International Trips - FAQ

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.
 

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.