Travel by private car

FOREIGN BUSINESS TRAVEL USING A PRIVATE CAR

in accordance with the Rector's Order No. 9 of 16 January 2023 on the Use of Passenger Cars Not Owned by the Nicolaus Copernicus University in Toruń for Work-Related Purposes.

(COST SETTLEMENT FOR TRAVELLING BY PRIVATE CAR IS PROCESSED BY THE DELEGATING UNITS: DEAN'S OFFICES / SECRETARIATS)

Employees, PhD students, students, and individuals performing work for the University under civil law contracts may use private cars (not owned by the University) for the purposes of carrying out work-related duties.

A private car may be used for work-related purposes after signing an AGREEMENT with the University (Annex No. 1 to Rector's Order No. 9 of 16 January 2023) provided the requirements specified in art. 2 of the Rector's Order No. 9 of 16 January 2023 are fulfilled.

The decision to use a private car for work-related travel may be made, particularly when:

  • it is economically justified;
  • it shortens travel time;
  • large luggage is being transported;
  • convenient public transportation is lacking;
  • or when more than one delegate is traveling.

Travel by private car may be made based on a BUSINESS TRAVEL ORDER issued in accordance with the NCU Rector's Order No. 90 of 30 April 2020 (concerning domestic business trips), which additionally includes the number of kilometres for the most advantageous route, considering distance and travel time (the route to and from the destination should be provided, as well as any local travel if applicable).

The BUSINESS TRAVEL ORDER is approved by the supervisor indicated in art. 20 of the Organisational Regulations of the Nicolaus Copernicus University (NCU Legal Bulletin of 2021, item 346 - ANNOUNCEMENT 5/2021/346 regarding the consolidated text of the Organisational Regulations of the Nicolaus Copernicus University in Toruń).

The AGREEMENT with the user of the private car is concluded by the person indicated in art. 5 of Rector's Order No. 9 of 16 January 2023.

A scanned copy of the approved BUSINESS TRAVEL ORDER is attached as an annex to the order submitted in the XPRIMER system, where the IMPLEMENTING UNIT should be indicated as the DELEGATING UNIT: dean's office / secretariat.

(INFORMATION: The request for "mileage allowance" costs is set up separately from the request for other costs of the foreign trip ->

link:https://www.umk.pl/en/research/travel/xprimer/)

 Art. 6 of the Rector’s Order of 16 January 2023

  1. The User is entitled to the reimbursement of travel expenses amounting to the product of the number of kilometres traveled, not exceeding the number specified in the business travel order, and the rate per kilometer, as follows: 
    • for a passenger car with an engine capacity of up to 900 cm³ – PLN 0.70 per kilometer;
    • for a passenger car with an engine capacity of over 900 cm³ – PLN 1.00 per kilometer.
  2. The basis for the reimbursement of travel expenses is the submission of a travel cost report in the form prescribed by business travel regulations, along with the vehicle mileage log maintained by the User according to the template provided as Annex No. 2 to the Order, and confirmed by the administrator of funds at the stage of expense document approval in the XPRIMER system.
  3. If the number of kilometres actually traveled as indicated in the vehicle mileage log referred to in art. 6.2 is less than the number of kilometres specified in the business travel order and the agreement, the reimbursement of travel expenses shall be settled based on the actual number of kilometres.
  4. If the number of kilometres actually traveled as indicated in the vehicle mileage log referred to in art. 6.2 is more than the number of kilometres specified in the business travel order and the agreement, the reimbursement of travel costs will be settled according to the number of kilometres indicated in the business travel order and the agreement.
  5. Expenses related to business travel that are not fixed-rate in nature must be documented in accordance with the provisions of the Act of 29 September 1994 on Accounting (Journal of Laws 2021, item 217), the Act of 11 March 2004 on Goods and Services Tax (Journal of Laws 2021, item 685, as amended), regulations governing the rules for business travel, and in accordance with the Regulation No. 90 of the NCU Rector of 30 April 2020 regarding the rules for settling costs related to domestic business travel of employees and non-employees of the Nicolaus Copernicus University in Toruń (NCU Legal Bulletin of 2020, item 165).

 

 Procedure for Reimbursement of Travel Costs by Private Car:

  1. The delegated person, their supervisor, or the administrator of funds fills out the first page of the BUSINESS TRAVEL ORDER form, where the planned route is indicated in the "to" field: e.g., Toruń - Berlin - Toruń, along with any intermediate towns related to the purpose of the trip (the route to and from the destination, as well as any local travel, should be provided if applicable), and in the "means of transport" field, "private car with engine displacement of ………… cm³" should be entered.
  2. The BUSINESS TRAVEL ORDER must be submitted to the dean's office / secretariat of the unit under which the delegated person reports, hereinafter referred to as the "DELEGATING UNIT".
  3. A printout of the planned route from Google Maps must be attached to the BUSINESS TRIP REQUEST.
  4. Based on the route printout from Google Maps, the delegating unit fills out the second page of the BUSINESS TRAVEL ORDER and multiplies the number of kilometres indicated on the Google Maps printout by the rate per kilometer according to engine displacement: up to 900 cm³ = 0.70 PLN, and above 900 cm³ = 1 PLN.
  5. The delegating unit submits the completed BUSINESS TRAVEL ORDER for approval to the supervisor, who is the person indicated in art. 20 of the Organisational Regulations of the Nicolaus Copernicus University (NCU Legal Bulletin of 2021, item 346 - ANNOUNCEMENT 5/2021/346 regarding the consolidated text of the Organisational Regulations of the Nicolaus Copernicus University in Toruń).
  6. A scanned copy of the approved BUSINESS TRAVEL ORDER must be attached to the request submitted in XPRIMER, where the IMPLEMENTING UNIT should be indicated as the DELEGATING UNIT (dean's office / secretariat) - the request for "mileage allowance" costs is submitted separately from the request for other costs of the foreign travel.
  7. Before the trip, an AGREEMENT must be drawn up in accordance with the BUSINESS TRAVEL ORDER, with a template provided in Annex No. 1 to NCU Rector's Order No. 9 of 16 January 2023. The contract with the delegate is concluded by the supervisor indicated in art. 5 of that Order.
  8. During the trip, the delegated person must maintain a VEHICLE MILEAGE LOG according to the template specified in Annex No. 2 to NCU Rector's Order No. 9 of 16 January 2023.
  9. The delegated person must submit the VEHICLE MILEAGE LOG promptly after returning from the trip to the DELEGATING UNIT for documentation purposes. The description on the back of the VEHICLE MILEAGE LOG should include the following information:
  • Name and surname of the delegated person: ..........................
  • Unit (faculty): ..........................
  • Country of travel: ..........................
  • Travel dates from - to: ..........................
  • Service Name / Related to: mileage allowance: number of kilometres x rate per km = amount to be paid in PLN
  • Amount to be paid in words: ..........................
  • Transfer / reimbursement to the delegate's bank account in PLN: ........................ (bank account number)
  • Source of funding: ......................... (name of the funding source and request number in XPRIMER)

The person describing the VEHICLE MILEAGE LOG signs with the note: "Checked for accuracy on …………………….."

No later than 14 days after the completion of the trip, the VEHICLE MILEAGE LOG must be entered into the XPRIMER system as an EXPENSE DOCUMENT for the previously established request, where the EXPENSE DOCUMENT is approved by the administrator of funds. (Note: Currently, due to technical reasons, the MILEAGE LOG cannot be entered into XPrimer as an Expense Document - reimbursement is processed based on a paper document.)

Complete set of documents:

  1. BUSINESS TRAVEL ORDER,
  2. Printing the route from Google Maps,
  3. AGREEMENT for the use of a private car for work-related purposes,
  4. VEHICLE MILEAGE LOG,
  5. REPORT from the order circulation in the XPRIMER system;

must be submitted in paper form to the International Projects Section, Department of Research and Projects Support, Gagarina 13, 87-100 Toruń, University Library building, room 100 D.

NOTE: In accordance with art. 17. 4 of the Regulation of the Minister of Labor and Social Policy regarding entitlements arising from business travel of 29 January 2013(Journal of Laws of 2013, item 167), the flat-rate allowance for covering transportation costs to and from the railway station, bus station, airport, or seaport in the destination area abroad (so-called travel allowance) is not granted if the delegate travels abroad using a company or private vehicle, motorcycle, or moped. Therefore, the International Projects Section, which processes allowances and flat rates for foreign trips, must be informed about the business travel abroad by car by entering this information in the Application for foreign travel in the "MEANS OF TRANSPORT" field: PRIVATE CAR - SETTLED BY THE DELEGATING UNIT (dean's office / secretariat).