Dean’s Measure no. 29/2017

Charles University, Faculty of Social Sciences

Dean’s Measure no. 29/2017

Title:

Possibilities of Reimbursement of Travel Expenses Related to Participation of the Students of FSV UK in Conferences, Research and Study Stays in the Czech Republic or Abroad

In effect from:

1. 11. 2017

In Prague on 18 October, 2017

PhDr. Jakub Končelík, Ph.D.

Dean of the Faculty

In connection with the participation of FSV UK students in conferences, research and study stays in the Czech Republic and abroad, there may arise three options for providing travel expenses to the students of FSV UK (hereinafter referred to as “students”).

The use of these three options is mutually exclusive.

1. Students can receive travel allowances for travel expenses under Act no. 262/2006 coll., Labor Code, as amended, provided they are employees of the faculty (employment agreement, agreement to complete a job, agreement to perform work, and only if this right has been stipulated in the agreement), on the basis of a travel order and its billing.
2. Students can receive travel expenses according to the principles defined for the provision of travel allowances in Act no. 262/2006 coll., Labor Code, as amended, if they are not employees of the faculty, on the basis of the so-called “innominate contract” concluded in accordance with § 1746 para 2, Act no. 89/2012 coll., the Civil Code, as amended. From the accounting and factual point of view, however, this does not constitute a reimbursement of travel expenses to the employees, but a reimbursement of the agreed service. A sample of an innominate contract is listed in Annex no. 1 to the Measure.
3. Students can be contributed to their travel expenses from the funds for specific university research, educational activities (contribution for PGS graduates) or grants (if the approved budget of the respective project allows it) in the form of scholarship in accordance with Article 6 of the Scholarship Rules of Charles University, Article 9 para 1 of the Scholarship Rules of Charles University and Article 5 para 1 of the Rules for Awarding Scholarships at FSV UK, provided that the trip is carried out in accordance with the plan of study or is related to the participation of the student in the teaching or research activities of the faculty.

Students can be contributed with scholarship to the justified special-purpose expenses related to the trip and fulfilment of its purpose, in particular:          

1. to the conference fee,
2. to the travel expenses from the location of the school to the venue of the event, up to the amount of proven expenditures for the means of public transport,
3. to accommodation, up to the amount of proven expenditures for accommodation,
4. to other expenses related to the trip and the fulfilment of its purpose.

Prior to every trip for which the student requests a contribution from the faculty in the form of scholarship, the student submits to the proposer (typically to the main researcher) for his/her approval a completed form of Details for determining scholarship in connection with the student’s trip, which will outline the requested travel expenses for the trip. Such details will also be forwarded to the budget transactor and the budget administrator for their approval in accordance with the source of the payment. When travelling abroad, a student must have travel insurance concluded for the trips to and from abroad.

Upon completion of the trip, the student will provide proof of payment of all the agreed travel expenses by the appropriate documents to the budget administrator of the designated financial source, who will then enter a Proposal for the payment of the special-purpose scholarship into the appropriate electronic form in SIS. The details for determining this scholarship, documents proving the payment of travel allowances, the document of the student's travel insurance for trips abroad remain filed with the budget administrator of the designated financial source.

This measure annuls the Dean’s Measure no. 25/2014.

Annexes:

1. Sample of an "innominate contract" in accordance with § 1746 para 2 of the Civil Code
2. Sample of an "innominate contract" in English
3. Details for determining scholarship in connection with the student’s trip
4. Proposal for the payment of scholarship – an appropriate electronic form accessible in SIS

PhDr. Jakub Končelík, Ph.D.

                   Dean of the Faculty

In charge of accuracy:

Mgr. Tomáš Gec

Secretary of FSV UK