CEEPUS
Scholarship Exchanges under the CEEPUS Programme
The recruitment procedure for CEEPUS scholarships is conducted in the CEEPUS system without the involvement of IRO. Scholarship recipients are entitled to reimbursement of travel expenses for the scholarship when using the cheapest mode of transport—second-class train or bus. Transportation by other means requires written consent from the CEEPUS Office, which is granted before the scholarship is carried out based on a written application from the scholar accompanied by official transport cost estimates for the given route. Applications can be submitted via email to: ceepus@nawa.gov.pl. The application should include official and up-to-date quotes for travel costs by train or by the chosen mode of transport.
Tickets are purchased through IRO at the request of the departing individual upon submission of the following documents:
- Consent Form with the appropriate signature;
- Letter of Award;
- Consent from the CEEPUS Office for a change of mode of transport (in the case of an airline ticket);
- A commitment to cover the cost of the ticket purchase if the departure does not occur due to reasons attributable to the departing individual;
- Ticket reservation confirmation;
- A ticket purchase order completed and signed by the departing individual or a ticket purchase order for a low-cost carrier.
Purchasing the ticket using personal funds (apart from Why not TRAVEL) is only possible if there is a price difference of more than 3% compared to the offer from Why not TRAVEL, and only after obtaining IRO’s consent—detailed rules for applying for consent apply. Within 30 days of returning from the scholarship, the scholar must submit an application to IRO for reimbursement of travel costs or inform IRO of the decision to forgo the reimbursement.
The reimbursement application must be accompanied by the following documents:
- A travel cost reimbursement application including details of the departure and the bank account to which the reimbursement should be transferred;
- Tickets and an invoice;
- Bank proof of the expense (if purchased online);
- The decision from the CEEPUS Office regarding a change of mode of transport (if an airline ticket);
- IRO’s consent for expense recognition (if the ticket was purchased independently using personal funds);
- A Letter of Confirmation with a QR code.
If formal deficiencies are identified in the documentation, IRO will require the scholar to supplement the documentation within 14 days, under penalty of rejection of the application and an assumption that the student is withdrawing from the reimbursement. Withdrawal will be communicated to the CEEPUS Office within 14 days.
Settlement of the Stay:
The exchange is considered settled if the scholar updates their application in the CEEPUS system with the following documents:
- Letter of Confirmation with a QR code
- Student/Teacher Mobility Report
and the application status is marked as “completed.”
The documents must be submitted into the CEEPUS system within 30 days from the end of the stay.
Entry of the CEEPUS Exchange into the USOS System
The exchange under the CEEPUS Programme is entered into the USOS system by the Programme Coordinator at IRO upon the request of the departing individual. In the case of purchasing a ticket without IRO’s mediation, the exchange will be entered into USOS once scans of the following documents are provided:
- Consent Form with the appropriate signature;
- Letter of Award.
Programme Coordinator for the CEEPUS Programme at IRO:
Grażyna Andrejuk
Inernational Relatins Office UW
Krakowskie Przedmieście 26/28
00-927 Warszawa
Pałac Kazimierzowski, room 24, Monday – Thursday, 9:30–14:00
Email: grazyna.andrejuk@adm.uw.edu.pl
Tel.: 22 55 20 434