XPrimer – reservation of financial resources
The overarching requirement for preceding expenditure of funds for travel is reservation the funds in the XPrimer system. All the planned travel costs require reservation. The funds are reserved on the basis of data included in the "Travel abroad application form". An order (reservation the funds) in the XPrimer system may be managed by the authorizing officer or administrative employee in the unit which may have a given source of financing (dean’s office, secretariat, administration and maintenance team).
In the order the “Recipient” shall include the name and surname of the Traveler, and the “Execution unit ” need to be set up the International Projects Section (Sekcja Projektów Międzynarodowych). The order number assigned by the XPrimer system shall be written by hand in the "Travel abroad application form".
Note: In the case of reservation the funds for travel of persons who are not NCU employees (students, PhD students and contractors), and it's not possible to include the name of the Traveller in the box “Recipient,” please fill up the name and surname of the authorizing officer from the list of employees.
Please place XPrimer order for travel as follow:
1 order = 1 person = 1 trip = 1 order item,
in which you should specify all the costs planned previously in the "Travel abroad application form".
More than one order item is recommended only when the expenses have to be divided into different sources of financing, indicated in the order, or if the planned expense includes the cost of a conference fee.
Announcementon selecting appropriate resources for conferences:
The orders for the costs of domestic and foreign conferences should be placed from the following RESOURCES:
conference fee for an employee – resource 05.69. other benefits
conference fee for a PhD student, student, contractor – resource 05.89. other costs
If the XPrimer order is placed for the whole cost of a business trip and includes also the cost of a conference fee, PLEASE REMEMBER to divide the sources of financing into TWO RESOURCES:
1 – RESOURCE FOR THE COST OF A CONFERENCE – 05.69 or 05.89
2 – RESOURCE FOR BUSINESS TRIPS – 05.71
If a person placing the order does not have access to all the sources from which the trip is to be financed, (for technical reasons) more than one order for the same trip shall be placed.
CURRENCY IN XPRIMER ORDERS
In the case of projects conducted in PLN, requests should be submitted in PLN. Also in the case where we know about the need to pay to a foreign contractor. The limit of the reservation amount is determined here by the amount in PLN.
In the case of projects conducted in a currency "other" than PLN, it is possible to submit a request in a currency "other" than PLN. Of course, taking into account the rules of eligibility of incurring expenses within a specific project. The limit of the reservation amount is determined here by the amount expressed in a currency other than PLN.
Additional information for creating orders in XPRIMER
Orders for the following costs indirectly related to a foreign trip should be created separately:
- for any domestic costs (domestic delegations) - the implementing unit is the DELEGATING UNIT;
- for any "mileage" costs (travel by private car) - the implementing unit is the DELEGATING UNIT (information in the "Travel by private car" tab);
- for insurance purchased by UMK for employees (information in the "Insurance" tab) - the implementing unit is the Administrative and Economic Department, Central Administration in Toruń -> Dział Administracyjno-Gospodarczy, Administracja Centralna w Toruniu