Submission of travel applications
In accordance with the Regulation No. 6 of the Rector of the Warsaw University of Life Sciences, of April 9, 2009. in order to go abroad, an employee of WULS-SGGW or a person who is not an employee of WULS-SGGW, a doctoral student or student is obliged to submit at least 14 days before departure, in the International Cooperation Office (ul. Nowoursynowska 166, 02-787 Warsaw, building 8, room 19), the application for a trip abroad.
Before you go:
Filling out an exit application
• The departing person fills out the exit request, giving the details of the trip, i.e. place, purpose and dates of departure, selected means of transport, source of funding
• The application must be accompanied by an invitation to an event or other document confirming the legitimacy of the trip. In the case of a conference fee, the delegate attaches the data to the transfer or invoice to the
Submitting the application to the International Cooperation Office
• The delegate submits a request for approval to the Head of unit and the Director of the Institute, then delivers to the Office for International Cooperation, 8 pok. 19, or sent in the EZD system, no later than 14 days before the date of commencement of the delegation
Purchase of a ticket by employees of the International Cooperation Office
After approval of the trip by the appropriate Rector, employees of the International Cooperation Office purchase a ticket and insurance in accordance with the information contained in the travel application. Tickets and policies are purchased through the company selected in the tender, currently TravelBank.
Receipt of the advance payment for the trip
Posted 3 working days before departure, he receives an order from the Office for International Cooperation to pay an advance in foreign currency for the necessary travel expenses in the amount resulting from the preliminary calculation of costs.
The advance is collected by the departing bank Pekao SA
During the trip, the delegated person must remember about:
• collecting invoices and bills, e.g. for accommodation, participation in
• recording the dates and times of crossing the border with Poland (if the journey takes place by land)
• recording the take-off hours of the Polish and landing of the aircraft in Poland
Invoice data on SGGW:
WARSAW UNIVERSITY OF LIFE
SCIENCES –SGGW;
Nowoursynowska166
02 787 Warsaw, Poland
EU VAT: PL 525 00074 25
After leaving:
• Within 14 days of return, the delegated person settles – fills in the print: Settlement of the cost of foreign travel, ins. No. 9 to order Rector No. 4/2007
• Completed settlement print, must be submitted together with invoices and bills to the Office for International Cooperation (Building 8, 19)
• After substantive verification by BWM, the settlement goes to the Financial Accounting Department of SGGW
There are 3 possible variants:
• the advance fully covered the costs incurred – the end of the settlement
• the advance was lower than the costs incurred – additional costs are reimbursed to the delegated
• the advance was higher than the costs incurred – the delegate reimburses the unused part of the advance.
