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After receiving the official acceptance letter issued by the partner university, the student is required to: a) submit at the International Relations Offices, two copies of the financial agreement to the International Co-operation Section. b) submit to the Outgoing Mobility Section, the fully completed Mobility Application Form (wniosek wyjazdowy together with Travel Declaration Statement), which includes the costs related to the exchange program and the ones borne by the JU, as below: 

1. Visa related costs (if applicable):  

  • The documents required to apply for a visa are sent to the International Relations Office or directly to the participant of the exchange program.  

  • The visa fee is paid by the participant of the exchange program. The refund money will be transferred to the bank account based on the accounting documents and the proof of payment presented at the unit (institute/faculty) of the participant. The refund will be possible only after providing the travel form to the IRO.  

2. Plane tickets costs  

  • 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 for the purchase of tickets for foreign trips have been introduced. All information on how to purchase tickets is available HERE.

  • The estimated cost of the ticket, plus 20%, should be entered in the foreign travel request form. The ticket amount should be rounded up to the nearest whole zloty.

3. Flat rate travel allowance 

a) transferred to the bank account of the participant. For this, it is necessary to email Ms. Agnieszka Gzyl ( from the JU account ( with the request of the bank transfer, whilst providing the bank account number and the currency of the account; 


b) collected at the Bank PeKAO S.A. cashier at ul. Pijarska 1, Kraków. In order to do so, please pick up on ul. Czapskich 4 (room 27) the documents prepared by the IRO

  • In both cases the travel allowance cannot be paid earlier 7 days prior to the departure date. 

  • The filled travel form should be taken to the director of the institute and dean of the faculty for signing. Immediately after receiving the signed travel form the participant should take it to Ms. Agnieszka Gzyl, at the IRO (ul. Czapskich 4, room 26), together with a hardcopy of confirmation of qualification for the scholarships issued by the coordinator of the exchange program.


NOTE: All participants of exchange programs are required to keep their boarding cards, as they are mandatory for the trip settlement. 

Based on the travel form, the participant will be covered by the health insurance Wiener TU S.A.

All the formalities before the departure of employees (non-academic and academic staff members) will be communicated directly to the participant after the arrangements settled mutually with the host institution. 

The settlement has to be done by each participant of any kind of university-related trip (student, doctoral student, faculty or non-faculty staff members) within 14 days upon the return date in the IRO’s Outgoing Mobility Section (room 27).

Students and doctoral students additional should provide to the IRO a report from the exchange program in Polish or in English (ca. 4000 characters with spaces).  

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