The International Relations Office has been responsible for handling business trips of foreign guests to the University since 1st September 2016. 

In order to invite a foreign guest an organizational unit of the University should, as an applicant, submit to the International Relations Office an application for arrival from abroad. It has to include documents confirming the visit, i.e. programme of stay, correspondence regarding the guest's arrival, etc. and should be submitted at least 14 working days before the date of the guest's visit. A complete application is submitted to the Vice-Rector for Teaching and International Relations for decision. After consent is given, it is implemented (if applicable, i.e. preparation of an advance payment regarding benefits indicated in the application, preparation of allowances for the guest).

Airline tickets 

The rules for booking and purchasing international airline tickets are regulated by Circular letter No. 4/24 of 17th July 2024 of the Rector of the University of Economics in Katowice regarding changes in the procedure for booking and purchasing international airline tickets for employees, students and doctoral students of the University of Economics in Katowice and persons who are not employees of the University. 

Rules for booking and purchasing airline tickets: 

1. From 30th July 2024, reservations and purchases of airline tickets for foreign guests coming to the University units are made by the guest individually or by the applicant (guest's tutor) from any carrier. 
2. Tickets should be purchased after obtaining approval of the application for arrival from abroad. 
3. The costs of the ticket, referred to in point 1, have to be included in the application for arrival from abroad. The application has to be submitted before arrival. 
4. Tickets can only be purchased for economy class connections*. If the price of a ticket in higher classes is lower than the price of an economy class ticket, it is acceptable to purchase such a ticket. In such a case, the guest or the applicant (guest's tutor) submits confirmation in this respect from the carrier to settle the cost of the ticket. 
5. Payment for purchased tickets for foreign guests can be settled: 
   1. by the University by bank transfer on the basis of an invoice or a pro forma invoice issued to the University, with a payment deadline of at least 21 days from the date of submitting a correctly issued invoice;  
   2. from an advance payment paid to the applicant (guest's tutor), accepted in the application for arrival from abroad; 
   3. from own funds of the guest – to be reimbursed by the University. The decision to spend own funds rests with the person making the purchase. 

Settlement of the cost of airline tickets: 

1. Guest or applicant (guest's tutor) immediately after receiving an invoice issued to the University of Economics in Katowice, which is to be settled by the University by bank transfer, should submit it to the International Mobility Unit of the International Relations Office for processing.  
2. In case of receiving an advance payment by the applicant (guest's tutor) or payment from own funds by the guest, settlement of the cost of airline tickets will take place on the basis of a bill issued to the traveling person, an invoice, a ticket containing information about full price and confirmation of payment. 
3. Regardless of the form of documenting the purchase of airline tickets, the guest or the applicant (guest's tutor) is obliged to submit the purchased airline tickets and boarding passes to the International Mobility Unit of the International Relations Office.  
4. The remaining rules for processing and implementing an application for arrival from abroad remain unchanged. 
5. When purchasing airline tickets exceeding the amount of PLN 3,500.00 net, the guest or the applicant (guest's tutor) should document that the purchase was made at the best market price by comparing at least three offers for purchase of tickets to Katowice in a specified period and preparing a declaration in this respect (the declaration constitutes Annex No. 1 to Circular letter No. 4/2024). Collected offers should be attached to the documentation regarding arrival of a guest from abroad at the time of settling the cost of airline tickets at the latest. If it is not possible to obtain three offers for purchase of tickets, it is acceptable that the purchase is made on the basis of a smaller number of offers. In this case the guest or the applicant (guest's tutor) is obliged to submit an appropriate annotation in the above-mentioned declaration regarding lack of possibility of obtaining such a number of offers. 

Rules for combining a business stay with a private stay: 

1. In case of a business arrival combined with a private stay, the basis for recognizing travel costs is conducting by the guest or the applicant (guest's tutor) a valuation of airline tickets on days of an entitled business stay by comparing at least three offers and preparing a declaration in this respect (the declaration constitutes Annex No. 2 to Circular letter No. 4/2024). 
2. If it is not possible to obtain three offers for purchase of a ticket, it is acceptable to purchase a ticket on the basis of a smaller number of offers, and the guest or the applicant (guest's tutor) is obliged to submit a declaration that it was not possible to obtain such a number of offers. The valuation and the offers obtained should be attached to the application for arrival from abroad. If the price of a ticket for a business-private arrival exceeds the price according to the valuation on days of a business stay, the guest covers the difference from his/ her own funds. 
3. The rule is to purchase airline tickets at the most favorable prices, taking into account travel time, economy class, in accordance with the Public Finance Act regarding compliance with the principles of purposefulness, economy and efficiency of purchases.
4. The foreign guest/ the applicant (guest's tutor) is fully responsible for the trip and, if necessary, makes changes independently by contacting the carrier directly. 

*Economy class – the most cost-effective flight option without additional paid services, products or benefits. 
 

*The form in English is for informational purposes only to facilitate completing the application in Polish. It should be noted that applications have to be submitted only in Polish.