Following the termination of the contract No. 80.272.359.2019 with both the WhyNotTravel Załoga Nasternak spółka komandytowa Consortium and Przedsiębiorstwo Wielobranżowe BOKKA spółka z ograniczoną odpowiedzialnością, regarding the handling of foreign business travels for employees, students and PhD students of the Jagiellonian University (excluding the Jagiellonian University Medical College), as well as guests and contractors, new rules have been introduced for the purchase of tickets for foreign travels.
- Commencing from 1 July 2023, the booking and purchase of plane, train and coach tickets related to foreign travel are carried out individually by the outgoing person with any ticket provider.
- Reservations for plane, train and coach tickets related to a foreign travel should be made only after the travel request form has been approved of.
- The costs of the ticket must be included in the travel request form submitted no later than 10 days before the departure date, in accordance with the JU Rector’s Ordinance No. 33 of 1 April 2020 on foreign travels of employees, persons who are not employed by the Jagiellonian University, PhD students and students (excluding the Jagiellonian University Medical College).
- The outgoing person is required to choose the connection which is the most economical in terms of price and/or time. Tickets can be purchased only for connections in economy classes, regardless of the chosen means of transport.
- Payment for the purchase of tickets for foreign travels may be made:
- a) by a bank transfer based on an invoice, a pro forma invoice or a prepayment request,
- b) from the advance payment disbursed to the outgoing person, approved of in the foreign travel request form,
- c) with a JU business debit card (VE) or a JU credit card (VB),
- d) it is allowed to make the payment from the outgoing person’s own funds to be reimbursed by the Jagiellonian University; it is the person making the purchase who takes the decision on spending one’s own funds.
- The outgoing person attaches invoices for the purchased tickets to the travel cost settlement.
- In case of purchasing a ticket the price of which exceeds the amount of 3,500 PLN net, the outgoing person must attach a minimum of three (3) offers for connections on the selected date and route for the purpose of travel cost settlement.
- The outgoing person is fully responsible for the journey and, if necessary, makes changes independently by contacting the ticket provider directly.
The purchase of tickets for international visitors arriving at the Jagiellonian University is carried out in accordance with JU Rector's Ordinance No. 99 of 15 July 2022 on the Rules of hosting international and domestic visitors in organizational units of the Jagiellonian University.
Upon approval the travel request form submitted via Portal Informacyjny (PI):
In the case of the purchase of tickets for foreign travels (plane, train, coach, ferry), if an advance payment has been selected in the form of a bank transfer, the funds will be transferred to the account of the outgoing person only after the travel request form has been approved of by the relevant JU Vice-Rector/JU Chancellor.
An advance payment through the bank transfer for other travel-related benefits specified in the travel request form is generated seven (7) days prior the planned travel.
In the case of purchase of tickets for foreign travels (plane, train, coach, ferry), if an advance payment in PLN cash has been selected, the funds will be paid to the outgoing person in cash at the bank only after the travel request form has been approved of by the relevant JU Vice-Rector/JU Chancellor.
In the case of the purchase of tickets for foreign travels (plane, train, coach, ferry), if an advance payment in the form of cash in a foreign currency has been selected, the outgoing person will have to collect the funds in the form of cash withdrawal from the bank, only after the travel request form has been approved of by the relevant JU Vice-Rector/JU Chancellor. For collection the withdrawal form from the bank of the advance payment for the purchase of tickets for foreign travels, please visit the JU International Relations Office (4 Czapskich St., room 26).
For collection the withdrawal form from the bank of the advance payment for other travel-related benefits, please visit the JU International Relations Office (4 Czapskich St., room 26) at the earliest seven (7) days before the planned travel.
Upon approval the travel request form submitted in paper form:
If you are going to take an advance payment for the purchase of tickets for foreign travels (plane, train, coach, ferry), please send an email to agnieszka.gzyl@uj.edu.pl, regardless of the payment method cash/bank transfer.
If you are going to take an advance payment for other travel-related benefits as specified in the travel request form prior to departure, please send an email to agnieszka.gzyl@uj.edu.pl with the account number and currency of the account.
Instructions regarding the procedures of submission, approval, and settlement of electronic travel request forms for foreign travels are available HERE and after logging in at: https://www.sapiens.uj.edu.pl/instrukcje_podroze.
Technical support for application assistance is provided by:
Centrum Rozwoju Systemów Zintegrowanych UJ
e-mail: sapiens.finanse@uj.edu.pl
Support regarding JU travel procedures is provided by the key user within Zintegrowany Informatyczny System Wspomagania Zarządzania Uczelnią in the area of Foreign Business Travels
Ms. Katarzyna Dziwirek
e-mail: katarzyna.dziwirek@uj.edu.pl