Comenius University Bratislava > International relations > ENLIGHT > ENLIGHT International Business Trips

ENLIGHT International Business Trips

Before an International Business Trip

Before each international business trip (ZPC), it is necessary to complete and submit a Business Trip Request (ZPC Request) (template HERE) no later than 1 month before the start of the trip. The request must be submitted in accordance with the procedure outlined below:

• The ZPC Request must include the estimated costs of transportation, accommodation, and other expenses.

•The Rectorate ZPC Request, signed by you and your direct supervisor, together with a document justifying the trip (e.g. event programme, acceptance email, etc.), must be sent by email to ines.chrtan@uniba.sk at least 1 month before the trip.

• Faculty staff are required to submit a ZPC Request to their faculty at the same time, in accordance with the rules of the respective workplace, if they have received such instructions from the Rectorate.

• Any payment related to the trip (e.g. airline tickets, accommodation, train/bus tickets) may only be made after the ZPC Request has been signed by all responsible persons. You will be informed by email once the request has been signed at the Rectorate level.

• When purchasing airline tickets, it is necessary to comply with the Public Procurement Act. If an employee arranges the purchase of an airline ticket independently, only the direct sales channel of the air carrier for scheduled flights may be used (not charter flights or agency/reseller websites). As of 9 January 2023, a Dynamic Purchasing System (DPS) has also been established for the purchase of airline tickets and related services. Requests for the purchase of airline tickets (the template is included as Annex 3 to the Public Procurement Directive) must be sent electronically in an editable format (without signatures) and simultaneously in scanned form with signatures to dns.letenky@uniba.sk.

• Commercial travel insurance covering medical expenses abroad must be arranged for all days of the trip and included in the business trip expense settlement. Additional travel insurance services (e.g. accident insurance) are not reimbursed by the Rectorate of Comenius University (RUK). Rectorate employees are covered by travel insurance for the duration of an officially approved ZPC. Faculty employees should verify their coverage with their respective economic department.

• Taxi services are not considered public transportation. Their use must be approved in advance in the ZPC Request and is permitted only in essential cases (e.g. when no public transportation is available from the airport or when public transportation does not operate at the required time).

• The accommodation document (invoice) must contain the identification details of the accommodation provider (name, address, Company ID No. [IČO], Tax ID No. [DIČ]), the dates of accommodation, the name of the guest, and the total accommodation cost. Documents issued by intermediary platforms (e.g. Booking.com, Airbnb, etc.) are not considered valid tax documents and will not be accepted or reimbursed. An invoice must always be requested directly from the accommodation provider. If an intermediary platform is used, it is necessary to verify in advance whether the accommodation provider is able to issue a valid invoice.

The contact person for questions regarding ENLIGHT business trips is Mgr. Ines Chrťan, PhD. (ines.chrtan@uniba.sk).

After an International Business Trip

The process for settling an international business trip (ZPC) is as follows:

  • The ENLIGHT ZPC expense settlement must be submitted no later than 10 days after the end of the international business trip.
  • The settlement must include all relevant documents evidencing expenses incurred (e.g. accommodation, travel, public transportation, registration fees, etc.). Travel tickets and documents for the use of public transportation (train or bus to/from the airport, shuttle bus, local public transport at the destination, transfers between accommodation and the event venue, etc.) must be accompanied by additional information for each document: date of travel, route (from–to), and a brief justification for the use of the service. Smaller receipts should be attached to an A4 sheet and supplemented with the above information
  • The settlement must include a ZPC Report containing basic information about the event, a description of the tasks and objectives of the trip that were completed (e.g. meetings, negotiations, lectures), as well as basic travel details (accommodation, travel, start and end of the trip, border crossings, and meals provided).
  • The event programme must be attached to the settlement if it was not submitted before the start of the ZPC.
  • If a certificate or confirmation of completion of a mobility, training, or other activity was issued by the host institution, a copy must be attached.
  • If the traveller does not claim entitlement to any of the travel allowances (e.g. accommodation provided by family), a brief written justification must be attached to the settlement.
  • Faculty staff must submit the documents for the expense settlement to the relevant faculty administration office, which is responsible for processing the settlement.
  • Rectorate staff must submit the documents related to an ENLIGHT ZPC in person to the ENLIGHT Office to Mgr. Ines Chrťan, PhD. (ines.chrtan@uniba.sk) or send them by post to the office address.

When Using a Private Motor Vehicle

If an employee wishes to use their own motor vehicle for an international business trip, the following conditions must be met and the following documents must be submitted:

  • The employee must have a valid Employee–Driver Training Record (the record is valid for 2 years from the date of issue; after that, the employee must complete the training again)
  • An employee may use their own private road motor vehicle only on the basis of a Private Road Motor Vehicle Use Agreement (hereinafter referred to as the Agreement) concluded with the employer. The Agreement must be attached to the ZPC Request. It must be signed by the employee undertaking the trip, their supervisor, and the dean or secretary of the faculty.
  • In accordance with the RUK Directive, it is not possible to reimburse the actual travel costs. Reimbursement is limited to the cost of a public transport ticket (scheduled bus or train services – 2nd class)
  • The employee must indicate the use of a private motor vehicle in the ZPC Request
  • The employee must provide confirmation from the carrier of the price of a return train ticket (2nd class) or bus ticket to the destination of the business trip. An email from the carrier stating the price is also sufficient. The fee charged for issuing such confirmation is not reimbursed. The amount must be stated both in the Agreement and in the ZPC Request.

The following documents must also be attached to the ZPC Request:

  • a copy of the vehicle registration certificate;
  • a copy of the vehicle's mandatory third-party liability insurance (MTPL);
  • a copy of the most recent MTPL payment confirmation;
  • a copy of the vehicle's comprehensive insurance;
  • a copy of the most recent comprehensive insurance payment confirmation.

Sustainable Travel

Comenius University has long supported the principles of sustainability and a responsible approach to climate change. In this context, for international business trips, we recommend prioritising environmentally friendly (so-called green) modes of transport. If the journey takes up to 10 hours and the distance to the destination does not exceed 700 km, we recommend using a train or bus whenever possible.

International business trips undertaken within the ENLIGHT Alliance are governed by the Sustainable Travel Policy, which can be found HERE.