A person applying for consent to a foreign business trip should fill in an appropriate application for a foreign trip*. A complete application together with attachments regarding the trip should be submitted to the International Relations Office at least 14 working days before the date of the first organizational activity related to the trip, e.g.  

• deadline for paying a fee for participation in a conference/an international event 
• recognizing possibilities of flight connections, booking, purchasing a plane ticket 
• payment of an advance payment in a foreign currency/PLN, etc. 

The following attachments have to be enclosed to the application for a foreign trip: 

• a document confirming the trip including dates of the event, i.e. an invitation from a foreign university, an offer/programme of a conference, a short description of research being carried out or other information 
• confirmation of acceptance of a paper (if applicable). In case of lack of confirmation at the time of submitting the application, the employee is obliged to provide the confirmation immediately after receiving it, at the time of settlement of the trip at the latest. Optionally, a programme including the name of the applicant or the title of his paper is accepted 
• information regarding amount of the conference fee and an indication of what benefits it covers. Moreover, if the International Relations Office is to transfer the conference fee, it is necessary to provide the following information, i.e.:
  • deadline for its settlement
  • account number (IBAN) and the name and address of the institution holding the account 
  • name, address and SWIFT bank code 
• a lecture programme or training programme approved by the host institution (mandatory in case of trips within the Erasmus programme) 
• opinion of the Dean/Supervisor/Project Manager/Head of unit/Tutor of a scientific club, etc. – applies to persons who are not employees of the University 

The application may include the following attachments: 

• selected flight connection, if traveling by plane
• confirmation of hotel reservation, indicating the cost of accommodation and other services included in the accommodation price, if applicable

(Noteworthy! It is recommended to book accommodation with cost-free cancellation. If your travel plans change, you can cancel your reservation free of charge until the free cancellation deadline expires. If you choose a different accommodation booking option than that described above, the University will not bear the costs of changing or canceling the booking) 

Submitted application for a foreign trip has to include: 

• consent of the head of the organizational unit, where the applicant is employed 
• confirmation of financial resources
• transport profitability analysis in case of traveling by car not owned by the employer. The applicant should complete the application in this regard and obtain confirmation from the Finance and Accounting Department. 

Complete documentation regarding the trip is submitted to the Vice-Rector for Education and International Relations for decision. After the application is approved, it is implemented, in particular: 

• payment of a fee for participation in a conference/an international event 
• recognizing possibilities of flight connections, booking, purchasing a plane ticket 
• payment of an advance payment in a foreign currency/PLN, etc. 

The amount of the allowance per day of a foreign trip and the accommodation limit in individual countries are specified in the Regulation of the Minister of Family and Social Policy of 25th October 2022. 

The costs of using a vehicle not owned by the employer, in case of processing an application for a foreign trip, are covered by the employer at the rates per 1 kilometer of mileage of a passenger car. They cannot be higher than (content of the Regulation): 

1. 0.89 PLN when traveling in a passenger car with an engine capacity of up to 900 cm3
2. 1.15 PLN when traveling in a passenger car with an engine capacity above 900 cm3 

Cash payments and free benefits received by an employee in connection with a foreign trip are subject to taxation and contributions – legal basis. 

Teaching and training trips under the Erasmus+ programme are carried out in accordance with appropriate trip procedures. 

*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.