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Settlement of incurred costs of unrealized travels

  • 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 this 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 traditional one.
  • 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.

International trips cancellation

  1. All persons whose Mobility Application Form (in paper version) submitted to the JU International Relations Office and were accepted by the respective Vice-Rector, 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 Podróże służbowe app (SAP TRAVEL) Mobility Application Forms and the forms were already accepted by the respective Vice-Rector, 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 Mobility Application Form 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.;
  • If you has not incurred any expenses before your trip, please contact the JU Bursary in order to release the trip funds.

International trip shortening

  1. All persons whose Mobility Application Form (in paper version) submitted to the JU International Relations Office and were accepted by the respective Vice-Rector, are kindly asked to submit a letter, addressed to the JU IRO, with the international 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 Podróże służbowe app (SAP TRAVEL) Mobility Application Forms and the forms were already accepted by the respective Vice-Rector, are asked to proceed in the same way as if the trip was cancelled.

International trips rescheduling

All persons whose Mobility Application Forms (in paper version) were accepted by the respective Vice-Rector, and whose travel has been postponed, are kindly asked to submit a letter, addressed to the JU IRO, with the international trip rescheduling 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).