International business trips

Trips abroad

From 1 September 2016, the Bureau for International Cooperation is responsible for handling all trips abroad realised within the University.

A person applying for permission for a business trip abroad should complete an appropriate form of a request for a trip abroad, which together with the attachments regarding the trip should be submitted to the Bureau for International Cooperation at least 14 business days before the date of the first organisational activity relating to the trip, e.g. the date of sending the payment for participation, purchasing a plane ticket, collecting currency from the bank, etc.

Appendices to the request may be:

  • an invitation from a foreign university, the offer / conference programme, a short description of the research carried out, possibly additional correspondence with the organisers, and others;
  • in the case of a conference abroad, the employee should present a confirmation of acceptance of the paper (if applicable). If there is no confirmation at the time of submitting the request, the employee is required to deliver it immediately upon receipt, at the latest at the moment of settlement of the trip;
  • information regarding the amount of the conference fee and what it covers. Moreover, if the bank transfer of the fee is to be performed by employees of the unit, the following information regarding the fee is required: method and date of its settlement, bank account number (IBAN) and name and address of the institution being the holder of the bank account, as well as the name, address and SWIFT code of the bank;
  • chosen flights in the case of plane travel;
  • confirmation of the hotel booking with an indication of the cost of accommodation and other services included in the price of the accommodation – if applicable.

Complete trip documentation is submitted to the Vice-Rector for Education and Internationalisation. When the request is approved, it is carried out (purchase of plane tickets, preparation of advance payment in PLN / foreign currency from the bank, transfer of participation fees, etc.).

After returning from a trip abroad, the traveling person is required to settle their trip within 14 business days from the date of return. For this purpose, such a person should report to the Bureau for International Cooperation with a completed settlement form, which should be accompanied by an invoice(s) confirming costs (except for daily allowances and lump sums) as well as travel tickets and boarding passes (when traveling by plane).

Business trips abroad are carried out at the University on the basis of Regulation of the Minister of Labour and Social Policy of 29 January 2013 on the amounts due to an employee employed in a state or local government budgetary unit for a business trip.

The Rector may delegate people abroad for scientific, didactic and training purposes.  Regulation of the Minister of Science and Higher Education of 12 October 2006 on the conditions of referring persons abroad for scientific, didactic and training purposes, as well as their special rights

 

Cash payments and unpaid benefits received by an employee in connection with a trip abroad are subject to taxation and system of social security contributions – legal basis.

 

Teaching and training trips as part of the Erasmus+ programme are carried out in accordance with the relevant travel procedures.

WARNING!

In connection with the awarding of the tender procedure for servicing the University in terms of reservation, sale and delivery of international plane tickets, we kindly inform that on the basis of the concluded agreement, starting from 30 July 2018 the service in this scope terms for the University is provided by:

UpHOTEL Sp. z o.o

Ul. Solna 4

58-500 Jelenia Góra

The office is open from Monday to Saturday from 8:00 to 21:00 tel.: 75 644 68 35, 75 717 58 42, e-mail: rezerwacje@uphotel.eu

Outside the office hours, contact via the help-desk telephone number at: 75 643 99 02.

In connection with the above, from 30 July 2018, the costs of purchasing plane tickets purchased outside of the aforementioned contractor will not be settled by the University.

 

Moreover, we would like to inform that there are four ways to buy plane tickets (see below), i.e.:

1. A person planning a trip abroad makes an airline reservation themselves at UpHOTEL, payment method – invoice payable by a bank transfer by the University

  • This person should:

- set up a flight which they want to buy with UpHOTEL,

- make a preliminary reservation,

- send the reservation to an employee of the Bureau for International Cooperation with whom they arrange their trip

  • an employee of the Bureau for International Cooperation makes a purchase of a chosen flight at UpHOTEL,
  • UpHOTEL issues a ticket and an invoice for the University,
  • UpHOTEL sends the plane ticket to the interested person planning a trip abroad.

2. A person planning a trip abroad makes an airline reservation themselves at UpHOTEL, and pays for the invoice themselves, planning a trip settlement at the University

(such a situation takes place when a person does not have the Rector’s consent for a trip abroad at the time of purchasing the ticket, and that person wants to buy flight tickets on preferential terms, or when the trip combines private and business trip or is partially co-financed by the University, e.g. as part of Erasmus+ programme)

  • This person should:

- set up a flight which they want to buy with UpHOTEL,

- purchase a ticket (note: before direct purchase of a plane ticket, contact an employee of the Bureau for International Cooperation who confirms at UpHOTEL that the person in question is an employee of the University),

- pay the amount due from their own funds (bank transfer, credit card – according to the rules applicable at UpHOTEL in a specific case),

- receive a ticket and an invoice issued to the University by UpHOTEL,

- forward the ticket and the invoice to the Bureau for International Cooperation at the time of settlement.

3. Employees of the Bureau for International Cooperation make a plane reservation with standard lines for a person planning a trip abroad, i.e.:

  • an employee of the Bureau for International Cooperation:

- contacts UpHOTEL in order to provide the date and place of the trip,

- after receiving an offer of UpHOTEL regarding flights, the employee contacts the leaving person who chooses a particular flight,

- makes a booking of a ticket,

- after confirming the compliance of the flight (acceptance of the flight by the leaving person) sends to the UpHOTEL a request to buy the ticket,

  • UpHOTEL issues a ticket and an invoice for the University,
  • a plane ticket is sent to an interested person planning a trip abroad by an employee of the Bureau for International Cooperation.

4. Employees of the Bureau for International Cooperation buy tickets for low-cost airlines, payment method – invoice payable by bank transfer by the University:

There are two possible options:

option 1:

  • a person planning a trip abroad wishing to travel by low-cost airlines, finds information on the flight they plan to buy at UpHOTEL,
  • forwards to the Bureau for International Cooperation the details of the flight, i.e.: airline, flight, flight times, type and weight of luggage,
  • an employee of the Bureau for International Cooperation forwards the data obtained to UpHOTEL with a request to buy a plane ticket,
  • UpHOTEL issues a ticket and an invoice for the University,
  • a plane ticket is sent to an interested person planning a trip abroad by an employee of the Bureau for International Cooperation.

option 2:

  • an employee of the Bureau for International Cooperation finds information on the flight they plan to buy at UpHOTEL, for a person planning a trip abroad,
  • defines the details of the flight i.e.: airline, flight, flight times, type and weight of luggage, with the travelling person,
  • forwards the data to UpHOTEL with a request to buy a plane ticket,
  • UpHOTEL issues a ticket and an invoice for the University,
  • a plane ticket is sent to an interested person planning a trip abroad by an employee of the Bureau for International Cooperation.