Intergovernmental Agreements – Quotas

Financial Conditions

The costs of food and accommodation are covered within the agreement normally by the host country.

Payment of travel expenses:

• Teachers and scientific staff who were normally nominated for the placement and accepted by the foreign side ask the CZS to arrange the refunding of travel expenses provided that the ministry of education offers this for the given placement. Only international transport to the placement location and back or respectively to the capital city of the receiving country and back, if that is how international transport is defined in the given international agreement, is paid. The ministry of education does not refund costs of local transport.
• The person sent has an obligation to use economic means of transport.
• The deadline for submission of an application for refunding to CZS: no later than by 25 October in the calendar year in which the tickets were or will be bought.
• If the foreign placement takes place during November and December, it is necessary, it is necessary to request the refunding no later than by 25 October and to provide the CZS with copies of tickets and receipts for payment of the air tickets. If it is not possible to buy the tickets in advance, the price must be estimated.
• After accounting for the journey the employee sends from the economic department of the faculty to the CZS an internal invoice within 15 days of completing the business trip.

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Application

Those interested in placements from the quota allocated by the Ministry of Education apply at the foreign department of their home faculty (teachers at the Language Centre to Mgr. Hana Kuzdasová) within the deadlines set by the foreign department of the faculty. The deadline for applications for placements in the following academic year is normally in October or at the start of November.

The application contains (according to the instructions of the faculty and the conditions of the given placement):

• Printed AIA electronic application form (form Proposal for Sending – website is only Czech language)
• Printed CZS application form. Complete the electronic application form in IS OIS and then print it (it is necessary to register in the IS OIS through the student number; Erasmus+ coordinators also must register through the student number).
• Letter of acceptance from the foreign university (if required by the given country, in some cases it can be submitted later)
• CV (if required)
• Recommendation from manager (if required)

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Before Departure

• After confirmation of acceptance for the foreign business trip the employee sends the CZS these documents:
  • a copy of the letter of acceptance from the foreign institution
  • a copy of the document allocating a placement from the Ministry of Education/AIA
• The employee also gives the CZS the dates of the placement.
• The CZS sends the economic department of the faculty confirmation by e-mail CZS (the employee concerned will receive a copy).
• The employee sets up a travel order. This does not guarantee placement costs, only the journey there and back (without local transport).

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After Return

• The academic or research employee accounts for the trip within 10 working days after its completion. The return trip is paid (not local transport). The employee hands over the tickets and if air transport is used also the boarding passes.
• The economic department of the faculty sends the CZS an internal invoice, accompanied by the following documents:
  • a copy of the accounted travel order and accompanying documents
  • the exchange rate according to which the travel expenses were accounted for
• The employee completes the final report, which is requested by the AIA, also sending a copy to the CZS.

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