BUSINESS TRAVEL
Invitations or notifications can be addressed to specific individuals or the university leadership. In such letters, it is necessary to clearly state the purpose and duration of the stay abroad, as well as specify the source of funding, if there is an external sponsor.
Official trips of university staff and students abroad, as well as the possibility of extending their stay abroad during working or studying time, are regulated by the following provisions:
Official trips abroad are carried out within the term of the employment contract (contract) of the employee being sent abroad. Sending abroad of university students is carried out within the term of their studies at the university.
All financial expenses related to official trips or sending abroad are covered by the receiving party; various state, international, and private funds; and other sources in accordance with the current legislation of Ukraine.
The coordination of the procedure for arranging trips abroad for university staff and students is carried out by the Center for International Cooperation and Education.
1. Official note regarding a business trip abroad
Forming
- by the head of the department or the head of the structural unit in the "Service note" in "IDoc"
Consideration
- to the head of the general department
2. Fill out the "Task-justification for a business trip" template
3. In the "IDoc" system, click "Add task" in the "Content of task" field and insert the "Task-justification for business trip" table
4. The executor of the task of entering persons who are on a business trip, the supervisor is the leading specialist in information and protocol-visa support of the MSO Center
5. Specify the form of the report - "document", "due date" - 5 days after the end of the business trip
Coordination
- chief accountant (M. Matvienko)
- director of the Educational and Scientific Institute (head of the structural unit)
- leading specialist of information and protocol-visa support of the MSO Center (M.Tuz)
- Director of the Center for International Cooperation and Education (I. Tymoshchuk)
Signature
- vice-rector for scientific work and international relations (N.Savina)
6. Based on the submitted documents, the head of the general department prepares an order for a business trip abroad in the "IDoc" system
7. "Report on the results of a trip abroad" to be submitted within 5 days after the return
Forming
- by a person who has returned from a business trip, in the "Service note" template in the "IDoc" system
7.1. Name of the document "Report on the results of a trip abroad"
7.2. Insert and fill out the report template
Consideration
- in the name of the information and protocol-visa support specialist of the MSO Center (M.Tuz)
Coordination
- direct management of the person sent on a business trip
Signature
- vice-rector for scientific work and international relations
It is MANDATORY to complete the report in the "IDoc" system:
1. Open the memo "Report"
2. Copy the number (No.) of the official memo (for example, 70-3630360, located at the top in the middle)
3. Click on the second icon in "IDoc"
4. Select the item "I am monitored", the subsection "Open"
5. Select "Write a report", after which the report form will open (you do NOT need to write the text)
6. Insert the number (No.) of the official memo "Report" at the bottom where the number (No.) of the document is
7. Click "Done"
List of documents required for a NUWEE student to arrange a trip abroad:
- Official note regarding the trip abroad:
- Formed by the head of the department for the specialty in the "Official Note" template in the "IDoc" system based on:
1) Application addressed to the rector
2) Minutes of the department meeting regarding the trip abroad
3) Original invitation for studies or internship
4) Copy of the student's academic record (student ID)
- Review: addressed to the director of the educational and scientific institute
- Approval: by the chief accountant, director of the Center for International Cooperation and Education
- Signature: by the vice-rector for research and international relations
- Fill out the "Task-justification for the trip" template.
- In the "IDoc" system, click "Add task" and paste the text "Task-justification for the trip" into the "Task content" field.
- Based on the submitted documents, the director of the educational and scientific institute prepares an order for the trip abroad in the "IDoc" system.
- A report on the results of the trip in written form must be submitted to the Center for International Cooperation and Education within 5 days after returning.
1. Official note about business trip abroad
Forming
- by a graduate student or his supervisor in the "Service note" in the "IDoc" systems
1) applications in the name of the rector
2) extract the meeting of the department regarding the trip abroad
3) the original invitation to study or practice
Consideration
- in the name of the head of the graduate school
Coordination
- supervisor
- chief accountant
- the director of the Center for International Cooperation and Education
Signature
- vice-rector for scientific work and international relations
2. Fill out the template "Task-justification for a graduate student's trip abroad"
3. In the "IDoc" system, click "Add task" and in the "Content of task" field, insert the text "Task - justification for business trip"
4. Based on the submitted documents, the head of the graduate school prepares an order for sending abroad in the "IDoc" system
5. A written report on the results of the postgraduate's trip abroad is submitted to the Center for International Cooperation and Education within 5 days after the return.
