Download the Required Application Form
The applicant downloads Application Form 1 (for issuing the Rector’s Order for international travel) and/or Application Form 2 (for issuing the Rector’s Order for external bank transfers, publication fees, congress participation fees, memberships, etc.) from the University’s website.

Complete and Sign the Application
The applicant fills out and signs the application form. All estimated expenses for the trip must be listed: transportation (fuel, road tolls, plane, train, bus tickets, etc.), per diem, accommodation, participation fees, or any other required fees.

Obtain Project Director’s Signature
If the trip is funded by a research project or another type of project, the applicant must obtain the project director’s signature.

Obtain Hierarchical Superior’s Signature
If the applicant belongs to other staff categories (not teaching staff), they must obtain the signature of their hierarchical superior, regardless of the funding source.

Submit the Application
The applicant submits the application to the USAMV CN Registry at least 10 working days before the international trip to obtain a registration number. For teaching staff (including associate teaching staff), regardless of the funding source, the Dean’s signature is mandatory. The Dean certifies awareness of the trip and ensures the applicant’s teaching activities will be covered. The invitation and/or other supporting documents must be submitted with the application.

Dean’s Review
Registered applications are forwarded to the Dean of each faculty. After signing, the documents are returned to the secretary at the USAMV CN Registry.

Forward to Vice-Rector’s Office
The Registry secretary hands over Application Form 2, with all submitted documents, to the Secretary of the Vice-Rector’s Office for the signature of the Vice-Rector for Research, Development, and Innovation (CDI) (only for publication fees, according to RU 73).

Return After Vice-Rector’s Signature
The Secretary of the Vice-Rector’s Office returns Application Form 2, after obtaining the Vice-Rector’s signature (only for publication fees, according to RU 73), to the Registry secretary.

Forward to International Relations Office
The Registry secretary hands over Application Forms 1 and/or 2, with all documents, to the secretary of the International Relations Office for the signatures of the Economic Director and the Rector.

International Relations Office Review
The International Relations Office secretary checks the application forwarded by the Registry.

Rector’s Signature
The Rector’s signature is mandatory for all international trips, regardless of funding source.

Economic Director’s Signature
The Economic Director’s signature is mandatory for all international trips, except those funded from personal sources.

Visa Support Letter
If the destination country requires a visa, the International Relations Office secretary prepares a letter to the consular service or embassy, signed by the Rector.

Drafting the Rector’s Order
The International Relations Office secretary drafts the Rector’s Order for the business trip abroad.

Signatures on the Rector’s Order
The Rector and Economic Director sign the Rector’s Order and, if applicable, the letter to the consular service or embassy.

Hand Over Documents to Applicant
The International Relations Office secretary hands over the Rector’s Order and, if applicable, the letter to the consular service or embassy to the applicant.

Issue External Delegation for Settlement
Along with the Rector’s Order, the secretary also provides an external delegation form for settlement, which must be stamped and/or signed by the host institution.

Submit Settlement Documents Upon Return
Within 2 working days of returning to the country, the teaching staff/applicant must submit the stamped/signed external delegation form and all supporting documents for expenses to the financial department, according to current legislation.

Submit Activity Report
Within 7 working days of returning, the teaching staff/applicant must submit a written report (max. one page) to the financial department, summarizing the activities performed during the trip, including any conclusions and proposals.

No Retroactive Issuance
The Rector’s Order cannot be issued after the mobility has taken place, under any circumstances, as per Government Decision 518/1995, updated 2015.

Modification of the Rector’s Order
The Rector’s Order can only be modified after issuance in the following exceptional cases:

• a. If unforeseen expenses arise during the trip that were not included in the initial order, and if the funding sources allow for additional funds; this must be confirmed with signatures from the financial and research departments.

• b. If, due to reasons beyond the holder’s control (force majeure, canceled flights, weather conditions, health issues, etc.), the duration or route of the trip changes.

• c. Modification is only possible based on a written and justified request (application for modification of the Rector’s Order), signed by the original holder, exclusively under the conditions mentioned in points a and b, with the approval of the Vice-Rector for International Relations and the Economic Director.