Instructions for drawing funds

Instructions for drawing funds (PROGRES)

Funds that are assigned to projects of Progres at FHS UK are to be drawn and posted until November 30.

The year budget cannot be postponed to the following years (conference fees, member fees, flight tickets, etc.). In these cases, the applicant asks for pre-foundation.


Types of payments

Concrete situations


Variable symbol

Variable symbol allocated to the project is to be presented on each payment transaction.


Types of payments

Invoice payments

Foreign payments

Payments within the Charles University

Faculty card payments

Private card payments

Cash payments

Deposit

Scholarship

The employment agreement


Invoice payment

Cashless payments are realized by a bank transaction from FHS UK account based on presented invoices and properly fulfilled “Order” form submitted to the Finance Office.

In the case of invoices for the services, it is necessary to declare the concrete service asked, its range and a unit price.


The invoice is to be addressed at FHS UK billing address containing its identification number (IČ) and tax identification number (DIČ):


Charles University, Faculty of Humanities

U Kříže 8, 158 00 Praha 5 – Jinonice

IČ: 00216208

DIČ: CZ00216208


After the Finance Office gets the invoice, they expose the invoice’s cover sheet that is to be signed by the authorized person responsible for the project before realizing the payment.


Foreign payment

In the case of foreign payment by cashless transaction, it is necessary to fulfill the “Foreign payment” form and to submit it to the Finance Office.


! In the case of foreign invoices it is necessary to count with the relevant value-added tax (VAT) (by the rate of the Czech Republic) – according to the type of expenses 15% or 21% of the amount.


! Foreign cashless transaction is charged, usually approx. 1.050 CZK (when paid by FHS UK), 0 CZK (when paid by the supplier), and approx. 250 CZK (when paid by both FHS UK and the supplier).


Payment within the Charles University

When buying from any institutions belonging to the Charles University, it is to be declared that the good/service is purchased for the Faculty of Humanities. You would receive the internal invoice which is not to be paid cash by yourself, but by the Finance Office to which you submit it. The amount declared on the invoice does not contain value-added tax—a relevant VAT would be included by the Finance Office.


Faculty card payments

The payment could be made by the Faculty card after the request (form) and arrangement with the Faculty Secretary. The payment can be realized only when the internet form allows “physical” fulfillment of the card data. Card data cannot be conveyed to the third party.


! Before the realization of the payment it is necessary to check that the amount does not contain VAT. If it does, the solver is covering VAT from her/his funds. (Attention: amazon.co.uk always contains VAT).


Private card payments

In justified urgent cases, the expense can be covered by the private bank account (member fees, flight tickets, etc.)


After the payment, the solver submits 3 documents to the Finance Office:

  1. Payment information (usually listed on the receiver website – what is paid, how much it is paid and to whom it is paid)

  2. Statement of the account displaying the payment (data about the payer and payment has to be displayed legibly, non-relevant payments should be cover-up).

  3. The request for refund containing the source of foundation (variable symbol).


Cash payments

Refund of the cash payments is made at the Finance Office after the submitting properly fulfilled form of minor issue billing including original recipes of paying the good or the service.


The billing is to be submitted to the Finance Office not later the 5th day of the following month.


When receiving the recipe we recommend to check the billing data. Pay attention mainly on:

- That the date also includes the year of the issue.

- That the identification number (IČ) and tax identification number (DIČ) is displayed.


Deposit

For the purchase of goods and services, the deposit can be provided based on the request containing the variable symbol, the requested amount of the deposit, purpose, date, and signature of the authorized person. Persons who are not in labor-law relation with the Faculty cannot claim the deposit.


Deposits provided to solver are to be posted as soon as possible, which applies also to deposit cashless payments. Posting the deposit means to submit the invoices relevant to the postponed deposit and refund of the potential overpayments or unpaid balances.


Scholarships

To all the students of FHS UK, the reward for their work on research grants can be covered by the scholarship. Submit the properly filled form of the request for scholarship signed by the student and proposer (the solver of the grant) to the Research Administration Office.

Scholarship payments are sent on 15th day of the month, hence to send the scholarship within the month, the form is to be submitted by the 10th day of the month.


The employment agreement

In justified cases (cannot be covered by previously described ways) and in limited rate, the service (par ex. lecturer reviews, monograph’s prefaces, etc.) can be rewarded as the other personal costs (by the employment agreement).


If the other personal costs are allocated to the project, it is necessary to fulfill the relevant form of The employment agreement:

a) one-off agreement (the salary is covered by the single payment)

b) proposal of the agreement (the agreement is for a longer period with more payments for which the authorized person submit the request for posting the agreement)


and to submit them not after the 25th day in the month (in the case of foreign employees at least 10 days before the day the contract starts) to the Research Administration Office.


FORMS (English)

FORMS (Czech)


Note that:

  • In the case of employment of foreigners, the Faculty has to inform the Czech Employment Department.

  • The agreement is to be submitted before the work begins.

  • The salary from all the agreements contracted on Charles University should not be higher than 10.000 CZK in the month. When crossing this limit the levies of 34% are to be paid, therefore the final amount increases.


Concrete situations

Business travels

Students' travels

Guest researcher

Purchase of books

Purchase of technologies

Ancillary or professional works

Book publishing


Business travels

The organization of business travels on FHS UK is regulated by the Faculty Secretary measure n° 3/2016.


The rules for providing the contribution on travel expenses for persons that are not FHS UK employees are regulated by the Faculty Secretary measure n° 4/2016.


Planning the trip:

When planning the trip expenses the following items can be included:

- travel expenses

- accommodation

- diets

- necessary ancillary expenses (conference fees)

- travel insurance (when traveling abroad)


Recipes to submit after the return (even if the expenses were covered by the Faculty in advance):

- bus/train ticket, flight ticket including the boarding pass

- recipe/invoice for the accommodation including the name of the guest and dates of accommodation.

- recipes of necessary ancillary expenses


Deposit for business travels

The employee can ask for the deposit for the business travel. You can find all the relevant information on this website.


Travel by the private car

The business travel can be made by the private care only in exceptional and necessary cases and has to be previously authorized by the Faculty Secretary. The permission is conditioned by 1) valid driver training document; 2) copy of the valid technical certificate; 3) valid accident insurance


Domestic travel

  1. the employee creates a request (see instruction on business travels website) and get signatures from:

    a. the head of the department

    b. the authorized person from the Research Administration Office

  2. After the return, the employee submits the form and the recipes connected to the travel to


Domestic diets:

80 CZK when the travel takes 5-12hours/day

120 CZK when the travel takes 12-18hours/day

190 CZK when the travel takes more than 18hours/day


Traveling abroad

All information about business trips abroad is available on the business travels website..


Students’ travels

Since students are not employees of the Faculty, their travels are regulated by the Faculty Secretary measure n° 4/2016.


When planning the trip expenses the following items can be included:

- travel expenses

- accommodation

- necessary ancillary expenses (conference fees)

- (diets – in the case they were allocated to the project)

! Students are required to arrange the travel insurance by themselves


Procedure:

  1. Contract according to § 1746 between the student and Faculty

      a. 

    The expenses for the travel can be covered by the Faculty only when the contract is made. Without the contract, no payments connecting to the travel will be made and no deposit cannot be provided.

      b. 

    At least 10 days before the travel the contract according to § 1746 is to be made. Visit at the Research Administration Office for preparing the contract.


    A request of the deposit – students can ask the deposit after they have a contract with the faculty. They ask the deposit at the Finance Office. They can ask for a maximum 75% of the amount set in the contract. The deposit can only be pay in CZK by cashless transaction.

  2. Posting the travel expenses

      a. 

    up to 10 days from the returning from the travel, submit the posting to Bc. Tereza Wongová

    i. posting of the travel abroad

    ii. posting of the domestic travel

      b. 

    b. include following recipes to the form (even if the expenses were covered by the Faculty in advance):

    i. bus/train ticket, flight ticket including the boarding pass

    ii. recipe/invoice for the accommodation including the name of the guest and dates of accommodation.

    iii. recipes of necessary ancillary expenses

    iv. the travel expenses are refunded backward after the submission of the documents above (after the return) and only when the student has valid travel insurance (during the travel).



Guest researcher

The expenses of persons coming to the Faculty and not being in the employment contract with the Faculty (p. ex. conference Keynote speakers) can be covered when their expenses are underplayed by the proper recipes and by the relevance to the project. To refund the expenses, the guest researcher has to make a contract according to §1746 with the Faculty. For further information and the contract form contact from the Research Administration Office.

If the guest requests the accommodation in a contracted hotel, contact from the Dean's Office.


Purchase of the books

The purchase of all the books and publications is to be made through the TGM Library of Social Sciences:

1) fulfill the form

2) send the form including the list of required literature and variable symbol of the project covering the expenses to the Library, address on .


Purchase of the books abroad

If the employee buys the book abroad during her/his business trip, he does not include this expense into posting of the business travel but asks for the refund directly on the Finance Office. The Purchase is to be declared by the recipe that does not include VAT. The seller would prepare this recipe when displaying the “Certificate of tax identification number”. The employee can pick up this certificate on the International Office.


! If the recipe includes VAT, the refund would cover only the amount without VAT. The VAT would be the private cargo of the employee.


! Before deciding to buy anything from abroad, we recommend asking the Finance Office about the regulation of the import of goods.


Purchase of the books within the EU

  1. take the copy of the “Certificate of registration to VAT” (to pick up at the Dean's Office or the Faculty Secretary)

  2. Show the certificate to the seller

  3. Tell him that you are bringing the good to the Czech Republic; that you are the UK representative and therefore you ask for the purchase without VAT. The VAT would be covered in the Czech Republic.

  4. In the case the seller is not VAT payer, it is required to put this note on the bill since the price shown on the bill is final.

  5. the bill has to be addressed on

    Charles University

    Faculty of Humanities

    158 00 Praha 5

    DIČ CZ00216208

  6. After the arrival bring the book, the bill, and the form for billing (the invoice cover sheet) to the TGM Library of Social Sciences for registration.

  7. If the books would be sent after the payment, give to TGM Library only the bill and the form.

  8. After the registration at TGM Library, give the bills to the Finance Office, where they would cover your expenses or make the payment.

  9. If the books would be paid cashless through bank account transfer, it is necessary to count with the fee, which would be taken from the project budget.

  10. If you ordered books from the VAT payer, VAT would be covered from the project budget (par ex. if you bought a book for, say, 40€, therefore approx. 1000CZK according to the current exchange rate, the Faculty pays 15% VAT (150CZK). From your project budget, therefore, the total amount of 1.150CZK would be deducted).



Purchase of books in non-EU countries

The employee that brings books from the third country has to arrange customs clearance by his own or by some company which would arrange it in the name of University. After customs clearance, the employee receives the “Single Administrative Certificate” which he would submit together with the bills to the Finance Office .



Purchase of Technologies

Purchase, registering and inventory of the property is governed by the Faculty Secretary Measure n°1/2019.

The purchase of all IT goods is to be consulted with IT Office in advance.

When purchasing the technologies, the employee should collect the information for the asset management that includes the kind of the property, name of the department, room of the department and the person responsible for this property.


Ancillary or professional works

The payment for ancillary research works (translations, proofreading, transcriptions, etc.) should preferably be covered by the invoice.


Students could be awarded by the research scholarship.


In justified cases (cannot be covered by another way) and in limited rate, the service (par ex. lecturer reviews, monograph’s prefaces, etc.) can be rewarded as the other personal costs (by the employment agreement).


Book publishing

When planning to publish a monograph, we recommend you to discuss all the rules with the Publication office (dr. Kratochvílová ( )).



Last change: August 1, 2019 11:14 
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Faculty of Humanities

Pátkova 2137/5

182 00 Praha 8 - Libeň

Czech Republic


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