Travel abroad
Complete and sign the
Proposal Sheet and submit it
to the International Office approximately 10 days prior to the travel. If there is any change on the Proposal Sheet, it must always
be approved by signature by the Department Head prior to the travel. In case of changes during the travel, the employee must inform
the Department Head immediately. If you exceptionally need to pay some of the costs by your own credit card, you can, but you must always provide
a proper tax receipt (issued to CTU in Prague, Faculty of Civil Engineering, Thákurova 7, 166 29 Prague 6,
VAT/DIČ CZ68407700) after the travel.
If you are travelling by car:
You need to be
trained (arranged by Mrs.
Eva Šteffelová, valid for 1 year from the date of training)
and have a valid permit, i.e. fill in the
Application for Permission to Use a Private Vehicle for Business Travel, in case of travel by car of another non-business person also provide
the
Contract of Sale, and submit to the Economics Department, just
once a year, valid until the end of the calendar year.
Only the driver is entitled to be billed. FOR THE PURPOSES OF FOREIGN WORK TRAVELS, YOU CAN USE THE CAR ONLY WITH PERMANENT EMPLOYMENT
(i.e. not on a full-time or part-time basis). If the employee drives a faculty or departmental car, he/she must report the name,
department, country and dates of travel to Mr.
Mgr. Josef Šteffel prior to the travel, with the understanding that they will be
issued with an
Agreement on entrustment of an official-driven vehicle when sending an employee on a business trip and
a
Confirmation about the use of a company car.
(The confirmation must be carried with you at all times when travelling abroad, failure to produce it will result in a fine if inspected).
See
Dean's Directive No. 1/2012.
If an employee travels on a business trip as a passenger in a car driven by a driver from outside the CTU - Faculty of Civil Engineering
(e.g. a car of a different organization, a car driven by a friend, your partner, etc.), the employer (as well as the
Department Head who agrees to the conditions of the business trip by signing the "PS") is fully responsible for the course
of the transport. This therefore means that in the event of an accident or other damage occurring where the given driver does not have
a valid driving license, accident insurance or driver training, the employer is exposed to increased risk and thus takes on the risk
of having to pay for the damage incurred, even if the employee had declared in writ 19 of the Civil Code.
Interruption of a business trip
A business trip may be interrupted with the prior approval of the employer (during the period of interruption, the employee is not entitled
to reimbursement of meals and other expenses).
Prior to the trip, the interruption must be defined on the proposal sheet in terms
of location, date and time, as well as the continuation of the trip. The time spent in the means of transport must be included
in the travel abroad. The employer shall reimburse the employee's travel expenses for the use of the means of transport as if the
interruption had not occurred. Travel may be interrupted more than once. The employer may also start the employee's business trip
at the place of the event, but then the employee does not pay the ticket there (or vice versa).
The advance payment for the trip is available for collection at the cash office before the trip. You will also receive
a subsequent travel settlement form with it, which we have available in the event of misplacement.
Upon submission of the proposal sheet, the International Office will automatically arrange travel insurance for you with ERV, a.s. (4 CZK/day).
Please save or print the
card with the insurance policy number
and the helpline number before you travel. In case of problems, please contact the assistance service first and follow their recommendations.
Insurance limits
here.
You are not insured by the Faculty of Civil Engineering for the days on which the travel interruption starts, lasts and ends and
you must arrange insurance individually.
Downloadable mobile
app ke stažení do mobilu (optional).
DEPOSIT FEE, ACCOMMODATION DEPOSIT, GUARANTEE
Issue a purchase order in FIS and attach a completed
Application for payment form
and, if you have not already submitted a Proposal Sheet, forward it together with the
Proposal Sheet, or a draft to be specified, to the International Office. Support this with information e.g. from the conference website.
If the deposit includes e.g. lunches, write it on the billing form.
We will forward the form to the ED for payment and inform the person concerned by e-mail of the payment made. If your physical presence is required
for payment by card, you will be contacted by the ED (a telephone number must be provided). If you pay by bank transfer, you must fill in all
the required details on the application form. Once you have received the information about the payment, please ask the organizer to deliver the invoice,
which you will then forward to the international office (if it is not possible in advance, ask at the conference venue and attach to the bill).
The same procedure applies for the so-called guarantee by providing a credit card number, e.g. when arranging accommodation.
CONFERENCE FEE FOR ONLINE OR NON-ATTENDED CONFERENCES
Issue a purchase order in FIS, attach a completed
Application for Payment form
as well as a form with the supplier's dates including VAT (if applicable) or an invoice with these dates and forward it to the Economics Department
(
Michaela Hornofová).
The amount of the insert fee will be supplied at 21% VAT (= taxable transaction in the Czech Republic, consult a tax advisor). Due to the subsequent
taxation obligation, we ask for the delivery of the invoice as soon as possible and please note that these payments cannot be made by private credit cards
due to the reasons above.
AIRLINE
Issue a purchase order in FIS, enclose a completed
Application for Payment
and the invoice for the ticket together with the
Proposal Sheet, (a draft will
suffice and will be updated), if you have not already submitted previously, please forward to the International Office. Once registered, we will forward
for reimbursement to the ED the same day.
Submit the completed form and supporting documents to us within 10 days of your return from your travel. If you need any help filling it out, please call
or come in. The section where the meal allowance is calculated is completed by our department. For flights, the time of departure and arrival is given
as crossing the border, and the actual crossing in other cases. When crossing multiple countries, please provide the date and time of all border crossings
there and back (applies to ground transportation only).
Documents for billing: electronic plane ticket with boarding passes, train or bus ticket (with seat reservation); accommodation document
issued by CTU in Prague, FSv, Thákurova 7, 166 29 Prague 6, VAT/DIČ CZ68407700 and your name; public transport tickets and other incidental
expenses, if applicable.
When exchanging the deposit abroad, always get a document from the exchange office (if it is not provided,
the CNB exchange rate according to the date of the deposit will be used).
In case of advance payment (e.g. deposit fee), a tax document issued to CTU in Prague, FSv, Thákurova 7, 166 29 Prague 6, VAT/DIČ CZ68407700.
Receipts for the deposit fee can often be generated after logging into the conference website before the trip.
If you will have a joint receipt, you must, if you are documenting a copy, provide a link to the original and include your pro-rata share in the
billing. In the case of payment by credit card, if this is not indicated on the receipt, provide a bank statement.
When travelling by car, fill in and submit one of the forms:
- Use of employee's private car
Claim for reimbursement for fuel consumed in foreign currency and CZK must be supported by proof of purchase of fuel, which must coincide with
the travel (1 day before can be tolerated). If more than one proof of purchase of petrol is provided, the price is calculated by arithmetic
average. If no proof of purchase is provided, the calculation of the domestic route is based on the average price established by the decree (for 2023:
CZK 41.20 for 95 octane motor gasoline, CZK 45.20 for 98 octane motor gasoline, CZK 44.10 for diesel fuel and CZK 8.20 for 1 kWh of electricity).
If you are using petrol only in the Czech Republic, the price for the route abroad will be calculated by the same coefficient as for the Czech Republic.
You must always provide proof of purchase of petrol for the route abroad, in case of failure to provide proof, write a statement with the reasons
why you do not provide proof, declare the price per liter, sign and have it signed by the Department Head.
- Use of a private hire car abroad
Must include:
a) proof of purchase of petrol (in case of non-delivery, write a statement explaining why you will not provide it, declare the price per liter, sign
and have it signed by the Department Head)
b) proof of payment of rental or insurance etc. from a rental company abroad - the documents must show the initial and final mileage (km or miles)
c) proof of the average fuel consumption of the rented car - it is best to look up the MOT on the internet, the rental company usually does not
indicate the consumption.
- Use of the officer's (faculty) car
When using official vehicles, the form must be supported by fuel receipts. The fuel used must duplicate the number of kilometers driven.
For departmental cars, if the travel is paid for by departmental funds, the department will charge the travel reimbursement to themselves,
so neither the form nor receipts are attached. However, if it is paid for by another source, the form must be supported by receipts for the fuel used.
The fuel used must then copy the mileage and match the date of the travel.
If you lose the documents, you must request a duplicate; if this is not possible, it can be replaced by a "Declaration"
of loss with justification, which must be signed by the Department Head.
Please enclose with your statement the
Information on the conduct of the travel abroad. The information should be more comprehensive and should be documented, particularly for grant-funded travel,
as it is often required by inspections.
Please inform us in writing with proper justification (with a copy sent to the Department Head). You must return the foreign currency deposit to the cash office.
In case of advance payments, always ask the organizer, airline or accommodation for a refund. If refund of the amount paid is no longer possible, provide
justification + copies of the reply.
Entitlement to foreign meal allowance arises when crossing the state border, for flights departing and arriving, if the
time spent
outside the Czech Republic lasts:
- 1 hour to 12 hours: entitlement to 1/3 of the daily meal allowance, from this amount we calculate the pocket allowance,
1 meal is reduced by 70%. However, if the time spent in the Czech Republic is 5 hours or more and the time spent abroad is at least
1 hour and no more than 5 hours, only the domestic meal allowance is payable and the time spent abroad is added to the domestic meal allowance.
- more than 12 hours - but not more than 18 hours: entitlement to 2/3 of the daily meal allowance, from this amount we calculate
the pocket allowance, each meal (but max. 2) is reduced by 35%.
- longer than 18 hours: full daily meal allowance, each meal reduced by 25%. There is always 25% of the daily meal allowance left for
so-called refreshments, which the employee cannot waive.
Auxiliary calculator for calculating entitlement to meal and pocket allowance
