Effective 1 January 2026, the Faculty of Arts, Charles University, has introduced a framework contract for travel insurance for employees travelling abroad. Each employee is automatically insured for all foreign business trips from the moment the trip is approved (i.e., when the travel order (“cestovní příkaz”) has been signed by all authorised personnel).
If an interruption of the business trip has been agreed, the faculty insurance can also be used for these days. The insurance costs for the interruption period will then be deducted from the total reimbursable travel expenses as part of the travel settlement.
A business trip will be considered covered by the faculty insurance even if the employee has arranged their own travel insurance.
Non-Czech employees are also insured under this contract for travel abroad, except for travel to their country of permanent residence. A permanent residence country is defined as the country where the insured person has lived or is living for at least six months during the previous 12 months, or the country in which the insured person participates in public health insurance.
Please note that trips to high‑risk areas (e.g., Ukraine, Israel, etc.) must always be reported in advance to the faculty coordinator (Nikola Meryová, nikola.meryova@ff.cuni.cz) and must be approved by the Vice-Dean for International Relations.
Insurance claims must first be reported by the employee to the assistance service. They must then be reported at the earliest opportunity on the next working day to the project manager, the head of the department, or directly to the Economic Office.
Before your trip, please review the information on travel insurance abroad in the document Insurance Contract – Information for Employees, available on the Intranet. You will find essential information about the terms and conditions of the contract and instructions on how to proceed, for example, in case of trip cancellation. At the same link, you will also find the assistance card, which you are kindly asked to download either as a PDF or to your mobile phone.
International business trips for academic and non-academic staff can take place through various programs and agreements, particularly:
- the Erasmus+ programme
- inter-university and inter-faculty agreements
- international (bilateral) agreements
- or based on individual opportunities (e.g. grants, other programmes, etc.)
Current opportunities are published in a dedicated section: Open Calls for Applications > Open Calls for Employees
Each programme has its own specific conditions and rules. This overview is intended as a basic guide and provides general information about the procedure. For detailed conditions and requirements, it is always necessary to follow the rules of the specific programme.
Expenses must comply with the rules of the respective programme, and in the case of group trips, it is recommended that each employee covers their expenses individually.
For trips funded from other sources (e.g. Erasmus+, inter-university exchanges), it is necessary to check whether they can be combined with other forms of support.
Formulář A1 je vyžadován při:
- vyslání zaměstnance do zahraničí,
- práce ve více zemích současně,
- při služebních cestách,
- dlouhodobé přidělení práce v zahraničí.
Tento formulář je nezbytný pro ověření, že jste řádně sociálně pojištěni a splňujete všechny zákonné požadavky týkající se sociálního zabezpečení. Více informací poskytnou kolegyně z Personálního oddělení.
Základní (denní) sazbu zahraničního stravného pro jednotlivé státy stanovuje vyhláška Ministerstva financí ČR platná pro příslušný kalendářní rok.
Pokud v rámci jedné pracovní cesty cestujete do více zemí, pro výpočet výše stravného se použije sazba platná pro tu zemi, v níž jste byli v daném kalendářním dni zahraniční pracovní cesty nejdéle.
Stravné přísluší zaměstnanci za každý kalendářní den pracovní cesty v plné nebo poměrné výši základní sazby podle doby trvání pracovní cesty (podle počtu hodin strávených v daný den v zahraničí). Rozhodující pro určení výše stravného v cizí měně je čas přechodu hranice (při letecké dopravě čas odletu z ČR / příletu do ČR). Výše stravného se rovněž snižuje v případě, je-li vám bezplatně poskytnuto jídlo, které má charakter snídaně, oběda nebo večeře.
Pokud stravné plně neposkytuje zvoucí strana nebo jej nehradí jiná instituce, je třeba stravné (v předpokládané výši) zahrnout do plánovaného rozpočtu pracovní cesty.
V případě, že stravné poskytuje zvoucí strana, je potřeba přivést potvrzení buď o poskytnuté výši příspěvku či o počtu poskytnutého jídla. Zároveň je nutné tuto skutečnost uvést ve formuláři pro vyúčtování cesty.
1) Mobility Proposal and Contacting the Host Institution
The employee should contact the host institution in advance (e.g. an existing or potential research partner, university partner, conference organiser, or training provider) and agree on the specific purpose and content of the mobility.
This agreement should result in a completed application or another relevant document (e.g. Mobility Agreement, AVA, conference programme, invitation to teach, etc.).
2) Application and Approval of the Mobility
For most mobilities, it is necessary to go through a selection process and submit an application within the specified deadline via the relevant platform (e.g. IS Věda / form / e-mail). Specific instructions and deadlines are announced by the International Relations Office and in most cases are also available on the International Relations Office website.
The selection of participants/projects and approval of mobilities is carried out by the relevant programme coordinator (e.g. Vice-Dean for International Affairs, International Affairs Committee, Charles University Rectorate, etc.).
3) Travel order (“Cestovní příkaz”)
Before purchasing any services (e.g. flights, accommodation, registration fees), a properly completed and signed travel authorization form (Travel Order – “CP”) is required. This document must be signed by:
- the direct supervisor (head of the basic unit/dean’s office/direct superior)
- the head of the International Office (Dr. Lemeškinová, or Mgr. Hanková as substitute)
- and, if applicable, the administrator of the additional funding source
4) Purchase of Tickets and Flights
In general, employees can purchase their own tickets and flights (with the exception of orders exceeding CZK 50,000 excluding VAT) and request reimbursement from the Finance Office after returning. It is recommended to consult the Finance Office (ideally before the trip) to ensure all documentation is correct for reimbursement.
If the travel costs are covered by International Relations Office funds, the ticket price must fall within the set limits for the specific type of mobility.
Some programmes may require additional documents (e.g. confirmation of stay). It is therefore advisable to check in advance which documents will need to be submitted after the trip.
- For every business trip, a reimbursement process must be completed at the Finance Office, even if the trip was funded from personal resources.
- Upon return from an international business trip under inter-university or inter-faculty agreements, a copy of the Final Report on the Foreign Trip must be submitted to the International Relations Office. The original is submitted together with the reimbursement documentation to the Finance Office. For Erasmus+ trips, the original Confirmation of Erasmus+ Staff Mobility must be submitted, which is then forwarded to the Rectorate of Charles University (RUK).
- For all trips under inter-university or inter-faculty agreements, it is also necessary to submit a Confirmation of the Amount of Per Diem Provided, confirmed by the partner institution, as part of the reimbursement – even if no per diem was paid. In such cases, the confirmation must state that zero per diem was received, which is then paid by the Faculty of Arts, Charles University. Employees cannot waive their right to per diem.
Submission of Travel Reimbursement Documentation
The complete travel reimbursement documentation should be submitted to the Finance Office, ideally via the International Relations Office, which will verify the accuracy of the documents, obtain the necessary signatures, and forward the package to the Finance Office. The package must include:
- Travel order (“cestovní příkaz”) – completed on both sides and signed again (see above)
- „Vyúčtování pracovní cesty v zahraničí (Reimbursement of International Business Trip)“ form
- „Závěrečná zpráva ze zahraniční cesty (Final Report from International Trip)“ form
- All receipts and proof of payment (e.g. flight tickets, accommodation, registration fees, etc.) – please check which expenses are eligible for reimbursement under the relevant programme
- Confirmation
- e.g. proof of stay or confirmation of per diem payment (see the rules of the specific programme)
If the employee received an advance payment before the trip, it must be declared and settled as part of the reimbursement.
All the above-mentioned documents and reimbursement guidelines can be found on the Finance Office’s Intranet.
The employee is required to submit the travel reimbursement within 10 days after returning from the trip.
Contacts
International Relations Office
nám. Jana Palacha 1/2, Prague 1
Room P103 and P128
