Practical Information

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Administrative procedure

  • 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.

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:

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

Czech Studies
Na Příkopě 584/29, Prague 1

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