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  1. We need to get the visitor into the system. Send the visitor here:

https://visitors.uw.edu.pl/en-gb/

Following the rather silly instructions here:

The guest should register the arrival via the web page:
https://visitors.uw.edu.pl/en-gb/
Please fill only fields which are required.
  Registration is a 2-step process:
STEP 1. CREATE AN ACCOUNT (from the top right corner menu).
After creating the account, fill in the personal data in  MY ACCOUNT.
Next fill in the 3 sections in PERSONAL FORMS:
Basic personal data,
Address and contact information,
Additional personal information.
(fill just basic info, so the system lets you in).
  STEP 2. REGISTRATION OF THE VISIT
Here is the shortcut to the relevant selection page:
https://visitors.uw.edu.pl/en-gb/offer/REJESTRACJA-2022/registration/
  Please  select:
13. Faculty of Physics - Scientific research

  and then click "SIGN UP", …and fill Question set.

  1. Have the visitor provide all documentation needed for the WhyNotTravel Wniosek, which one can get from here, direct link here

  2. Ask secretaries to provide Wniosek for invitations and hotels given that the visitor is in the UW system. Fill in visitor Wniosek given the dates provided on WhyNotTravel wniosek.

  3. Submit WhyNotTravel Wniosek to secretariat and get it signed.

  4. Cycle back to WhyNotTravel after WhyNotTravel Wniosek has been signed to order ticket

  5. Have secretaries order hotel for the period indicated on Wniosek. CAUTION make sure EU regulations are satisfied regarding hotel alternatives.

Accommodations in the dorms are given here. The contact info to Sokrates is rezerwacja@adm.uw.edu.pl.

There is another IFT visiting procedures file, with the following content:

IFT GUESTS (DOMESTIC AND INTERNATIONAL)

I. Preliminary Arrangements The inviting person is required to agree with the guest on: arrival and departure dates, scope of funded benefits (e.g. per diem, accommodation, flights).

The inviting person provides the IFT Secretariat via e-mail with: full name (as in ID document), academic title, affiliation, gender and email address, dates of stay, scope of benefits, source of funding.

II. Guest Registration Domestic guest – registration via a standard guest form. International guest – self-registration in the IRGZ system: visitors.uw.edu.pl

https://visitors.uw.edu.pl/en-gb/ (English version of the self-registration Instruction) The form must include: data consistent with the identity document, dates of stay, required formal information.

III. Verification and Approval The IFT Secretariat verifies the submitted data. In case of discrepancies: data is corrected or rejected, the guest is asked to re-register. After approval, the form is printed from the IRGZ system and signed by the inviting person.

IV. Detailed Arrangements and Documentation Specification of the scope of benefits (hotel, per diem, flights). For stays longer than one day: a scan of the identity document is required, a request for automatic per diem payment is submitted.

V. Provision of Benefits Domestic guests: settlement via inter-institutional reimbursement. International guests - available benefits include: per diem, accommodation, flight tickets, automatic per diem payment, room at FUW.

Ticket purchase: exclusively via TravelBank, based on a request form including contact and travel details, requires approval of the price by the inviting person.

VI. Processing by the IFT Secretariat The IFT Secretariat: handles registration and documentation, organizes reservations, ticket purchases submits payment data, processes invoices and financial settlements,

monitors the use of the IFT funds.