Mobility procedures

A business trip qualifies as an official business travel when it occurs at the employer's request, i.e., when there is a properly documented travel order and the employer bears and accepts the costs. Only the person who has received an explicit order from their superior is considered to be on a business trip.

Guidelines for submitting business trip applications by employees, students, PhD students, retirees, and individuals not employed by AGH University. 

1. To submit an application for a business trip, log in at: wnioski.dwz.agh.edu.pl, fill out the form, and print it out, in either 4 or 2 copies, as required. 

2. Students carrying out assigned tasks abroad complete the same application as the employees (except when travelling under the Erasmus+ program). 

3. If the trip is financed by an institution other than AGH University (e.g.: conference organizer, inviting party), such information should be included in the application. 

4. If the delegated person arranges their own insurance or the insurance cost is covered by another institution, this must be noted in the application. 

5. Payment made by the Finance Department in non-cash form (transfer) as a conference or hotel fee must be marked in the application as "AGH transfer". 

6. If the business trip is financed from two research projects or both an IDUB and a research project, the application should be accompanied by a written consent from the Vice-Rector for Cooperation (prior confirmation from the Project Support Center, C-2 building, room 105 is required). The request to the Vice-Rector must be approved by the Dean/Head of the organizational unit.  

7. The completed and printed “Application for a business trip abroad” should be submitted for signature to the Dean or Director of the non-faculty unit and stamped with the Faculty / Unit seal. 

8. Mandatory attachments to the application: 
• for internships, consultations, trainings – a copy of the invitation or correspondence confirming the purpose and dates of the trip;
• for conferences – confirmation of acceptance of the paper or poster, and documents indicating the conference fee.

9. Employees are required to attach a copy of the Business Trip Order to the above documents. 

10. Students, PhD students,  and retirees must additionally attach:
• The form “Order to perform statutory tasks outside the AGH premises” in accordance with Order No. 50/2023 of the Rector of the AGH University dated September 15, 2023,
• Students and PhD students travelling by car (as drivers) must also complete a declaration form accepting the assignment from the University.

11. Individuals not employed at AGH must also attach: 
• a copy of the civil law contract,
• the form "Order to perform statutory tasks outside the AGH seat" in accordance with Order No. 50/2023 of the Rector of the AGH University dated September 15, 2023,

12. Persons receiving cash at the bank submit 4 copies of the application, others submit 2 copies.

13. Individuals who declared currency pickup at the bank must collect the required documents from the Currency Pickup Point - C1 building, porter's lodge. 

14. The complete Application for a business trip abroad in paper form should be submitted:
• To the document submission and collection point at C1 building porter's lodge, mailbox CSM, room 109 - for trips funded by faculty or educational funds,
• To the document submission and collection point at C1 building porter's lodge, mailbox CWP - for trips financed from projects, research agreements, dean's grants, etc.,
• To the document submission and collection point at C1 building porter's lodge, mailbox CTT - for trips funded by industrial contracts. 

15. The application with attachments must be submitted to the AGH Center for International Affairs no later than 7 working days before the planned date of departure.

16. Approval of a new trip application is subject to the settlement of the previous business trip. 

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