Principles of accounting for foreign scientific trips from research funds.

The rules for settling foreign scientific trips are regulated by Zarządzenie Nr 77/2020/2021 Rektora Uniwersytetu Kazimierza Wielkiego z dnia 2 czerwca 2021 r. and Zarzadzenie nr 21/2022/2023 z dnia 17 stycznia 2023 r. on the Regulations on domestic and foreign trips of UKW employees and the rules for financing the costs of domestic and foreign trips of non-university employees.

All documents are submitted to the International Cooperation Office 14 days before the planned trip. If the conference registration fee is required, the application should be submitted no later than 14 days before the payment date. in the case of purchasing airline tickets, International Cooperation Office UKW orders the booking after receiving the complete application/contract. Applications submitted after departure are not considered.

Trips to a conference, symposium, congress:

• 14 days before the conference, you provide the "Application for financing the doctoral student's travel costs" (Appendix 5a) along with the "Financial agreement of foreign trips" (Appendix 8).
•  The application and the contract are filled in by the doctoral student using the computer application available on the website of the International Cooperation Office: bwm.ukw.edu.pl
• you attach to the contract an invitation or information from the organizers (program),
• a short abstract about the paper (title of the paper in Polish and / or foreign language),
• confirmation of the hotel reservation in the case of settlement of accommodation with the bill
• full details of the conference fee (bank name and address, account number, name and address of the beneficiary, SWIFT / BIC / ABA routing number in the case of transfers to the USA, IBAN and information about what the fee covers and by when it should be paid); if it is necessary to pay with the UKW card (e.g. for an entry fee, prepayment for a hotel), the registration is made in person by a person leaving the UKW Financial Department, and the payment is made by a DF employee. The fee for the conference is usually made by the UKW to the conference organizer's account,
• after the conference, you submit the form "Report of stay abroad" (Appendix 11) along with travel tickets, invoices for accommodation, etc. (each invoice must be described and signed with an indication of the account to which the refund should be made). The invoices are signed by the PhD student.

Trips for queries/field research:

• 14 days before thequeries/field research, you provide the "Application for financing the doctoral student's travel costs" (Appendix 5a) along with the "Financial agreement of foreign trips" (Appendix 8).
• The application and the contract are filled in by the doctoral student using the computer application available on the website of the International Cooperation Office: bwm.ukw.edu.pl
• you attach a detailed query / field research plan to the contract,
• confirmation of the hotel reservation in the case of settlement of accommodation with the bill,
• after the quarter, you submit the form "Report of stay abroad" (Appendix 11) along with travel tickets, invoices for accommodation, etc. (each invoice must be described and signed with an indication of the account to which the funds should be refunded). The invoices are signed by the PhD student.

Use of private cars for study-related purposes by PhD students UKW:

• doctoral students may use passenger cars which are not owned by UKW for research purposes,
• for this purpose, the "Doctoral student's application for consent to use a private vehicle for business purposes" in PL (Appendix No. 13), approved by the Director of the Doctoral School and the administrator of funds, is considered by the Vice-rector for Development and Cooperation.
  

• with a doctoral student who is used to use a passenger car not used for UKW purposes for the purposes of an efficient business trip "Agreement for the use of the doctoral student's vehicle for business purposes" in PL, which is signed by the Vice-Rector with the financial countersignature of the Bursar. When concluding the contract, the number of kilometers should be planned for its entire duration and the rate for one kilometer 0.4000 should be entered. A contract is concluded for a period of one year, in individual situations it is possible to conclude a contract for a period shorter than one year.

• the contract for the use of a passenger car for the purpose of a business trip is signed and submitted to the Finance Department before the planned date of departure.

• after the trip, a doctoral student attaching the document "Vehicle mileage record" along with confirmation of passengers (Appendix No. 15).