Procedures step by step
Business travel, reimbursement for corrective eyewear, invoices for educational services and the current invoicing details — all in one place.
1. Reporting the need for travel
The employee reports to their supervisor or the holder of funds (the Dean) the need for a domestic business trip, indicating its purpose, dates and estimated costs.
2. Preparation and approval of the trip
After positive verification of the justification for the trip and the availability of funds, the employee contacts the Finance Section to prepare the Business Travel Order (delegation).
Once the Dean's signature has been obtained, the organisation of the trip may begin — in particular booking and purchasing tickets, accommodation and other travel-related services.
The delegation document must be submitted to the Finance Section no later than 14 days before the planned date of departure.
3. Documenting expenses
During the business trip the employee is required to collect documents confirming the expenses incurred, in particular:
- tickets,
- VAT invoices,
- proofs of payment.
The purchaser indicated on the invoices must be the University of Warsaw.
4. Settling the trip
After the trip the employee completes the travel cost statement on the second page of the delegation, indicating:
- the date and time of departure,
- the date and time of return,
- the means of transport used.
The settlement must be accompanied by:
- original tickets,
- invoices together with a visualisation of the VAT invoice downloaded from KSeF,
- proofs of payment (e.g. terminal printout or transfer confirmation),
- information about meals provided during the trip.
Settlement is carried out in the VIM system (electronic invoice workflow).
Reimbursement of travel costs is transferred to the bank account to which the employee's remuneration is paid.
5. Means of transport
At the University of Warsaw travel costs are settled at the price of a 2nd-class PKP ticket. Travel in 1st class requires the prior consent of the Dean.
6. Use of a private car
In justified cases the employee may obtain the Dean's consent to use a private vehicle for business purposes.
Required documents:
- Agreement on the use of a private vehicle for business purposes,
- Vehicle mileage log.
Reimbursement is based on the approved mileage log.
In accordance with Order No. 61 of the Rector of the University of Warsaw of 4 August 2017, an employee using a private car for business purposes is required to hold current additional occupational medicine examinations.
For questions, contact the FLA UW Finance Section.