Below you will find a collection of the most frequently asked questions and answers related to travel arrangements. Our goal is to help you quickly and efficiently find the information you need, supporting smooth travel preparations as well as the journey itself.
If you are planning a trip or are already participating in an organized program, you can easily find the most important information here.
Before contacting us, please review the questions and answers listed below. We hope you will find the answers you are looking for! If not, or if you need further assistance, please do not hesitate to reach out to us using the contact details provided on the email you received or you can find on this site.
Frequently Asked Questions (FAQ) Menu
Requests
• How can I start the administration of my travel request?
According to the provisions of the currently effective Travel Policy, the administration must be initiated. For this, the Travel Request Form available on the website must be submitted to utazas@pte.hu, together with the fully completed and signed P31 form and the declarations included in Annex 2, scanned. Travel requests are processed by the Travel Management Group administrators, who will then contact the traveler/applicant.
• What documents are required to initiate bookings?
To book the requested services, the documents required by the currently effective Travel Policy must be provided. These are the Travel Order (P31), Annex 2 (Declarations), the Travel Request Form, and the invitation letter or professional material substantiating the business trip.
• Whose responsibility is it to complete the Travel Request Form and obtain the necessary signatures?
The Travel Request Form must be completed by the traveler with their personal data and details of the requested services. With valid authorization, it may also be filled out by another person in compliance with data protection rules. At the time of submission, the traveler/applicant is responsible for the accuracy of the data provided. Services will be ordered and bookings made based on this data. In the online request form, the logged-in applicant assumes responsibility for the correctness of the data. On the printed form, the traveler assumes responsibility by signing it. The approvals required for the trip – through the signing of documents stipulated in the currently effective Travel Policy – are the responsibility of both the sending department and the traveler.
• Who can I ask for help in filling out the Travel Request Form?
Assistance in completing the Travel Request Form can be requested from the staff of the Travel Management Group via the contact details listed under the “Contact” menu.
• Will I receive confirmation after booking?
For every booking, travel agencies issue a voucher, which will be sent to the traveler’s provided email address by the travel administrator handling the trip. Please ensure that the email address is provided accurately and checked.
• What should I do if I do not receive a confirmation email?
If you have not received confirmation, please report this to utazas@pte.hu, or contact our staff via one of the contact details listed in the “Contact” menu.
• Can I cancel or modify my booking?
In the event of a cancellation or modification request, please immediately contact the travel administrator with whom you have been in contact regarding your trip. If no such contact has been made yet, please send your request to utazas@pte.hu.
• Can I initiate travel administration without a fully signed documentation? Can I book without a signed P31?
The currently effective Travel Policy, as well as the Financial Management and Commitment Policy, define the conditions for the required approvals and documentation for business trips. A valid booking may only be made with an approved Travel Order and written financial commitment.
• Which travel-related items must I arrange through the Travel Management Group?
For international business trips, bookings must be made under the centralized procurement agreement established by the Public Procurement and Supply Directorate. According to Annex 6 of the PM Decree 6/2022. (VIII.31.), this includes: airline tickets, accommodation, international train/bus/ship/ferry tickets, car rental, travel insurance, visa services, airport transfers, and conference registration services.
• Why are the prices different between the centralized procurement system and online offers (e.g. Booking, Skyscanner)?
Bookings are made through the Central Government Travel Portal, which is connected to online booking systems and international travel databases. Some providers publish their prices based on unique pricing strategies, and intermediaries may add additional fees. Providers may also set different prices on their direct sales channels or through individual agreements. Within the framework agreement, only the public procurement fee (point 5) and the service fee (Annex 2) may be charged in addition to the published prices.
Travel Information
• Do I need a visa for my trip?
It is the traveler’s personal responsibility to check and comply with the requirements and obligations of travel. Please always check with the Consular Service for entry conditions, requirements, and risks related to the destination country.
• What should I do if a problem occurs with a service (e.g. missed flight, lost/damaged luggage, delayed transfer, incorrect hotel room)?
Always report your complaint directly to the service provider and request written confirmation. Take photos as supporting evidence whenever possible. Future compensation or claims depend on having written records. Always carry your voucher (printed or digital), as it proves your entitlement to the service. If the provider refuses written documentation, take photos or videos. If the issue cannot be resolved, call the phone numbers listed on your voucher (customer service during working hours, emergency number outside working hours). If still unresolved, seek help from the Consular Service and/or your travel insurance provider as indicated in your policy. To facilitate consular assistance, pre-register your trip on the Consular Service website.
• When will I receive my travel documents?
Travel documents are sent by the travel administrator to the email address provided in the Travel Request Form after booking. During the process, the administrator will contact the traveler by email for clarifications. Any questions or comments regarding the requested services should be directed to the travel administrator.
Registration Fee
• What do I need to send for registration, and why?
There are typically three types of registration:
1. No online registration required – Send the registration details with the Travel Request Form, and the travel agency will pay the fee based on the invoice received from the organizer.
2. Online registration with account storage – The participant registers on the conference website with a username and password. Please fill in the form and provide your username with the Travel Request Form. The travel administrator will contact you for access to complete the payment.
3. Online registration requiring immediate payment – The participant completes the online registration and must send screenshots of the steps with the Travel Request Form. The travel agency will then handle payment in cooperation with the traveler.
In all cases of online registration, if you receive a confirmation email, please forward it as an attachment to your request form or directly to the travel administrator.
• Why must registration fees also be paid through public procurement?
Payment of registration fees is subject to centralized public procurement as defined by PM Decree 6/2022 and Government Decree 168/2004. Based on this, the Public Procurement and Supply Directorate (KEF) manages the relevant procedures, including the framework agreement KM01NKUT24.
Accommodation
• What types of accommodation are available? Can I request a specific hotel?
The Central Government Travel Portal provides access to hotels listed in international databases. Most hotels and larger guesthouses are available. If you require a specific accommodation, please indicate this in your request with objective justification (e.g., location or timing of a conference).
• What if the hotel I requested is not available in the system?
If the requested hotel is unavailable, the travel administrator will notify you by email and arrange alternatives.
• Can I request special services (e.g. vegetarian meals, accessible room)?
Yes, please indicate any requests in the Travel Request Form. Bookings will be made according to the information you provide there.
• What are the check-in/check-out times? Do I need to notify early/late arrival or departure?
Most hotels allow check-in after 14:00 and require check-out by 10:00. Please indicate your expected times in the Travel Request Form, as some hotels have limited reception hours.
• Why is the hotel asking me for a deposit?
Some hotels, particularly outside Europe, may require a deposit according to their policies. These deposits are not part of the booking. Deposits can only be blocked in person at check-in and are released at check-out if no issues arise. The voucher always contains the provider’s main conditions.
• Do I need to pay the local tourist tax myself? Is it reimbursable?
Tourist taxes and additional charges must be paid on site. They are reimbursable afterward with a valid invoice issued to the University of Pécs, subject to the Travel Policy and the financial rules of the project or funding source.
• Why must I pay parking fees myself? Are they reimbursable?
Parking fees, like tourist taxes, must be paid on site at the time of use. They are reimbursable afterward with an invoice issued to the University of Pécs, in accordance with the Travel Policy and financial rules of the funding source.
Air Tickets
• What baggage rules apply?
Baggage policies vary by airline. Generally, there are three categories: small cabin bag, larger cabin suitcase, and checked baggage. Always indicate your baggage in the Travel Request Form. The category depends on size and weight.
• Can I request special services with my ticket (e.g. oversized baggage, seat selection, priority boarding, fast track)?
Yes, please describe your needs in the Travel Request Form. Extra costs may apply. It is the traveler’s responsibility to check eligibility according to the Travel Policy and funding rules.
• Who is responsible for flight check-in? What if I have problems?
Check-in is always the traveler’s responsibility, as it requires personal data. Always check the airline’s policies. The voucher contains check-in requirements and deadlines. If you have questions, contact the airline’s customer service (or the travel administrator during working hours).
• How does check-in differ between airlines?
Procedures vary by airline according to their policies. Always review the information on your voucher carefully.
Transfers
• Whose name and phone number should I provide as emergency contact?
Always provide your own contact details. These are given to the driver for communication about traffic or scheduling.
• Do I need to indicate the size and number of my bags for transfers?
Yes, always specify this when requesting the transfer to avoid problems.
• What if I don’t receive a notification (SMS/email) from the transfer company?
First, call the phone number listed on your voucher. If multiple numbers are listed (direct and central), try them in order. If unresolved, contact the travel agency’s 24-hour emergency line listed in your voucher email.
Car Rental
• Why is a deposit required for car rental?
Car rentals typically require a deposit (usually via credit card block) to cover potential costs. The voucher contains details. Cars will only be handed over after the deposit is secured.
• Can I choose a specific car in advance?
Any special requests must be indicated in the Travel Request Form. Extra costs may apply and must be checked against the Travel Policy and funding rules.
Train/Bus/Ship/Ferry
• Can I buy domestic tickets myself?
International tickets must be purchased under the framework agreement (air, hotel, international train/bus/ship/ferry, car rental, insurance, visas, transfers, conference fees). Domestic tickets not related to international trips must be purchased under the University’s Procurement Policy.
• What should I do if I miss a connection?
Always report the issue to the service provider. In Europe, tickets are usually valid for the next available service once validated. Request written confirmation if the delay is not your fault. If unresolved, call the numbers on your voucher (customer service or emergency line). If still unresolved, seek help from the Consular Service or your insurance provider. Pre-registering with the Consular Service is highly recommended.
Insurance
• Am I required to have travel insurance?
Yes. Participation in official international travel is only possible with valid insurance. You must declare this in the Travel Request Form, and if you do not have insurance, you must request it through the Travel Management Group.
• What does my insurance cover?
The policy defines coverage. Generally, policies cover accidents, illness, and baggage, with EU vs. non-EU differences. Special needs must be specified in the Travel Request Form.
• Can insurance be arranged for foreign visitors?
Insurance can only be provided for individuals with a valid Hungarian social security number and permanent Hungarian residence. For inbound foreign travelers, insurance must be arranged via their own country’s insurers.
• What does flight insurance (ticket cancellation insurance) cover?
It covers the refund of the ticket price if the trip is canceled due to unforeseen circumstances (e.g., illness, accident). It does not cover denied boarding, delays, cancellations, or changes of preference.
• Will I receive healthcare and consular protection abroad?
Always check local conditions before departure. Register your stay with the Consular Service. In case of emergencies, seek help in this order: service provider → travel agency hotline → Consular Service → insurance emergency hotline.
Accompanying Family Members
• Do I need to declare if a non-university member joins my trip?
Yes, always declare accompanying passengers in the Travel Request Form. The agency will arrange joint bookings where possible.
• How are costs for accompanying passengers handled?
Accompanying travelers must cover their own costs. The University does not cover these expenses.
Reimbursement of Other Costs Abroad
• What additional costs abroad can be reimbursed? What documents are required?
Reimbursable costs are defined in the Travel Policy. Always review the policy before traveling. Valid invoices in the name of the University are required.
Contact and Customer Service
• How can I contact the travel agencies?
Every booking is confirmed with a voucher that includes the travel agency’s contact details and emergency numbers.
• When is customer service available?
Customer service is available Mon–Fri, 9:00–17:00, as required by the framework agreement. Emergency phone numbers are available 24/7 and are listed on the voucher.
• What should I do if I have a complaint during travel?
Report problems immediately to the service provider and request written confirmation. If unresolved, call the travel agency hotline. If covered by your insurance, report it according to your policy.