🚌 Organization of Visits by Invited Guests under the PROM Programme đźšŚ

In accordance with the rules of the PROM Programme – International Scholarship Exchange of PhD Candidates and Academic Staff, Gdańsk University of Technology is obliged to transfer the full scholarship amount directly to the invited guest.

Based on internal regulations, the scholarship is paid in full, in cash, after the guest's arrival in Gdańsk. This procedure was established due to the following limitations:

  • the scholarship must be paid entirely in Polish zloty (PLN) – the programme does not allow payments in foreign currencies,
  • currency exchange costs are not eligible expenses in the project – a foreign transfer would result in a lower actual scholarship amount,
  • in case of cancellation, change of arrival date or shortened stay, refunding and re-transferring the scholarship would be problematic and involve additional conversion costs,
  • it is not permitted to transfer part of the scholarship to the faculty (e.g. to cover hotel or travel expenses),
  • the programme explicitly prohibits double funding, i.e. covering the same expenses from another source while also receiving the full scholarship
đź‘źđź‘ź Step-by-step: How to organize the visit  đź‘źđź‘ź

1. Confirmation of arrival date
The International Relations Office (CWM) contacts the host from Gdańsk Tech to confirm the final dates of the guest’s visit.

2. Request for personal data for the financial agreement
CWM sends an email to the invited guest requesting the following information needed to prepare the financial agreement:

  • permanent address,
  • passport number.

3. NAWA Participant Form

The participant is required to complete the NAWA Participant online form – the link will be sent via email by the International Relations Office (CWM).
After submitting the form, it must be saved as a PDF file and sent to CWM prior to departure.

4. Preparation of documents
Based on the provided information, CWM:

  • prepares the financial agreement (to be signed in person),
  • prepares the required documentation for scholarship disbursement at the university’s cash office.

5. Scholarship disbursement after arrival
On the first day of the guest's stay at Gdańsk University of Technology:

  • the guest meets with a representative of CWM,
  • together they go to the GdaĹ„sk Tech cash office,
  • after signing the original financial agreement, the guest receives the entire scholarship amount in PLN, in cash.

6. Registration of the guest's visit in the mojaPG system
Following the guest’s arrival, the inviting faculty is required to register the guest in the “Visits” module of the mojaPG system. This step is mandatory and ensures proper reporting of mobility within the PROM project