Foreign trips- step by step

An application has been created for employees of the University to fill out an online foreign trip referral application. The form will help you estimate the cost of the trip.

Online form

The completed and printed application, signed by the decision-makers, should be submitted along with the attachments to the Science Department 14 days before the planned stay abroad (in the case of conferences, 14 days before the registration fee payment deadline).

In the case of a trip financed by sources settled outside the Science Department, the application should also include the approval of the unit deciding on funding, which, after confirming the availability of funds and indicating the cost account, forwards the application to the Science Department.

In the case of trips of doctoral students/students/experts, there are financial agreement forms available in the TRIPS section, which are filled out by the above-mentioned persons instead of the application.

The set of documents should include:

• application,
• confirmation of hotel reservation
• in the case of a conference trip, the required documents include an invitation, information from the organizers, the conference program, etc., a short abstract of the presentation (title in Polish and a foreign language), and details regarding the conference fee—such as the bank name and address, account number, beneficiary name and address, SWIFT/BIC/ABA routing number (for transfers to the USA), IBAN, and information on what the fee covers (e.g., registration fee includes the printing of conference materials, meal expenses, etc.) as well as the payment deadline
• in the case of a research query trip, a detailed query plan 
• in the case of trips for scholarships and internships: information about the scholarship awarded; invitation to the scientific internship; plan of stay 
• for conducting scientific research: research plan/scope
• with students for language practice, field research, etc.: trip supervisor's application, list of students, and the scope of research 

After submitting the complete documentation and receiving a positive opinion from the Vice-Rector for Science, if funding is granted, the traveler may receive reimbursement for travel expenses (upon presenting receipts and travel tickets) as well as foreign currency to cover meal and accommodation costs, the amount of which depends on the previously allocated funds.

Travel

Airline tickets

As of 04/10/2024, airline tickets for employees and non-employees of UKW (students/doctoral students/experts performing tasks in UKW projects) are booked by the company:

WhyNotTravel Crew Nasternak sp.k

address : Kielnarowa 108 A, 36-020 Tyczyn

Travel by train or bus

The trip is settled on the basis of tickets and/or invoice.

Settlement of travel by car - on the basis of an application, contract, and records

Before the trip, a contract and an application form for permission to use the employee's vehicle for business travel must be submitted to the Science Department.

Insurance

Any person going abroad should get insurance before the trip. This can be insurance with an insurance company of the traveler's choice.

 Upon return - settlement and report

Settlement of travel expenses is made in accordance with UKW Rector's Order No. 40/2024/2025 dated March 25, 2025. 

Within 7 days from the date of return, settlement of the trip should be made by:

• accounting for the allocated foreign exchange funds on the settlement form; receipts for registration fee and hotel (if advanced) should also be attached.
• presentation of a factual report signed by the Dean of the Faculty/Director of the Institute;
• in the case of a trip by car, settlement of travel expenses is made after completing the mileage log form;
• in the case of travel by bus or train, reimbursement of travel expenses is made on the basis of an invoice or, in the absence of receipts, on the basis of domestic and international tickets;
• in the case of changes in the departure dates or an extension of the trip, a statement explaining the reasons for the postponement of departure/arrival must be attached to the settlement.

All invoices and receipts should be issued to:

UKW, 30 Chodkiewicza Street, 85-064 Bydgoszcz, NIP PL 5542647568.

Described invoices (annotation of the form of payment, information on what the bills relate to, to which trip they are related) should be legibly signed.

A printout of the report, mileage records and foreign exchange settlement can be obtained from the Science Department or on the department's website.

Arrivals of guests

Issues related to the reception of foreign guests by Kazimierz Wielki University in Bydgoszcz are regulated by Order No. 41/2024/2025 of the Rector of Kazimierz Wielki University dated March 25, 2025 on the introduction of the Principles for the reception of foreign guests by Kazimierz Wielki University in Bydgoszcz.

A completed and signed application for hosting a foreign guest must be submitted to the Science Department at least 7 working days before the planned visit.