For CMR researchers

Employee Matters

• Please submit leave requests electronically in the fiori system, for which we recommend reading fiori instructions (unfortunately in Polish).
• Other applications (e.g., for holiday subsidies, vacation allocations, travel allocation form) are submitted electronically through the DocSense system.
• Information about social benefits in general, are available on the above website.

CMR UW rules

• CMR regulations
• CMR internal rules (includes status descriptions)
• Application to join research team CMR
• Application for status at CMR
• CMR support team structure [PL]
• CMR Virtual Assistant, answering questions on organizational and practical CMR UW matters.

IT services at UW

• The list of UW websites to which we have access, along with passwords, is available after logging in https://mojekonto.uw.edu.pl/ 
• Some UW services and UW internal websites (e.g. Fiori, SAP, DocSense) are available only from the UW network or token. If you wish to use them from other locations, you must connect via VPN as explained in this guide or token
• You can generate a token using a YubiKey device, or set it up at mojekonto.uw.edu.pl using an app like Google Authenticator or Microsoft Authenticator.

Purchases for Projects

• Project budget and spending procedures [PL] (how to go about spending your project’s money) 
• Personel costs procedures [PL] (how to go about employing people or signing contracts of mandate)
• Purchase procedures at the CMR [PL], so who to ask to make a certain purchase. 
• Many purchases are made through companies that have won university-wide tenders [site in Polish], so please check whether your purchase has an assigned supplier for UW.
• Paying the membership fee requires submitting an application to the CMR Director, obtaining his approval, and paying from funds other than NCN.
• When financing a purchase paid by a project or by UW it is crucial to obtain a correct invoice and describe it properly [tips on how to do it – update February 2026 in Polish].
• The invoice will then need to be processed in the VIM system [documents in Polish from training done in October 2023]

Data for KSeF invoices:

University of Warsaw
Krakowskie Przedmieście 26/28
00-927 Warsaw
Poland
VAT No. PL5250011266 / for Polish institutions NIP: 525-001-12-66
IDWew: 5250011266-37105
e-mail: faktura.d371@uw.edu.pl
Name and surname of the person making the purchase (on the UW side). If the invoice results from a contract, provide the contract number.

Invoice delivery address:
University of Warsaw
Centre of Migration Research
Pasteura 7,
02-093 Warszawa
e-mail: faktura.d371@uw.edu.pl

Organizing travel

Traveling abroad

The travel request form is the first step in organizing your trip — please submit it before purchasing tickets or incurring any costs.

• International travel: first one fills and gets approval for the travel request form  (can be completed electronically in DocSense). After returning, the travel expense calculation is handled initially via email with “Sekcja Obrotu Zagranicznego” rozliczenia@adm.uw.edu.pl 
• We buy tickets via Travelbank only– Please complete Zlecenie-zakupu-biletu_D371_KSeF, the order is updated to meet the requirements related to KSeF.

Domestic travel 

• Please follow the OBM instructions for preparing and settling domestic travel. In the support department, Roman Brzeziński is the person to whom you submit the relevant documents. Before the trip, you need to fill out the first page of the  form for domestic travel. The travel expenses must be settled within 14 days of your return. To do this, you must fill out the second page of the domestic travel form and attach all relevant receipts. 
• In the VIM e-workflow system, the traveller must attach all documents confirming the incurred costs (accommodation invoices, tickets, proofs of payment, and the declaration) as separate PDF files, provide a business justification in the comment, and submit it for approval to the Project Manager or Management.

Ethics Committee

• How to prepare an application to the OBM UW Ethics Committee 
• Application form: new request
• Amendment form to the approved application

Submitting grant applications

• If you plan to apply for a grant, please inform Katarzyna Porwit by e-mail. 
• How to write a Data Management Plan for the NCN application?
• Documents helpful in writing the ethical part of the application to the National Science Center 

Other

• Principles and templates of documents regarding the protection of personal data.
• Instructions on what to do in a threat situation at the University of Warsaw
• Instructions in case of phishing
• Open Access – presentation from the workshop “Opening the science of migration in practice” 23/09/2024

File access: Access to some documents is restricted. If you have trouble opening a link, please check if you are logged into your email account related to OBM UW.