A travel is considered a business trip 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 (Article 77 of the Labor Code).
According to Rector's Ordinance No. 6/2019 of the AGH University, the decision regarding foreign travel is made by:
1) the Rector – for Vice-Rectors and Deans,
2) the Vice-Rector – for employees of their respective departments,
3) the Dean – for employees, students, and PhD students of a given faculty,
4) the Chancellor – for academic staff of a subordinate department,
5) Directors of non-faculty units – for employees of non-faculty units.
Ordinance No. 6/2019 of the Rector of the AGH University of Krakow of February 12, 2019
Ordinance No. 3/2020 of the Rector of AGH University on the settlement and documentation of employee and non-employee travel
Reminders:
- The decision regarding the travel of a person whose trip is financed by a faculty other than their home faculty is made by the Dean of the home faculty and financially approved by the Dean of the financing faculty.
- The decision regarding the travel of a person whose trip is financed by the Rector or a Vice-Rector is made by the Dean of the home faculty and financially approved by the Rector or Vice-Rector financing the trip.
- In cases where a business trip is combined with a private stay of more than 3 days, the traveler must attach to the airline ticket invoice two offers from a ticket vendor - one offer for the duration of the official stay only, and a second one including dates related to the private stay. Both offers must be issued on the same day to allow for a valid price comparison. The vendor must have a contract with AGH University.
- If the value of the second offer is higher than the first, the difference is covered by the traveler based on an accounting note issued by AGH.
- If the business trip is extended to include private travel covering working days, the delegate is obliged to attach a photocopy of the leave request form to the settlement.
- Travelers are required to have insurance covering medical expenses and accident consequences.They are insured either through the contract signed between Agh University and an insurance company or at their own expense, provided the private insurance has broader coverage than the one guaranteed by the AGH.Details regarding insurance under the current agreement are available at https://www.dwz.agh.edu.pl
- In the case of extending a business trip by a private stay exceeding 3 days, the traveler is obliged to reimburse AGH for the portion of the insurance cost corresponding to the private stay - payment is made to AGH's account based on an issued accounting note.
