Rules for accounting for domestic trips with research funds

 Employee trips are accounted for on the basis of:

• application form for domestic trip concerning scientific activities (excluding consultations, queries and field research lasting a maximum of two days), (Appendix no. 2) 
• printout of the business trip order (delegation document, Appendix no. 1) 
• statements for the settlement of domestic travel (regarding per diems, Appendix no. 3) 
• vehicle mileage log (agreement for the use of a private car for business travel) in the case of a business trip using a private vehicle. 

Domestic trips of individuals who are not university employees (doctoral students, experts, project contractors) are settled based on:

• application for funding of the costs of a domestic trip
• travel agreement (Appendix no. 5b, 6b) 
• travel cost settlement (Appendix no. 5c, 6c)
• in the case of doctoral students, if applicable, the driver's logbook (Appendix no. 15) (+ agreement on the use of the doctoral student's vehicle for research purposes) - in the case of a business trip by private car (Appendix no. 18)
• invoices/receipts issued to the University’s details
• public transportation tickets

Business trips for scientific purposes using a private car are settled based on:

• application for permission to use a vehicle for business travel (Appendix no. 12), in the case of doctoral students (Appendix no. 17)
• the driver's logbook (Appendix no. 15)

Trips taken before the date of signing the mileage contract are not subject to billing.

A properly completed delegation document should include:

• the organizational unit's stamp, the delegation number, 
• date and place of departure 
• purpose of the trip 
• means of transport 
• signature of the funds manager, the employee, and the supervisor  
• information about the source of funding 
• date, time, and location of departure and return

Current rates (2025):

• full diet - 45 PLN
• overnight stay max. 900 PLN 
• flat rate for overnight stay - PLN 67.50 PLN for each overnight stay 
• flat rate for access - PLN 9 PLN for each started day 

Conference trips

Conference trips are settled based on a travel application/domestic trip agreement (see Forms) with attached information from the conference organizers (including the conference fee amount, the bank account number for payment, and the payment deadline), as well as an estimated cost breakdown. Additionally, a delegation document (or, in the case of doctoral students, a settlement form) must be collected from the home unit and signed twice by the dean (on the front and back).

Trips for queries longer than two days, field research, consultations, etc. are billed on the basis of an exit application/domestic trip agreement, with an attached query plan, trip cost estimate, and a delegation (settlement form).

Domestic research internship trips are conducted on the basis of a submitted letter to the Vice-Rector for Science with attachments, including an entry application.

Attention!

All documents submitted to the Science Department should be delivered no later than 14 days before the planned trip.

If you are required to pay the conference registration fee, the application must be submitted no later than 14 days before the due date.

Domestic Travel Agreement applications submitted after the departure date are not considered.

Any changes to an ongoing business trip, both domestic or international, or its interruption with respect to the plan specified in the trip application, requires the approval of the immediate supervisor of the Dean/Director, the relevant pro-rector and the project manager, if the trip is carried out within the framework of the project.

Costs associated with the interruption of a business trip are not reimbursedunder the delegation.