International Research

Foreign travels formalities

The employee / PhD  student needs to submit an application for a business trip abroad on the (form) template below  to the Foreign Travels Office, Rectorate room no. 1308, phone number: +48 81 537 52 20.

The application should include the following information: the aim of the trip, dates, source of financing and estimated cost of the trip, in accordance with the regulations contained in the UMCS internal acts.   

In accordance with the Announcement of the Rector of Maria Curie-Skłodowska University in Lublin (January 4th, 2019), an application for a foreign business trip applies to all business trips abroad.

If the employee does not apply for co-financing of a foreign business trip from the UMCS funds or from a grant implemented on the basis of a contract which UMCS is a party of, and the trip is longer than two weeks, there is a requirement to apply for paid leave according to Art. 130 point 3 of the Law on Higher Education and Science (July 20th, 2018). Paid leave is granted by the Rector based on the employee's request, after gaining the opinion of the faculty council, and in the case of employees of non-faculty units, after obtaining the opinion of the head of the appropriate organisational unit (in accordance with §113 of the UMCS Statute ). In this case, no application for a foreign business trip is required to be submitted to the Foreign Travel  Office.

In other cases (e.g. grant funding, faculty funds, etc.) you have to submit a completed application for a foreign business trip using the template below.

The outgoing student should attach to the application a photocopy of the invitation confirming x acceptance by the host university. Staff members travelling abroad for conferences or symposia are requested to attach to their application a document confirming their active participation (presentation, poster, participation in the organising committee). The annexes to the application should also indicate whether the inviting institution covers (partly or fully) the accommodation and travel expenses.

According to the Regulation of the Minister of Labor and Social Policy (January 29th, 2013), the amount of a per diem is reduced by the cost of meals provided, e.g. as part of the conference fee, assuming that each meal is respectively: 1) breakfast - 15% of the per diem ; 2) dinner - 30% of the per diem; 3)  dinner - 30% of the per diem. In addition, if an employee uses a hotel service where meals are provided, the above provisions shall apply accordingly. Therefore, please reduce per diems in the applications submitted in accordance with the above provisions.


In the case of additional fees (conference fee, hotel deposit), please fill in an additional TRANSFER FORM:

According to the Regulation of the Minister of Labor and Social Policy of 29.01.2013 for a foreign business trip abroad, carried out at the time and place specified by the employer, the employee is entitled to:

1. daily allowance (per diem)
2. refund:
accommodation costs,
travel costs,
local transport costs,
other necessary documented expenses, specified or recognized by the employer as appropriate.

1. A flat-rate allowance to cover travel costs to and from the railway station, bus station, airport or seaport in the amount of one daily allowance at the destination abroad and at any other destination abroad where the employee has booked an overnight accommodation.

2. Daily subsistence allowance in the amount set by the Minister for the destination country of a foreign business trip. An employee / PhD student who is provided with free full-day subsistence during a trip abroad is entitled to 25% of the subsistence allowance ('pocket money').

3. Reimbursement of accommodation expenses within the limit specified in the regulation for invoice settlement. If the bill/invoice is not submitted, the employee is entitled to a flat-rate amount of 25% of the limit.

The amount of the foreign daily allowance is enclosed in the above-mentioned Regulation (items 7-10).

Following the decision of the relevant Vice Rector, employees of the International Cooperation Center register the application in the SAP System.

Employees are paid advance payments in foreign currency and in zloty at Bank Pekao SA - a branch in the UMCS Rectorate building, ground floor.

The trip should be settled within 14 days of its completion in the Finance Department (room 806) with the following documents:
- invoices / bills in the case of a conference fee,
- invoices / bills for the hotel.

The invoice must be issued to the University's address:                
VAT/NIP: PL 712 010 36 92

If you have any questions, please contact: Beata Pruchniak and Eliza Słoboda, Foreign Travel Office, Rector's Office, room No. 1308, phone number: 81 537 52 20.