International conferences

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Section II – Students who ARE applying for funding for a scientific conference trip

  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.

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

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

Nicolaus Copernicus University in Torun,
Gagarina 11, 87-100 Torun / Poland, 
PL8790177291
(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 and delivered to the CM Science and Projects Department (Ms. Izabela Trykowska)

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

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

STEP 1: Before registering as an active participant (sending an abstract, paying), check these formal issues:

a) Invoicing rules::

  • Do they issue a pro-forma invoice?
  • If not, can they provide a PDF preview of the invoice?
  • If not, can they issue an invoice with deferred payment?

b) Payment method:

  • Is a standard bank transfer possible, or only online operators (e.g., PayU, PayPal)?

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

STEP 2: Send all collected information regarding invoices and payments to stncmumk@gmail.com or contact the STN Treasurer. Verification 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: Send your abstract to the conference organizers

SIMULTANEOUSLY,

send to stncmumk@gmail.com: 

  1. The abstract of the paper
  2. The 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, send the aforementioned confirmation of participation to the STN.

  • 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.
  • Once a positive opinion from the Vice-Rector regarding the funding is received, payment for conference participation can proceed.

KROK 5: Complete the “Application for Travel Abroad”
Instructions for filling it out can be found at:
https://www.umk.pl/wspolpraca/wyjazdy/wniosek/

You should only complete the sections for which funding has been granted (e.g., conference fee)

In the “Source of funding” (Źródło finansowania) field, you must enter the following Polish phrase exactly:
płatne z limitu Prorektorki ds. Studenckich i Kształcenia na działalność Studenckich Kół Naukowych

Data entered into the generator is not sent to any registries, so you can generate the “Application for Travel Abroad” multiple times if needed. However, only one final version should be submitted for processing.

STEP 6: Verification with the STN Treasurer
Contact the STN Treasurer to verify that you have filled out the application correctly. You will receive a unique application number from the Treasurer, which you must write by hand on the final version of your application.

STEP 7: Submit the documents to the CM Science and Projects Department
You must deliver your “Application for Travel Abroad” to:
Ms. Izabela Trykowska
Email: izabela.trykowska@cm.umk.pl
Tel: 52 585-33-91

  • Conference Fee: THE UNIVERSITY DOES NOT REIMBURSE COSTS TO PRIVATE BANK ACCOUNTS. The invoice for the conference fee is settled directly by the University.
  • Accommodation: You pay from your private account and receive a named invoice. This invoice is the basis for reimbursement to your private account. You should make the purchase as soon as possible. Deliver the invoice to the CM Science and Projects Department (Ms. Izabela Trykowska)
  • Travel Costs: There are two ways to purchase travel tickets:
  1. Individual Purchase: You pay from your private account and receive named invoices/tickets. These serve as the basis for reimbursement. Deliver them to Ms. Izabela Trykowska
  2. Direct Purchase by NCU: Tickets are purchased by the University based on an offer from a travel agency. More information can be found at:
    https://www.cm.umk.pl/aktualnosci-2/7095-koszty-podrozy-zakup-biletow.html
  • Please start the entire procedure as soon as possible! Processing times may be extended due to potential issues with organizers issuing invoices
  • STN remains at your disposal to help you at every stage

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

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

If you are not requesting a refund for the conference fee (meaning you pay it yourself), you do not need to contact the organizers in advance as in Option A.

Follow these steps after your work has been accepted by the conference organizers.

STEP 1: Purchase your travel tickets and/or hotel accommodation and receive named invoices/tickets, which serve as the basis for reimbursement.

ATTENTION! If you intend to apply for “Direct purchase of travel tickets by NCU via a travel agency”:

  • Do not buy the travel tickets yourself,
  • When filling out your “Application for travel funding,” enter the estimated value of the tickets in the “Travel cost” section (include a small buffer in case prices increase during processing).

STEP 2: Fill out the “Application for conference travel funding”
Your completed application must include:

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

STEP 3: Send documents to STN
Email the following to stncmumk@gmail.com:

  • Your paper abstract
  • The completed “Application for conference travel funding”
  • Official confirmation of acceptance from the organizers
  • The named invoices/tickets you received

STEP 4: Document processing
STN forwards your documents to the Recruitment and Student Affairs Office and the Vice-Rector for Student Affairs. Once the Vice-Rector grants a positive opinion, your costs can be reimbursed

KROK 5: Complete the “Application for Travel Abroad”
Instructions for filling it out can be found at:
https://www.umk.pl/wspolpraca/wyjazdy/wniosek/

You should only complete the sections for which funding has been granted (e.g., conference fee)

In the “Source of funding” (Źródło finansowania) field, you must enter the following Polish phrase exactly:
płatne z limitu Prorektorki ds. Studenckich i Kształcenia na działalność Studenckich Kół Naukowych

Data entered into the generator is not sent to any registries, so you can generate the “Application for Travel Abroad” multiple times if needed. However, only one final version should be submitted for processing.

STEP 6: Verification with the STN Treasurer Contact the STN Treasurer to verify that you have filled out the application correctly. You will receive a unique application number from the Treasurer, which you must write by hand on the final version of your application.

STEP 7: Submit the documents to the CM Science and Projects Department
You must deliver your “Application for Travel Abroad” to:
Ms. Izabela Trykowska
Email: izabela.trykowska@cm.umk.pl
Tel: 52 585-33-91

  • Accommodation: You pay from your private account and receive a named invoice. This invoice is the basis for reimbursement to your private account. You should make the purchase as soon as possible. Deliver the invoice to the CM Science and Projects Department (Ms. Izabela Trykowska)
  • Travel Costs: There are two ways to purchase travel tickets:
  1. Individual Purchase: You pay from your private account and receive named invoices/tickets. These serve as the basis for reimbursement. Deliver them to Ms. Izabela Trykowska
  2. Direct Purchase by NCU: Tickets are purchased by the University based on an offer from a travel agency. More information can be found at:
    https://www.cm.umk.pl/aktualnosci-2/7095-koszty-podrozy-zakup-biletow.html
  • Please start the entire procedure as soon as possible! Processing times may be extended due to potential issues with organizers issuing invoices
  • STN remains at your disposal to help you at every stage
  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

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