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FORMALITIES BEFORE AND AFTER THE TRIP

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Formalities prior to departure (for students)

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 agreements to the International Co-operation Section. b) submit to the Outgoing Mobility Section, the fully completed travel form (wniosek wyjazdowy), 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  

  • The participant of the exchange program shall contact directly the travel agency WhyNotTravel (uj@whynottravel.pl) in order to receive the offer of the tickets for the selected dates and destination. The outbound flight cannot happen earlier than 1 week before the commencement of the semester and the return flight after 1 week after its conclusion. 

  • The agency is obliged to present 3 offers and the participant has to choose the cheapest and shortest flight. Should the cheapest flight involve connection which requires additional visa formalities or the waiting time exceeds 6 hours, the participant is allowed to request the approval of a more expensive flight. 

  • The participant should increase the sum of the flight by ca. 10% in the travel form. 

3. Flat rate travel allowance 

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

or 

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 26) 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.

  • After receiving the properly filled travel form, the IRO will confirm to WhyNotTravel that the ticket reserved by the participant can be finally purchased.

  • After the confirmation of the ticket, the participant will receive his e-ticket in the JU e-mail (@uj.edu.pl). The ticket costs will be covered from university funds.  

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 TU Compensa

Formalities prior to departure (for employees)

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. 

Formalities after the return

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 26).

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

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