Rules for buying airline tickets on your own

Purchasing airline tickets independently

1) Tickets purchase equal to or exceeding PLN 130,000 net:
If the estimated net value of a one-time purchase of airline tickets or an order including additional services (e.g., hotel, airport transfer), exceeds PLN 130,000, an application must be submitted to the DZP (Public Procurement Department of the AGH University) to launch a public procurement procedure.

2) Tickets purchase below PLN 130,000 net
For one-time ticket purchases below PLN 130,000 net, the Public Procurement Law does not apply.

Tickets may be purchased independently by the traveler (from any carrier), observing Public Procurement Rules set in Order No. 3/2021 of the Rector of the AGH University, dated January 21, 2021.

Procurement thresholds according to the rules:

a) up to PLN 10,000 gross – it is not required to maintain documentation of activities and a written justification for the selection of the contractor.

b) from PLN 10,000 to PLN 20,000 gross – purchases are made after conducting market research on supplies and services. A written note is prepared from the activities carried out, justifying the selection of the contractor, approved by the administrator of funds, according to the template constituting Annex No. 6 to the Regulations on the award of public procurement. 

c) above PLN 20,000 gross – purchases are made by obtaining a formal price offer (template: Annex No. 7) to the Regulations on the award of public procurement. For these orders, a written contract is obligatory.

Tickets can be purchased by the traveler through a travel agency or directly from the airline.

Payment options for international travel tickets:

  • bank transfer based on a named invoice/pro forma invoice issued to the traveler or AGH, based on named tickets or a prepayment application,
  • advance payment paid to the departing person, accepted in the travel application,
  • company payment card,
  • traveler's personal funds (to be reimbursed by the University).

Reimbursement is processed after the trip based on:

  • an invoice issued to AGH University,
  • a personal invoice issued to the traveler, with budget holder's consent,
  • name tickets (if invoices are unavailable), with PDF bank payment confirmation. 

The traveler assumes full responsibility for the trip and must handle any changes independently by contacting the carrier directly.

3) Purchase of tickets co-financed from EU funds:
If the value of airline tickets financed or co-financed from EU funds reacher or exceeds PLN 50,000 net, public procurement must be initiated to demonstrate competitiveness per the Guidelines on Eligibility of Expenditures for 2021-2027 issued by the Ministry of Funds and Regional Policy. Alternatively, competitiveness can be shown through an announcement in the Competitiveness Database.