

Uploaded documents:

• can be previewed directly within the platform;
• remain associated with the submitted expense;
• are accessible to authorised actors.

This mechanism ensures an organised and verifiable management of incurred expenses.

In addition to expenses, the Fellow may upload outputs produced during the research visit.

Outputs represent the results of the research activity and may include:

• textual documents;
• reports;
• PDF files;
• other materials required by the programme.

For each output, the Fellow may:

• provide a description;
• select the appropriate category;
• attach one or more files.

Outputs are saved in the system and associated with the relevant visit.

For both expenses and outputs, the system allows the user to:

• save the entered data;
• view the list of uploaded information;
• verify the correctness of the information before the visit is formally concluded.

The entered information remains available for monitoring and reporting purposes.

The management of expenses and outputs is subject to visibility and permission rules:

• the Fellow may submit and consult their own expenses and outputs;
• other authorised actors may consult the information for verification purposes;
• once the visit is concluded, the information becomes non-editable.

This approach ensures process consistency and proper preservation of data.