一、事项内容
适用于国新院属地教职工因公临时出国（境）开展学术交流合作和其他性质的出访、且在外时间少于90天（不含90天）的情形
二、办理时长
原则上需至少提前2个月提出申请，部分国家签证批复时长较久，需预留更长时间
三、办理流程
序号 |
步骤 |
具体内容 |
1 |
获得邀请函 |
邀请信要求： 1、邀请信及其翻译件（翻译件自行提供即可） 2、每个境外拟访问单位均须提供邀请信 3、邀请信必须从访问目的国本土发出，驻华办事处或驻华分支机构发出的无效 4、邀请信需明确包含： · 出访人姓名，出访时间，出访地点，出访事由、工作内容和目的 · 费用来源。由邀请方资助的，需明确资助范围或具体金额。外方全额资助境外费用的，须落实邀请方是否承担境外意外和医疗保险费用 · 需打印在邀请单位信函纸上，需注明邀请人的单位、职务、职称、联系方式，并带有邀请人亲笔签名 |
2 |
提交院内申请 |
在中法钉“工作台-教师因公出国（境）任务申报”提交申请 |
3 |
填写申请材料 |
院内申请通过后，提交申请材料（附件1）至国合办 |
4 |
出国前公示 |
所有出国（境）团组将进行行前院内公示，为期5个工作日 |
5 |
获得批件 |
由国合办审核申请材料后，报院内及主管部门签章后报至市外办，市外办审核签发批件 |
6 |
因公证照/签证申请（外籍人员不涉及此步） |
办理因公护照，须按照国合办通知完成以下步骤： 1、确认因公护照生物信息采集时间 2、发送电子版签证申请材料至国合办预审，后将纸质版交由国合办寄送 因公签证用出差证明模板（附件2） 3、缴纳签证费用 办理因公赴港澳通行证，须按照国合办通知完成以下步骤： 1、填写《申请因公往来港澳特别行政区通行证及签注表格》（附件3）； 2、提供证件照（港澳通行证照片规格）（附件4） |
7 |
行前准备 |
1、办理院内借款与因公出国（境）购汇，购汇材料要求（附件5） 2、相关人员按照国合办通知完成行前安全教育并签署签到表和承诺书 3、购买境外保险并将保单发送至国合办，须满足以下要求： 购买覆盖行程日期的保险（须包括意外险和医疗险，使用护照号投保，覆盖到最后一天的00:00，若申根签证需体现“申根+国家”，投保人和发票为报销单位抬头） |
按照获批行程执行在外任务，期间做好每日记录 |
8 |
回国总结 |
回国后3个工作日内： 1、归还因公证照至国合办 回国后2周内： 1、完成回国总结材料（附件6），并发送至国合办 2、所有出国（境）团组将进行回国后院内公示，为期5个工作日 3、相关人员完成回访 |
四、常见问题
1. 如果多个人执行同一个任务，可以分别申办批件吗？
任务相同、人事隶属关系相同的团组，作为一个团组进行申报。
2. 实际出访天数如何计算？
请注意，离境与抵境当天均计入出访总天数。
3. 如果使用外单位经费，有什么特殊流程吗？
属地教职工使用外单位经费出访，须确认该经费可用后，提供经费所在单位出具的相应证明。
4. 购汇有什么注意事项？
提交借款单之后，请关注打款进度，须在款项汇入银行后三天内到指定银行办理购汇。
5. 对于航司选择有什么注意事项吗？
国际段航班须优先选择国内航司。
6. 获得批件后，如果我的出访行程有变更，需要经过怎样的报备流程？
若有重大变更（出访日期、在外天数、出访城市等），须在出访前尽早提供相应的邀请函、日程安排、情况说明，由国合办向市外办报批；因故取消出访须提供相应情况说明。
五、注意事项
1. 坚持“以事定人、人事相符”的原则，因公出国（境）要有明确的公务目的和实质性内容，不得安排考察性出访，不得安排无实际需要的国外培训；
2. 出访人员应在出访前完成因公出访审批手续，严禁未经审批因公出访或事后补审批手续；
3. 在外停留时间严格按照上级主管部门任务批件中的“出访天数”执行，不得随意延长在外停留天数；
4. 出访结束后，出访人须及时将出访总结材料发送至国合办；
六、联系方式
联系电话：0571-28881098
办公地点：科研一号楼4041办公室
I. Content
Faculty and staff applying for official visits overseas and to the Hong Kong Special Administrative Region (SAR), the Macao SAR and the Taiwan Region for academic and other purposes, with a duration of less than 90 days (excluding 90 days).
II. Time
The application process is expected to start at least 2 months in advance. More time might be needed for particular countries depending on the time of issuance of visa.
III. Process
No. |
Item |
Content |
1 |
Getting the letter of invitation |
1. Invitation letter and its Chinese translation will be needed 2. Invitation letter is required for each organization to be visited 3. The invitation letter must be issued from the country of destination. Invitation letters issued by the representative office or branch in China will not be accepted 4. The invitation letter must include: · Name of the person going abroad, time and duration of the visit, city of destination, main tasks, work and purpose of the visit · Source of funding. If the expenses are funded by the inviting party, the items being funded or the specific amount of the funding should be specified in the letter. If the expenses are fully funded by the inviting party, it is necessary to confirm whether the inviting party will bear the overseas accident and medical insurance expenses 5. The invitation letter should be printed on the invitation letter paper, indicating the inviter's affiliation, position, title, and contact information, and signed by the inviter |
2 |
DingTalk application |
Submit an application on DingTalk via “工作台-教师因公出国（境）任务申报Overseas Business Trip” |
3 |
Application forms |
After the DingTalk application is approved, submit the filled application forms (Appendix 1) to the Office of International Relations |
4 |
Public Notice |
All outbound groups will undergo a public notice period before departure for 5 workdays |
5 |
Approval Paper |
Signature and stamps by the H3I, Hangzhou Education Bureau, and submission to the Foreign Affairs Office of Hangzhou for the APPROVAL PAPER |
6 |
Preparation |
1. Application for visa if required 2. Purchase of foreign currencies from the designated bank 3. Sign the Pre-Departure Commitment Letter for Business Trips Overseas (Appendix 2) 4. Purchase overseas insurance that meets the following requirements and send the policy to the Office of International Relations: · The insurance should cover the travel dates, and be valid until 00:00 on the last day of the trip · Include accident insurance and medical insurance · Use your passport number to purchase insurance · For a Schengen visa, the policy should indicate "Schengen + country" |
Carry out your mission according to the approved itinerary and keep daily records |
7 |
Summary forms |
Within 2 weeks after returning to China: 1. Complete the summary forms (Appendix 3) and send it to the Office of International Relations 2. All outbound groups will undergo a public notice period after return for 5 workdays |
IV. FAQs
1. If multiple people will travel for the same task, can they apply for approval separately?
Groups with the same task and affiliation should apply as a group.
2. How are the actual days of the visit calculated?
Please note that both the day of departure and arrival in China are counted as days of the visit.
3. If you use funds from organizations other than the H3I, are there any specific requirements?
Provide a letter of proof issued by the funding party to be submitted with the application.
4. What are the precautions for purchasing foreign exchange?
Pay attention to the progress of the payment by H3I to the designated bank. Exchange of currency should be completed within three days after the payment to the bank.
5. Are there any precautions for choosing an airline?
Chinese airlines should be given priority for the outbound and inbound connections.
6. After obtaining the approval paper, if there are changes to my itinerary, what should I do?
If there are major changes (dates of visit, number of days abroad, cities to visit, etc.), the corresponding invitation letter, schedule, and a stamped explanation letter must be provided as early as possible for the Office of International Relations to report to the Foreign Affairs Office of Hangzhou.
If the visit will be canceled for some reason, a stamped letter explaining the reason for canceling must be provided to the Foreign Affairs Office of Hangzhou in advance.
V. Notes
1. Official trips must have clear purposes and substantive content.
2. The approval paper should be obtained before the trip.
3. Strictly follow the approved purpose, itinerary, and schedule of the visit. Do not alter the itinerary, extend the duration of the stay, or add additional countries/regions without approval.
4. Summary forms of the trip should be submitted on time to the Office of International Relations.
VI. Contact Information
TEL.: 0571-28881098
Office: 4041, Research Building No. 1
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