Domestic and Foreign Business Travel

Due to the completion of the tender procedure for the reservation and sale of airline, train, coach, ferry tickets, , as well as visa assistance, as of June 6, 2023, the purchase of airline, train, coach, and ferry tickets, as well as visa services for employees will be handled through the company WhyNotTravel sp. z o.o., in accordance with the procedure described below.

The Institute will not recognize the costs of tickets purchased independently by employees.

Employees of Departments and Research Units are asked to submit documents through the designated contact persons from the Research Support Department.

DOMESTIC TRAVEL

Procedure for domestic business trips (pdf)
Request to use an official vehicle with a driver (pdf) and Regulation No. 14/2016 on the rules for using official vehicles with drivers at IBCH PAS (pdf)

1. Domestic business trip notification form (pdf), which is the basis for obtaining the travel authorization form and ordering train tickets, must be submitted to the IBCH PAS Secretariat.

2. Travel settlement: Invoices (hotel, tickets, etc.) with descriptions and the completed travel form must be submitted to the Accounting Department.

3. Per diem allowance (PLN 45.00 per day of travel):

If the trip lasts no longer than 1 day:

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Less than 8 hours – no per diem
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8–12 hours – 50% per diem
■

Over 12 hours – 100% per diem

If the trip lasts longer than 1 day:

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For each full day – 100% per diem
■

For partial days: Up to 8 hours – 50%
■

Over 8 hours – 100%

If free meals are provided, the per diem is reduced by:

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breakfast - 25%
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lunch - 50%
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dinner - 25%

4. Accommodation:

Based on receipt – no more than 20x per diem
Lump sum – 150% of per diem per overnight stay (minimum 6 hours between 21:00 and 07:00)

5. Reimbursement of local travel costs:

Based on tickets
Lump sum – 20% of per diem for each started travel day

6. Travel by private vehicle:
Before the trip, the following must be completed

Consent form to use a private vehicle
Agreement on the use of a private car for business purposes based on valid occupational health tests
Vehicle mileage log

After the trip, the completed mileage log must be submitted with the documents listed in item 4, with reimbursement rates as follows:

Car up to 900 cm³ – PLN 0.89/km
Car over 900 cm³ – PLN 1.15/km
Motorcycle – PLN 0.69/km
Moped – PLN 0.42/km

Note! Due to specific documentation requirements under many contracts—especially when travel costs are financed from structural funds, programs, or international agreements—it is necessary to provide confirmation of the delegate's stay. Lack of such confirmation may result in the costs not being considered eligible by auditors. This applies to both domestic and international travel.

INTERNATIONAL TRAVEL
Procedure for foreign business trips – diagram (PDF)

1. Submission of the Request to undertake a foreign business trip (DOC) and the Statement on the cost refund (DOC) must take place at least 10 days before the planned departure.

2. Requests must be submitted to:

Ewa Zych (Room 23, Villa W10, ext. 1297), and in her absence:
Bartosz Szubiński (Room 23, Villa W10, ext. 1602)
Michał Kopiec (Room 23, Villa W10, ext. 1582)

3. WhyNotTravel sp. z o.o., under the signed contract, is responsible for:

Selecting the most cost- and time-effective carrier and route (providing at least three options for one trip)
Ensuring a minimum standard of flight services, i.e. passenger transport to/from the aircraft, baggage transport, and meals appropriate for the duration of the flight
Assisting with complaints/claims to airlines and other carriers (documents to be sent directly to WhyNotTravel sp. z o.o.)

If another travel agency offers tickets more than 10% cheaper than WhyNotTravel sp. z o.o., the ticket may be purchased from that agency provided WhyNotTravel cannot match the price. In such cases, a written confirmation of ticket prices from both agencies (on the same day) with travel route details must be attached to the request.

4. Basic information about travel settlement:
Within 14 days of return, the traveler must:

Settle any advance received
Submit a document confirming the trip took place

A) Per diem allowance

Travel time is calculated as follows:

Land transport – from the moment of crossing the national border on the way abroad until re-entering the country
Air travel – from the take-off from the last airport in Poland to the landing at the first airport in Poland on return
Sea travel – from departure from the last Polish port to return to the first Polish port

Per diem based on the destination country:

Up to 8 hours – 1/3 per diem
8–12 hours – 50% per diem
Over 12 hours – 100% per diem
For each full day – 100% per diem

If free meals are provided, the per diem is reduced by:

Breakfast – 15%
Lunch – 30%
Dinner – 30%

B) Accommodation:

Based on receipt – up to the country-specific limit
NOTE: The original hotel invoice issued to IBCH PAS is required
Lump sum – 25% of the hotel price limit per night

C) Travel allowance between the station and the hotel:

100% per diem – if costs are incurred both ways
50% per diem – if costs are incurred one way

D) Local transport allowance:

10% of per diem per each started day of stay

E) Other expenses:
For conference attendance, an original invoice for the registration fee issued to IBCH PAS must be submitted

5. Travel by private car:
Before departure, you must:

Fill in the consent form to use a private vehicle
Sign the agreement for using a private car for official purposes
Collect the vehicle mileage log

After returning, submit the completed mileage log with the documents listed in item 4. Reimbursement rates:

Car up to 900 cm³ – PLN 0.89/km
Car over 900 cm³ – PLN 1.15/km
Motorcycle – PLN 0.69/km
Moped – PLN 0.42/km

6. Insurance
For those traveling within the EU, the European Health Insurance Card (EHIC) is a required document.

Note! Due to specific documentation requirements under many contracts—especially when travel expenses are funded by structural funds, international programs, or agreements—confirmation of the delegate’s stay is mandatory. Failure to provide such confirmation may result in travel expenses being deemed ineligible by auditors. This applies to both domestic and international travel.

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Domestic and Foreign Business Travel

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