FAQ

1. What to do if the travel application status is "in preparation"?
Such an application should be printed, signed, and then delivered to the CSM office (room 108).The application will be accepted, and its status in the Application Service will change. 

2. What attachments are required when settling air travel?
• printed electronic ticket
• boarding passes 

3. What is the amount of the travel allowance?
The travel allowance is equivalent to the stay allowance in a given country.
(http://www.dwz.agh.edu.pl/wyjazdy-pracownikow/diety-aktualne-stawki/) 

4. Why, when settling accommodation costs, are they generated twice?
This is because the exchange rate was entered twice in the exchange rate table. 

5. In how many copies should the travel application be printed?
Staff members collecting cash at the bank submit 4 copies of the application, and other travelers submit 2 copies. 

6. How many copies of the attachments should be provided with the travel application?
Attachments should be submitted in one copy only. 

7. How should the trip be settled in the Application Service if the foreign currency was not collected before departure?
The system automatically gathers data on the collection of foreign currency based on the Travel Application.If the foreign currency was not collected before departure, when creating a settlement in the Application Service, enter 0 in the 'amount' field for foreign currency collected. 

8. How to settle the costs of commuting in cities?
The system collects data from the Travel Application. When settling the costs, it is necessary to make sure that the number of per diems matches the application and calculate local travel costs in cities, the equivalent of which is 10% of the daily allowance for each commenced day of a business trip.

9. How to settle a business trip across multiple countries?
If the business trip passes through several countries (transit), per diems apply as per the destination country. Accommodation costs should be calculated in the currency and according to the limit of the country where the overnight stay took place.

10. Should a foreign delegation be settled in the Application Service, even if AGH University did not incur any costs for it?
Yes, each application submitted in the Application Service must be settled. Unsettled requests block the possibility of submission of new ones.  

11. Should a foreign delegation that did not take place be settled in the Application Service?
Yes, by selecting the  'applicant did not travel' option.Every registered application submitted in the Application Service must be settled. Unsettled applications block the possibility of submission of new ones.  

12. How to settle an application for a trip that did not take place?
When creating a settlement in the Application Service system, select 'applicant did not travel'. Deliver a paper version of the application settlement to the CSM.

13. Should expenses paid by AGH University bank transfer, or business card be included in the travel abroad application?
Yes, all travel-related expenses should be included in the application. Select 'AGH bank transfer' or 'company's card' under the 'payment' field accordingly.

14. What method of per diem payment should be indicated in the travel application if the employee plans to collect currency at the bank or receive the funds via bank transfer to their private account?
In both cases, select 'cash' in the 'payment' field. 

15. What to do if a required currency is not available in the Application Service system?
Contact the CSM employee to have the currency added. 

16. What are: agreement number, account number, account symbol?

• Agreement number - the reference number for the financial resources, e.g.,11.11.100…; 500.140.970… (teaching);18.18.110…;
• Account number – the bank account number (PLN or foreign currency) from which the funds for a foreign trip are paid; 
• Account symbol – designation of the bank account (PLN or foreign currency), e.g. B, B1, F1, H, G.

17. What to do if the accommodation invoice is in a local currency, and the per diem is paid in another?
In such a case, when settling accommodation costs, select the currency in which the advance payment for the trip was planned in the 'per diem currency' field. Select the invoice currency in the 'cost currency' field. To convert, select and enter the required exchange rate in the 'currency rates' table. 

18. What should a foreign hotel invoice look like?
The hotel, conference fee, and other foreign invoices should include the buyer: 
Akademia-Górniczo Hutnicza im. Stanisława  Staszica w Krakowie
al. Mickiewicza 30
30-059 Kraków.
It is permissible to use the abbreviated name of the University (AGH w Krakowie), as well as the name of the University in a foreign language (AGH University of Krakow). The invoice/bill may also include the name and surname of the person to whom it applies. 

19. How to settle a personal invoice?
If the traveler receives a personal invoice (without AGH data), e.g. for a hotel, a letter of approval for cost settling from the funds administrator (with explanation) and a proof of payment should be attached to the settlement.

20. How to settle accommodation costs without an invoice?
If the traveler does not have a hotel invoice, they should attach to the settlement: a declaration of the missing invoice, a letter, an explanation, and proof of payment; or settle the cost as a lump sum. 

21. I forgot my login.
Contact the content administrator of the Application Service: https://skos.agh.edu.pl/osoba/monika-stepniowska-8309.html.