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 international airline tickets: 

1. From 30th July 2024, reservations and purchases of international airline tickets related to foreign trips are made individually by persons who travel abroad from any carrier. 
2. Tickets should be purchased after obtaining approval of the application for a foreign trip. 
3. The costs of the ticket, referred to in point 1, have to be included in the application for a foreign trip. The application has to be submitted before departure. 
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 person who travels abroad submits confirmation in this respect from the carrier to settle the cost of the ticket. 
5. Payment for purchased tickets for a foreign trip 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. by the person who travels abroad:  
      1. from an advance payment paid to the person who travels abroad, accepted in the application for a foreign trip;  
      2. from own funds of the person who travels abroad – to be reimbursed by the University at the time of settlement of the foreign trip. The decision to spend own funds rests with the person making the purchase. 

Settlement of travel costs:

1. In case of payment by bank transfer by the University, the person who travels abroad immediately after receiving an invoice issued to the University of Economics in Katowice, should submit it to the International Mobility Unit of the International Relations Office for processing. 
2. In case of receiving an advance payment or payment from own funds by the person who travels abroad, settlement of the cost of airline tickets will take place when settling the foreign trip on the basis of a bill issued to the traveling person, an invoice, a ticket containing information about full price and confirmation of payment, which will constitute an attachment to the document Settlement of a foreign trip. 
3. Regardless of the form of documenting the purchase of airline tickets, the person who travels abroad 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 a foreign trip remain unchanged.
5. When purchasing airline tickets exceeding the amount of PLN 3,500.00 net, the employee should document that the purchase was made at the best market price by comparing at least three offers for purchase of tickets to the travel destination 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 trip documentation at the time of settlement of the foreign trip 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 employee 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 trip combined with a private stay, the basis for recognizing travel costs is conducting by the person who travels abroad a valuation of airline tickets on days of an entitled business trip, on the route leading only to and from the place of performance of business activities 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). 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 employee 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 a foreign trip. If the price of a ticket for a business-private trip exceeds the price according to the valuation on days of an entitled business trip, on the route leading only to and from the place of performance of business activities, the person who travels abroad covers the difference from his/ her own funds. 
2. 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.
3. The person who travels abroad 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.