Conferences in Poland

Pages:

1
2
3

Section II – Students who are applying for conference travel funding

  1. General rules
  2. OPTION A – conference fee + other expenses
  3. OPTION B – travel costs and/or accommodation costs (without conference fee)
  4. Notes regarding completing and submitting the “Application for conference travel funding”
  1. GENERAL RULES:

-) Only registered STN members can receive funding

-) A student may apply for reimbursement of the conference fee, travel costs, and/or accommodation costs

-) The rule applies: 1 paper presented at the conference = maximum 1 active participant.
Reimbursement of costs for presenting at a conference can be granted exclusively to the person submitting the application for travel funding. In the case of multi-author works, funding for event participation costs can be received by only one person representing a given scientific achievement, regardless of the number of people actually presenting the work during the conference

-) Invoices serve as the basis for the reimbursement of incurred costs

-) Invoice for the conference fee – must be issued to the university’s details:

Uniwersytet Mikołaja Kopernika w Toruniu
ul. Gagarina 11, 87-100
Toruń
NIP 879 017 72 91
(The service description should include the full name of the Participant)

-) Invoice for transport and accommodation – must be issued to the student’s personal details

2. OPTION A – The student applies for reimbursement of the conference fee and other expenses:

  • conference fee
  • conference fee + travel costs
  • conference fee + accommodation costs
  • conference fee + travel costs + accommodation costs

STEP 1: Before a student registers as an active participant at the conference (sends an abstract, pays for participation), several formal issues must be settled: 

a) Invoicing rules of the conference organizers:

  • Do the organizers issue a pro-forma invoice?
  • If not, can they generate a preview of a structured invoice (PDF visualization)?
  • If not, can they issue an invoice with a deferred payment date?

b) Payment method for the invoice:

  • Is a standard bank transfer possible, or is payment made exclusively through online operators (e.g., PayU, Przelewy24, PayPal)?

Answers to these questions should be found in the payment regulations or the “Fees/Registration” tab. If the regulations do not specify the rules for issuing documents, email the organizers or call the provided contact number.

STEP 2: The student provides all collected information regarding invoices and payments to the STN. To do this, send an email to stncmumk@gmail.com or contact the STN treasurer. Verification of this data with the STN is essential because the invoice must be paid directly by the university. The university DOES NOT reimburse conference fee costs to students’ private bank accounts.

STEP 3: The student sends the scientific paper abstract to the conference organizers

SIMULTANEOUSLY,

the student sends the following to stncmumk@gmail.com:

  1. The abstract of the paper, and
  2. A completed “Application for conference travel funding”

The completed funding application must include:

  • The conference fee cost!
  • Travel costs (if applicable)
  • Accommodation costs (if applicable)
  • The stamp and signature of the scientific circle supervisor!

STEP 4: After receiving confirmation of the paper’s acceptance from the organizers, the student sends the official confirmation of participation to the Student Scientific Society

  • The STN forwards all information and documents from steps 2, 3, and 4 to the Recruitment and Student Affairs Office and the Vice-Rector for Student Affairs and Education
  • After receiving a positive opinion from the Vice-Rector regarding funding, the conference participation can be paid for
  • Regarding the conference fee: THE UNIVERSITY DOES NOT REIMBURSE COSTS TO STUDENTS’ PRIVATE ACCOUNTS; THE CONFERENCE FEE INVOICE IS SETTLED DIRECTLY BY THE UNIVERSITY
  • Regarding travel and accommodation costs: Students pay from their private accounts and receive invoices/tickets in their name, which serve as the basis for reimbursement to their private accounts. Purchases should be made as soon as possible.
  • The entire procedure should be started as soon as possible! There is a risk of extended application processing times due to potential issues with organizers issuing the conference fee invoice
  • The STN remains at your disposal and is here to assist you at every stage of the procedure

3. OPTION B – The student applies for reimbursement of travel costs and/or accommodation costs (without the conference fee)

  • travel costs
  • accommodation costs
  • travel costs + accommodation costs

If the student does not apply for reimbursement of the conference fee (pays it themselves), there is no need to contact the organizers in advance, as in Option A.

The following steps should be taken after the paper is accepted by the conference organizers.

STEP 1: The student purchases travel tickets and/or hotel accommodation and receives invoices/tickets in their name, which serve as the basis for reimbursement to their private account

STEP 2: The student fills out the “Application for conference travel funding”

The application must include:

  • Travel costs and/or accommodation costs
  • The stamp and signature of the scientific circle supervisor!

STEP 3: The student sends the following to stncmumk@gmail.com:

  1. The abstract of the paper
  2. The completed “Application for conference travel funding”
  3. Confirmation of paper acceptance from the organizers
  4. The received personal invoices/tickets

STEP 4: The STN forwards the received documents to the Recruitment and Student Affairs Office and the Vice-Rector for Student Affairs and Education. After receiving a positive opinion from the Vice-Rector, reimbursement of the incurred costs will be possible

  • The entire procedure should be started as soon as possible! Documents from Step 3 must be sent no later than 14 working days before the conference (the day of departure is not included in the limit).
  • The STN remains at your disposal and is here to assist you at every stage of the procedure.
  1. Notes regarding completing and submitting the “Application for conference travel funding”

-) Travel costs: The cheapest possible means of transport is taken into account (e.g., PKP train 2nd class, FlixBus). If the journey does not start in Bydgoszcz, this must be indicated in the application.

-) Accommodation: If an overnight stay is required in the host city, the maximum number of nights is (n-1), where n is the number of conference days. The cheapest possible accommodation in the given city should be chosen.

-) If, for the same conference:

  • more than one person is going,
  • people participating are presenting different scientific papers,

there is a possibility of sharing accommodation costs.

Then the person making the accommodation reservation includes the total accommodation cost of all persons on their “Application for conference travel funding.” The other participants DO NOT include accommodation costs on their applications. The condition for applying this procedure is submitting a joint declaration of joint and several liability for settling the costs and dividing the received funds. This document should be sent to stncmumk@gmail.com along with the other attachments.

-) Applications for funding will be accepted until STN funds for SKN (Student Scientific Circles) activities are exhausted

-) The amount of funding granted is discretionary, and the final decision lies within the competence of the Vice-Rector for Student Affairs and Education

Pages: Page 1, Page 2, Page 3