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International business trips

Business travel procedures

IMPORTANT: Please inform the International Relations Department immediately if a business trip is cancelled.

  • Before departure

    1. Create a new folder/koszulka in the EZD system.
    2. Name it using the following format: Surname Name / Country (City) / Date.
    3. Attach the completed and approved Travel Request Form accepted by the traveler. 
    4. Send the folder to the International Relations Department (IRD), where it will be registered and returned to your account.
    5. In the next stage, send the folder to:
      • supervisor approval,
      • budget holder approval (if different from the supervisor),
      • Project Department opinion (if applicable),
      • Research and Scientific Projects Department opinion (if applicable), 
      • confirmation of available funds by the Finance and Accounting Department (if applicable).
    6. Send the application approved by the appropriate persons to the IRD.
    7. The IRD prepares the business travel authorization form, advances requested by the traveler, and submits the complete documentation for approval by the Vice-Rector for Organization.
    8. Once approved, a copy of the folder/koszulka will be sent to the delegated traveler.

  • After returning

      • “D-FK Rozliczenie polecenia wyjazdu służbowego (delegacji) – wzór bez danych” – english version in attachment section 
        – enter the travel route, including dates and times,
        – do not complete the expenses column,
        – costs will be entered by a DSM employee based on the submitted documents.

      • “O-DM Wyjazd zagraniczny – oświadczenie o posiłkach” / Annex no. 3 declaration

      • All receipts and invoices related to the trip.
        – file names should clearly indicate the expense they relate to,
        – please do not upload files whose names are random strings of numbers and letters,
        – meal and restaurant expenses are not reimbursed, as travelers receive a daily allowance (per diem), the amount of which depends on the destination country.

      • A brief substantive report approved by the supervisor.Within 14 days of return attach the following documents to the copy of the folder/ you received:

    2. If you received a foreign currency advance, a foreign currency settlement form will be sent to you after calculations have been completed by a DSM employee. The form should be approved and returned to DSM.