International Trips - FAQ | Wroclaw Medical University

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Am I entitled to training leave for the duration of my trip abroad?

A person who is an employee of the Medical University is entitled to paid or unpaid training leave for the duration of the trip abroad, including travel days*

Trips for which training leave is not entitled: You are not entitled to a training leave if you are:

• representing the University during foreign ceremonies, meetings or gatherings, in particular performing these activities by the University authorities and persons acting on behalf of the authorities,

• conducting scientific research within the framework of projects (e.g. research trip, consultation trip, pilot/preliminary study),

• participating in a scientific internship as part of the project,

• taking part in a university exchange,

• participating in a working meeting,

• performing other tasks recommended by the employer.

*1 day to get there and 1 day to return for continental travel; 2 days to get there and 2 days to return for intercontinental travel.

What kind of leave am I entitled to: paid training leave or unpaid leave?

In order to obtain training leaves for the duration of trips abroad, please check the requirements and calculation method in the Regulations of Trips Abroad No. 133/XVI R/2022 established by the Rector of the Medical University.

Can active participation in a conference/congress be financed from my private funds?

In accordance with the Regulations of Trips Abroad, active participation in the conference/congress may be financed from private funds of the person leaving. In such a case, the mobility questionnaire indicates the "different" nature of the trip along with information specifying the form of participation in the trip.

What is the limit of foreign allowances of the country I’m going to?

The amount of foreign allowances, according to each country, is included in the Annex to the Regulation of the Minister of Labour and Social Policy of 29 January 2013 as to what an employee hired by a state or local government unit of the budgetary sphere is entitled, as far as a business trip is concerned.

Can I apply for an increase in the foreign subsistence allowance of the country I’m going to, and if so, how?

No, the person leaving cannot apply for an increase in the foreign subsistence allowance.

How to calculate the cost of foreign allowances for a trip?

For each full day of a trip abroad, you are entitled to a full allowance. For a partial day of the trip, you are entitled to a daily allowance in the amount of:

• up to 8 hours, you are entitled to 30% of the allowance

• between 8 and 12 hours, you are entitled to 50% of the allowance

• from 12 hours, you are entitled to 100% of the allowance

The foreign subsistence allowance, according to each country, is included in the Annex to the Regulation of the Minister of Labour and Social Policy of 29 January 2013 as to what an employee hired by a state or local government unit of the budgetary sphere is entitled, as far as a business trip is concerned.

What is the limit for an overnight stay in the country I am going to?

The limits for overnight stays, according to each country, are included in the appendix to the Regulation of the Minister of Labour and Social Policy of 29 January 2013 as to what an employee hired by a state or local government unit of the budgetary sphere is entitled, as far as a business trip is concerned.

Can I apply for an increase in the overnight limit in the country I am going to, and if so, how?

The person who is going to travel, may submit a request and justification for increasing the limit for accommodation in the country to which they wish to travel to the Vice-Rector for University Development Strategy. In such situations, the decision to grant or refuse to increase the limit belongs to the Vice-Rector and only on the basis of this decision the person going abroad may apply for covering the costs of accommodation with an increased limit. The letter in question should be submitted to the International Cooperation Department.

What is the rate per kilometre of vehicle mileage needed to settle the cost of car travel?

The rate per 1 kilometre of vehicle mileage is PLN 0.80 and results from the content of the Regulations for Trips Abroad and regulations resulting from the applicable Ordinance No. 138/XVI R/2023 of the Rector of Wrocław Medical University on the rules for settling domestic business trips.

How to calculate the cost of lump sums for travelling to/from the airport?

The lump sum for travelling from/to the airport is equal to the amount of one full allowance.

The limits of foreign subsistence allowances, according to each country, are included in the Annex to the Regulation of the Minister of Labour and Social Policy of 29 January 2013 as to what an employee hired by a state or local government unit of the budgetary sphere is entitled, as far as a business trip is concerned.

How to calculate the cost of lump sums for commuting in the city?

The lump sum for commuting by public transport in the city is 10% of the limit of the foreign allowance for each day of the person's stay in the city abroad.

Am I entitled to a refund of accommodation costs if I don’t have an invoice for my accommodation?

In the event that the person going abroad does not present an invoice for accommodation during a foreign trip as part of the settlement, he or she is entitled to a refund of the cost of this accommodation in the amount of 25% of the limit for the night, in accordance with the limits included in the annex to the Regulation of the Minister of Labour and Social Policy of 29 January 2013 as to what an employee hired by a state or local government unit of the budgetary sphere is entitled, as far as a business trip is concerned.

Am I entitled to a refund of flight costs if I have an invoice for airline tickets issued by a travel agency other than the one with which the university has a contract?

No, it is not possible to refund the cost of purchasing an airline ticket on the basis of an invoice issued by a travel agency other than the one with which the university has signed a contract.

Am I entitled to a refund of flight costs if I have an invoice for my flight tickets issued directly by the carrier?

No, it is not possible to refund the cost of purchasing an airline ticket on the basis of an invoice issued directly by the carrier.

Registration fee: payment only by credit card – what document to fill in and where to submit it?

It is necessary to document that it resulted impossible to pay by bank transfer. You are to fill in the Banking Operation Order (Appendix No. 2 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) and submit its original version to the International Cooperation Department at least 14 working days before the final date of payment. In the event of late delivery, the International Relations Department does not guarantee that payments will be made on time.

Registration fee: payment by bank transfer based on an invoice – what document to fill in and where to submit it?

The Bank Operation Order (Appendix No. 2 to the Regulations for Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) must be completed and its original version submitted to the International Relations Department at least 14 business days before the final date of payment. In the event of late delivery, the International Relations Department does not guarantee that the payment will be made on time.

Registration fee: payment by bank transfer from private funds and refund – what document to fill in and where to submit it?

You are to provide a described and signed invoice for the registration fee paid to the University (invoice details can be found in the tab Foreign trips | Procedure – before departure). The invoice must be accompanied by a payment confirmation, e.g. a transfer receipt generated from a bank account. The invoice must indicate the bank account number to which the refund is to be made. Invoices issued with incorrect data will be returned to the departing person for correction, which will prolong the process of reimbursement of the funds incurred, therefore the person going abroad is asked to carefully check the data on the financial documents before submitting them to the International Cooperation Department.

Accommodation fee: payment by bank transfer on the basis of an invoice or in the form of prepayment – what document shall I fill in and where shall I submit it?

The Banking Operation Order (Appendix No. 2 to the Regulations for Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) must be completed and its original version submitted to the International Cooperation Department at least 14 days before the final date of payment. In the event of late delivery, the International Relations Department does not guarantee that the payment will be made on time. In the case of prepayments, the person who is going abroad is obliged to provide the original invoice for the accommodation after returning from the trip.

I am not an employee of the UMW – how do I correctly indicate how I am related to the university in order to receive permission to travel abroad?

A person who is not an employee of the University must obtain full consent to finance the trip abroad from the University's funds. In order to make this possible, the Rector of the Medical University should correctly and clearly indicate in the application for a person who is not an employee of the university (Appendix No. 8 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) their relationship with the unit with which they cooperate and carry out their trip. Applications with errors or incomplete will be returned to the departing party for correction. The following types of status are possible: UMW student, UMW Doctoral School participant and UMW contractor.

I’m not an employee of UMW – can I collect an advance payment for travel expenses and settle it after my return?

No, a person who is not an employee of Wrocław Medical University is not paid an advance payment for the costs related to the trip abroad.

The departing person settles the covered costs after returning from the trip and then receives a refund or – if he/she travels with another person who is an employee of the university – the person leaving with him can collect an advance payment on behalf of the departing person.

I am not an employee of UMW – am I entitled to allowances for a trip abroad?

No, a person who is not an employee of Wrocław Medical University is not entitled to allowances for a trip abroad according to the Regulation of the Ministry of Labour and Social Affairs of 29 January 2013, as well as other lump-sum benefits provided for employees therein. Meals are settled according to the bills or a fixed amount provided by the scholarship (on condition that these are the rules for financing the program).

Advance payment by bank transfer in a foreign currency – what application shall I fill in and where shall I submit it?

If the person who is going abroad wants to collect the advance payment by bank transfer to a foreign currency account, he/she must complete, sign and submit the application for the advance payment (Appendix No. 4 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) to the International Relations Department at least 14 days before the date of departure. In the event of late delivery of the document, the International Relations Department does not guarantee the payment on time.

The application must include the number of the foreign currency account and the name of the bank in which the account is kept.

The person going abroad does not have to provide a conversion of the advance payment into PLN. This conversion is made by an employee of the Finance Section.
If necessary, the International Relations Department provides information on how to calculate costs. Before the final submission of the advance payment application, the IRD checks whether the calculation is correct.

Advance payment by bank transfer in PLN – what application to fill in and where to submit it?

If the person going abroad wants to collect the advance payment by bank transfer to a PLN account, he or she must complete, sign and submit the application for the advance payment (Appendix No. 4 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) to the International Cooperation Department at least 14 days before the date of departure. In the event of late delivery of the document, the International Relations Department does not guarantee the payment on time.

The application must include the number of the foreign currency account and the name of the bank in which the account is kept.

The person going abroad does not have to provide a conversion of the advance payment into PLN. This conversion is made by an employee of the Finance Section.

If necessary, the International Relations Department provides information on how to calculate costs. Before the final submission of the advance payment application, the IRD checks whether the calculation is correct.

Advance payment in cash in foreign currency – what application shall I fill in and where shall I submit it?

If the person who is going abroad wants to collect an advance payment in cash in a foreign currency, he/she must complete, sign and submit an application for the advance payment (Appendix No. 3 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University) to the International Cooperation Department at least 14 days before the date of departure. In the event of late delivery of the document, the International Relations Department does not guarantee the payment on time.

The final amount of the advance payment is rounded down due to problems with obtaining coins at some of the offices of the bank where the university has a bank account. Any differences in receivables resulting from this rounding are reduced during the settlement of the trip.

Do I have to convert the amount of the advance payment in a foreign currency into PLN?

The person going abroad does not have to provide a conversion of the advance payment into PLN. This conversion is made by an employee of the Finance Section.

Visa – what document to fill in and where to apply?

Visa applications with attachments are submitted directly to the Why Not Travel travel agency or through the International Relations Department. The person going abroad gets acquainted with the formal requirements for individual countries and fills in the visa application form on their own (paper or online).

It is also the responsibility of the person leaving to ensure the correctness and completeness of all required elements of the visa application, including the dimensions of the photo or the validity of the identity document.

Expected results of a trip abroad – what document to fill in and where to submit it?

If the length of the trip abroad exceeds 7 days, the person going abroad is obliged to submit a completed form to the International Relations Department. It should contain information on the expected results of the trip (Appendix No. 11 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University).

The form in question should be submitted together with other documents related to the trip by the person going abroad. The lack of the above-mentioned form will result in not granting permission for the trip by the Vice-Rector for University Development Strategy and prolonging the process of handling the case.

Currently, the form mentioned above is available on the website under "Foreign trips / Forms". It can also be obtained by contacting the International Relations Department directly.

Final report of a trip abroad – what document to fill in and where to submit?

As part of the settlement of a trip abroad that lasted more than 7 days, the person going abroad is obliged to submit a report on the results of the trip to the International Cooperation Department (Appendix No. 7 to the Regulations of Trips Abroad, in force on the basis of Ordinance No. 133/XVI R/2022 of the Rector of the Medical University).

If the trip abroad took place as part of a project that includes separate forms and rules for submitting reports (e.g. Erasmus+), the person leaving is obliged to submit a copy of such a report as part of the settlement of the trip.

The report in question applies to all trips lasting more than 7 days.