FOREIGN BUSINESS TRIP BY PRIVATE CAR
- PROCEDURE -
FROM 01.12.2021, THE SETTLEMENT OF COSTS OF TRAVEL BY PRIVATE CAR IS PROCEEDED BY DELEGATING UNITS: DEAN’S OFFICES / SECRETARIATS
(due to entry into force of an Order No. 226 of the NCU Rector of 16 November 2021)
We inform that, in exceptional cases (i.e. economic justification, reduced travel time, large luggage, lack of public transportation or more than one traveler), it is possible to travel abroad by private car according to the rules specified in the Order No. 226 of the NCU Rector of 16 November 2021 on using vehicles not owned by Nicolaus Copernicus University for professional purposes.
Reimbursement of the costs of travel by private car (in PLN) shall take place after return. Refunds are made to the bank account of a delegated person based on COST DOCUMENT in XPRIMER (which constitutes VEHICLE MILEAGE RECORD) in the amount calculated by multiplying kilometers driven in the number of no more than indicated in BUSINESS TRIP ORDER and the rate per mileage kilometer in the amount of 100 percent of the maximum rate for a vehicle with a given engine capacity resulting from the Regulation of the Minister for Infrastructure of 25 March 2002, as amended.
The present stake for 1 km shall apply:
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PLN 0.70 for passenger vehicles with an engine capacity of up to 900 cm3
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PLN 1,00 for passenger vehicles with an engine capacity exceeding 900 cm3
Order of proceeding reimbursement for the costs of travel by private car:
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The delegated person, superior, or authorizing officer shall complete the first page of the form BUSINESS TRIP ORDER. In the box “to” the planned route shall be indicated e.g. Toruń - Berlin - Toruń, together with possible indirect cities related to the trip, and the box “means of transport” shall include “private car with an engine capacity of ………… cm³”
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BUSINESS TRIP ORDER shall be submitted to the dean’s office/secretariat of the unit to which the delegated person belongs, hereinafter referred to as “THE DELEGATING UNIT.”
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THE DELEGATING UNIT shall send the scan of the first page of BUSINESS TRIP ORDER to the Department of Supplies and Transport (dzt@umk.pl) for calculating the number of kilometers at the most favorable rate, taking into account the distance and traveling time.
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The Department of Supplies and Transport shall respond to the delegating unit via email, informing on the calculated kilometers on the proposed road and attaching a report (in PDF) which shows the calculations.
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Based on the information from the department, the delegating unit shall complete the second page of BUSINESS TRIP ORDER and multiply the number of kilometers (indicated by the department) and the stake for 1 km according to an engine capacity: up to 900 cm³ = 0,5214 PLN, and exceeding 900 cm³ = 0,8358 PLN.
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The delegating unit shall send the completed BUSINESS TRIP ORDER for the approval of the superior indicated in art. 20 of the Organizational Regulations of the University (NCU Legal Bulletin of 2021, item 346 – Announcement 5/2021/346 on the consolidated text of the Organizational Regulations of the Nicolaus Copernicus University in Toruń).
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The scan of accepted BUSINESS TRIP ORDER shall be attached to the demand placed in XPRIMER, with THE DELEGATING UNIT (dean’s office/secretariat) as THE UNIT RESPONSIBLE.
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Before the trip, it is necessary to prepare an AGREEMENT according to the BUSINESS TRIP ORDER, a form of which is contained in the Annex no. 1 to the Order no. 226 of the NCU Rector of 16 November 2021. The delegated person shall enter into an agreement with the superior indicated in art. 5 of this order.
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During the trip, the delegated person shall keep the VEHICLE MILEAGE RECORD according to the form specified in the Annex no. 2 to Order no. 226 of the NCU Rector of 16 November 2021.
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Immediately after return, the delegated person shall submit the VEHICLE MILEAGE RECORD to the DELEGATING UNIT in order to write the document description. The description on the back of the VEHICLE MILEAGE RECORD shall include the following information:
Name and surname of a person delegated: ..........................
Unit (faculty): ..........................
Departure country: ..........................
Travel date from- to: ..........................
Name of the service / applies to: mileage: number of kilometers x stake for 1 km = amount to be paid in PLN
Amount to be paid in words: ..........................
Transfer / return to the personal account of the delegated person, in PLN: .......................... (bank account number)
Source of financing: ......................... (name of financing source i demand number in XPRIMER and print out of the report from the indicated XPRIMER demand).
The person describing the VEHICLE MILEAGE RECORD shall sign with a note: „Checked in terms of content on ……………………..”
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No later than 14 days after the completion of a trip, VEHICLE MILEAGE RECORD shall be entered in the XPRIMER system as a COST DOCUMENT to the previously placed demand, which is followed by the COST DOCUMENT acceptance by the authorizing officer. (Note: Currently, for technical reasons, it is not possible to enter an EVIDENCE into XPrimer as a Cost Document - the return is processed on the basis of a paper document)
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Complete documents:
- BUSINESS TRIP ORDER,
- The calculation based the Google Maps with the amount of kilometres of the declared route,
- AGREEMENT for using a private car for business purposes,
- VEHICLE MILEAGE RECORD,
- and a printout of the XPRIMER demand circulation report;
to be submitted in papier form to the Department of Research, Gagarina 11, 87-100 Toruń, the NCU Main Library, room 100 D.
Pursuant to art.17.4. of the Act by the Minister of Labour and Social Policy of 29 January 2013 (Journal of Laws of 2013, item 167) on claims for a staff member employed by a State or local government unit of the budget sphere on business travel, a lump sum to cover the costs of transport to and from a railway/bus station, airport or seaport in the city of destination abroad (so-called travel allowance) shall not apply if the delegated person travels by business or private car vehicle, motorcycle or motorbike. Therefore, the Department of Research, which settles allowances and lump sums for travel abroad, shall be informed of business travel abroad by car (this information should be included in the travel abroad application form in the box “MEANS OF TRANSPORT”: PRIVATE CAR – SETTLED BY THE DELEGATING UNIT (dean’s office/secretariat).