Rules for financing travel:
Short-term mobility can be funded under the project, the expected duration of the mobility is max 5 + 2 (up to 5 residence days + 2 travel days).
Examples of eligible activities include:
- active participation in an international conference,
- participation in an organized form of training or education (e.g., Staff Week, PhD Journey),
- acquisition of materials for a doctoral dissertation or scientific article,
- conducting measurements using unique equipment, testing research apparatus or unique artistic instruments,
- conducting archival or library queries,
- delivering teaching activities,
- participation in the preparation of an international grant application,
- and other activities aligned with the objectives of the Project.
The lump-sum grant amount (D) is calculated as follows:
D = (LP+2) * (KUZ+S) + RP
where:
- LP – Number of days of stay with the partner
- KUZ – Lump sum for the costs of living and accommodation (according to Table 1.)
- S – Scholarship for Project Participants according to Table 3.
- RP – Lump sum for travel costs according to Tab.2.
A condition for the settlement of this form of mobility is to provide the project office with a scan of the certificate/confirmation issued by the organiser of the training.
Tab. 1. Lump sum for living and accommodation costs (KUZ)
| Partner country | Daily rate in PLN |
|---|---|
| Romania | 300 |
| Austria, Belgium, France, Germany, Greece, Spain | 400 |
Tab.2. Lump sum for round trip costs for mobility from Poland or to Poland (RP)
| Partner Country | Rate in PLN |
|---|---|
| Austria, Germany, Romania | 1500 |
| Belgium, France, Greece | 2000 |
| Spain | 3000 |
Tab.3. Scholarships for Project Participants (S)
| Category of eligible persons | Daily rate in PLN |
| Student | 75 |
| Staff / PhD students | 125 |
| A person holding at least a doctoral degree (or an equivalent degree obtained abroad) | 250 |
Example of calculation:
Assuming that the student goes to Spain for 4 days
D = (LP+2) * (KUZ+S) + RP
D = (4+2) * (400+75) + 3000 = 6*475 +3000 = PLN 5850
DOCUMENTS CONFIRMING EXPENSES, CONDITIONING THE RECOGNITION OF THE EXPENSE AS ELIGIBLE (TRAVEL AND SUBSISTENCE EXPENSES IN A LUMP SUM):
- Required documents:
- a document settling the trip (with a summary of the rates applied),
- the accounting document on the basis of which the funds were disbursed,
- confirmation of payment of funds to the mobility participant by the Beneficiary,
- accounting decrees confirming inclusion in financial and accounting records.
2. Additional documents that the Agency may request:
- documents confirming the participant's participation in the mobility (e.g. opinion of the centre, certificate).
As a general rule, expenses related to:
1) purchase of airline tickets in first class or business class (applies to any air travel);
2) purchase of train tickets in the first class, except for the situation when there are no tickets available in the second class – the Beneficiary is obliged to provide evidence of the lack of availability of tickets in the second class under pain of considering the expenses ineligible;
3) purchase of airline tickets and airport fees for domestic travel, when the Beneficiary did not demonstrate that the flight was the most rational and economical solution;
4) full subsistence allowances in cases where the traveller is provided with partial or full meals;
5) a lump sum for accommodation in cases where the person travelling has been provided with accommodation.
RULES ON THE BENEFICIARY'S EMPLOYEES
- Trips are carried out and settled on the basis of the Beneficiary's internal regulations, with the proviso that the expenses will be eligible up to the limits specified in the Regulation of the Minister of Labour and Social Policy of 29 January 2013 on receivables due to an employee employed in a state or local government unit of the budgetary sphere on account of a business trip.
- When planning a trip, the beneficiary must rely on the most economical and rational means of public transport.
- The Beneficiary is responsible for proving that the chosen means of public transport was the most economical and rational.
- As a rule, air flights are only allowed for foreign travel.
- In duly justified situations, it is possible to fly on a domestic journey when it was the most economical and rational solution. In the case of a domestic flight, the Beneficiary must demonstrate in the report that the flight met the above-mentioned condition.
- In the case of a private car trip, it is the Beneficiary's responsibility to prove that it was the most economical and rational means of transport.
- It is possible to travel by company car on the basis of the use of company cars in the Beneficiary's institution (including: purchase of fuel in the case of travel in a company car on the basis of the use of company cars in the Beneficiary's institution) – provided that it is the Beneficiary's responsibility to prove that this form of travel was the most economical and rational.
- The use of a taxi for the purposes of the Project is, as a rule, a non-eligible cost, except for justified cases when it is not possible to travel by public transport on a given route and when it is allowed in the Beneficiary's institution under internal regulations on business travel.
- The occurrence of justified premises referred to above should be supported by the Beneficiary with source evidence enabling independent verification by the Agency of the fact of the existence of these premises. Lack of such evidence will result in the expenditure being considered ineligible.
