Mobilities of Employees

Procedure for Staff International Business Trips

Before the Trip

All FF UHK employees must request approval for an international business trip well in advance. The travel proposal must be approved at least 14 days before the trip begins; without approval, it is not possible to travel.

From January 1, 2025, it is mandatory to use the electronic travel proposal, which is available:

• here: Approval for an international business trip (requires UHK login credentials)
• alternatively in the intranet under the left menu "My Overview" in the section "Administration" 

 

Procedure:

1. Fill in the electronic travel proposal and submit it to your pre-approver.
2. After submission, the automatic approval process by supervisors begins.
   • The proposal must be approved by all supervisors at least 14 days before departure.
   • If you need to puchase plane tickets, it is recommended to have the proposal approved at least on month in advance. 

 

After the Trip

Within 10 working days after returning:

1. Submit accounting documents for reimbursement of travel expenses
2. Complete and submit the final trip report. 
3. Attach the reimbursement table. 

If the trip will be refunded by FF UHK, it is also necessary to submit: 

• A written consent from the host institution confirmed by signature, allowing reimbursement of travel expenses

 

 

Trips under the Erasmus+ Programme

If you are participating in Teaching Mobility or Staff Mobility under the Erasmus+ programme, in addition to the travel proposal, you must:

1. Have a confirmed Mobility Agreement for Teaching from the partner institution, i.e., a prepared and approved teaching or training programme.

2. Submit the travel proposal (see above).

3. After the trip, you must:
   

   • Complete the online final report, which will be sent automatically by the European Commission.
   • Provide a confirmation of the length of stay from the host institution.

    

 

Travel Funding

Academic and research staff primarily finance international trips from internal and external projects. In exceptional cases, it is possible to request funding for extraordinary trips under Dean’s Decree No. 5/2021.

 

 

International business trips at FF UHK are administered by: