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Trips cancellation/shortening due to the Coronavirus SARS-CoV-2 epidemic - instructions to follow

Trips cancellation/shortening due to the Coronavirus SARS-CoV-2 epidemic - instructions to follow

In accordance with the Regulation No. 24 of the Rector of the Jagiellonian University of 10 March 2020 on preventing the spread of COVID-19 in the academic community of the Jagiellonian University and the following decision of suspending all international visits and business trips of JU employees, undergraduate, graduate and doctoral students, we would like to ask those who have cancelled or shortened their trips to sumit all the necessary documents to the JU International Relations Office.

 

 

TRIP CANCELLATION

  1. All persons whose Mobility Application Form (in paper version) had been submitted to the JU International Relations Office and were accepted by Prof. Stanisław Kistryn, Vice-Rector for Research and Structural Funds, are kindly asked to submit a letter, addressed to the JU IRO, with the trip cancellation due to the spread of Coronavirus SARS-CoV-2 epidemic. In order to cancel the employee’s absence by the JU Human Resources Office and the further possibility of cost settlement, the letter must be signed by the employee and his/her Director of the JU unit (eg. Director of the Institute or Dean of the Faculty).
  2. All persons who submitted for approval via SAP TRAVEL the Mobility Application Forms and the forms were already accepted by Prof. Stanisław Kistryn, Vice-Rector for Research and Structural Funds, are asked to follow these steps:
  • Send an email to Ms. Katarzyna Dziwirek (katarzyna.dziwirek@uj.edu.pl), cc the Director of the JU unit, with information that the trip was not held. Then the MAF status will be changed into “unrealized”.
  • Deliver to the JU IRO (Czapskich 4, room 26) all documents and bills related to the costs already incurred, i.e. hotel reservation, conference fee etc. These documents shoud be delivered via internal (University) post or the snail mail, together with the settlement.
  • If you has not incurred any expenses before your trip, please contact the JU Bursary in order to release the trip funds.

TRIP SHORTENING

  1. All persons whose Mobility Application Form (in paper version) had been submitted to the JU International Relations Office and were accepted by Prof. Stanisław Kistryn, Vice-Rector for Research and Structural Funds, are kindly asked to submit a letter, addressed to the JU IRO, with the trip shortening due to the spread of Coronavirus SARS-CoV-2 epidemic. In order to reduce the employee’s absence by the JU Human Resources Office and the further possibility of cost settlement, the letter must be signed by the employee and his/her Director of the JU unit (eg. Director of the Institute or Dean of the Faculty).
  2. All persons who submitted for approval via SAP TRAVEL the Mobility Application Forms and the forms were already accepted by Prof. Stanisław Kistryn, Vice-Rector for Research and Structural Funds, are asked to proceed in the same way as if the trip was cancelled.
  • If the cost of air/train/bus ticket was incurred by the University, please contact WhyNotTravel Agency (uj@whynottravel.pl) in order to cancel the ticket. Please cc the JU Officer - Ms. Agnieszka Gzyl (agnieszka.gzyl@uj.edu.pl) regarding the matter.
  • All documents and bills related to the costs incurred before the trip, i.e. hotel reservation, conference fee etc., should be delivered to the JU IRO (Czapskich 4, room 26) via internal (University) post or the snail mail.
  • If the cost was incurred within the framework projects financed from the external sources, please contact the JU Project Support Centre in order to confirm the costs’ eligibility.

All persons who have returned from abroad are asked to submit their documents for settlement via internal (University) post or the traditional one.