Rules and conditions

Version 5 · effective from 2026-09-28 10:53

Rules for the Pilot Programme for Subsidising the Prices of Lunch Meals for Students and Doctoral Candidates of the Jagiellonian University
§ 1
General provisions
1. These Rules set out the detailed terms of the pilot Programme for granting, accounting for and paying subsidies towards the prices of lunch meals to students and doctoral candidates of the Jagiellonian University, including the rules governing their use of the application.
2. The Programme involves providing students and doctoral candidates of the Jagiellonian University with financial support in the form of reimbursement of part of the expenses incurred on the purchase of lunch meals. The subsidy is paid by the University directly to the eligible person after the purchase has been made and paid for by that person and the transaction has been registered and confirmed in the dedicated application.
3. The rules for operators' participation, the conditions for qualifying meals for the subsidy and the duration of the pilot programmes are laid down in the Rules of the Pilot Programme constituting annex No. 1 to Order No. 88 of the Rector of the Jagiellonian University of 24 September 2026.
§ 2
Definitions
The terms used in these Rules shall have the following meanings:
1) University – the Jagiellonian University;
2) Rules – these Rules for the Pilot Programme for Subsidising the Prices of Lunch Meals for Students and Doctoral Candidates of the Jagiellonian University;
3) Programme – the pilot Programme for Subsidising the Prices of Lunch Meals for Students and Doctoral Candidates of the Jagiellonian University;
4) operator – an entrepreneur conducting catering activity on the University premises under a lease agreement concluded with the University, who has joined the Programme by submitting a declaration of participation in the Programme;
5) application – an IT tool made available by the University for the operation of the Programme;
6) programme lunch – one lunch meal, in Variant A or Variant B, designated by the operator as covered by the Programme and purchased by an eligible person directly from the operator, in the eligible person's own name and for their own account, the purchase of which may be covered by the subsidy;
7) declarations – declarations submitted by an eligible person before activating participation in the Programme, particularly concerning the acceptance of the Rules, tax residence and acknowledgement of information on the possible tax consequences of receiving the subsidy;
8) subsidy – the financial contribution provided for under the Programme, being a cash benefit paid by the University to an eligible person and constituting reimbursement of part of the expense incurred on the purchase of a programme lunch, in accordance with these Rules;
9) USOS system – the University Study-Oriented System (Uniwersytecki System Obsługi Studiów).
§ 3
Eligible persons
1. Eligible persons are:
1) University students enrolled in full-time first-cycle, second-cycle or long-cycle study programmes;
2) doctoral candidates enrolled in the University's doctoral schools who do not hold a doctoral degree.
2. Participation of an eligible person in the Programme is conditional upon jointly meeting the following requirements:
1) holding the status referred to in section 1;
2) having a place of residence for tax purposes in the territory of the Republic of Poland, resulting in unlimited tax liability within the meaning of Article 3 (1) and (1a) in conjunction with Article 4a of the act of 26 July 1991 on Personal income tax (Journal of Laws of 2026, item 592, as amended);

3) having a PESEL number;
4) providing or confirming all required data and submitting all required declarations;
5) activating participation in the Programme in accordance with § 6.
3. If a person loses the status of a University student or doctoral candidate, the right to use the Programme expires on the last day of the month in which that status was lost, provided that the eligible person continues to meet the remaining conditions for participation in the Programme.
4. Fulfilment of the conditions for obtaining the subsidy is assessed at the date of purchase of a programme lunch. Eligibility related to student or doctoral candidate status and participation in the Programme is verified on the basis of data stored in the USOS system.
5. A subsequent loss of eligibility to use the Programme does not deprive an eligible person of the right to receive the subsidy for programme lunches purchased earlier in accordance with these Rules.

§ 4
Nature of the Programme, role of the University and amount of the subsidy
1. Under the Programme, the University acts as the entity providing eligible persons with financial support in the form of reimbursement of part of the expenses incurred on the purchase of programme lunches directly from operators.
2. The University does not provide catering services to eligible persons, does not sell programme lunches and is not a party to the agreement for the purchase of programme lunches concluded between an eligible person and an operator.
3. An eligible person independently selects a catering outlet from among the outlets participating in the Programme and a programme lunch covered by the Programme that is available in that outlet's offer. The operator provides the catering service consisting in the sale of a programme lunch directly to the eligible person, in its own name and for its own account, in accordance with generally applicable law and the terms of the Programme.
4. The University does not undertake towards eligible persons to ensure the availability of specific meals, menus, catering service hours or continuity of such services by an operator. Under the Programme, the University neither orders nor reserves meals.
5. Responsibility for the preparation, quality, safety, compliance with generally applicable law and performance of the catering service covered by the Programme rests with the operator as the entity providing the catering service to the eligible person.
6. Only the purchase of a programme lunch designated by the operator, in one of the two variants specified in the Programme, may be covered by the subsidy:
1) Variant A – full lunch: soup, main course and a drink – fruit compote or water;
2) Variant B – main course and a drink – fruit compote or water.
7. The purchase must meet the conditions specified in the terms of the Programme, including those concerning the days and hours of purchase and the maximum price of a programme lunch. The purchase of other meals or products does not qualify for the subsidy.
8. The amount of the subsidy for each variant is determined by the Rector of the Jagiellonian University. The subsidy amounts, together with the date from which they apply, are announced on the University's website dedicated to the Programme before that date and are also made available in the application.
9. The subsidy amount applicable on the date of purchase applies to the purchase of a programme lunch. The subsidy may not exceed the amount actually paid for the programme lunch by the eligible person. Changes in subsidy amounts do not affect the settlement of earlier purchases.
10. The eligible person pays the operator the full price of the programme lunch, without reducing it by the subsidy. The subsidy is paid by the University exclusively to the eligible person in accordance with § 9.

§ 5
Lunch meal price subsidy and tax obligations
1. The subsidy may constitute income of the eligible person and may be subject to taxation in accordance with generally applicable law.
2. By using the Programme, the eligible person acknowledges that the tax consequences of receiving the subsidy are determined in accordance with generally applicable law.
3. If the subsidy paid constitutes income required to be reported in PIT-11 information, the University prepares and provides such information to the eligible person and the competent tax office in the manner and within the time limits resulting from generally applicable law.
4. Before activating participation in the Programme, the eligible person provides or confirms the data necessary for the University to fulfil its tax obligations and updates such data in accordance with § 6.

§ 6
Activation of participation in the Programme; data and declarations of the eligible person
1. Participation in the Programme is possible via the application. Access to the application requires logging in through the University's Central Login Point using an individual student or doctoral candidate account.
2. Logging in to the application alone does not constitute activation of participation in the Programme. The ability to generate authorisation codes is made available only after all conditions for participation in the Programme specified in § 3 have been jointly fulfilled, complete and up-to-date data have been provided or confirmed, the required declarations have been submitted, and all of the above have been positively verified.
3. Before activating participation in the Programme, the eligible person verifies or provides and confirms the following personal data stored in the USOS system:
1) first name and surname;
2) PESEL number;
3) address of residence for tax purposes and the competent tax office;
4) number of a bank account denominated in Polish zlotys (PLN) at a bank operating in the territory of the Republic of Poland, of which the eligible person is the holder or joint holder, designated for payment of the subsidy.
4. The eligible person bears full responsibility for failure to enter data or for entering incomplete, incorrect or false data, as well as for the resulting consequences.
5. Before activating participation in the Programme, the eligible person submits the following declarations electronically in the application:
1) that they have read and accept the Rules;
2) that they acknowledge information on the possible tax consequences of receiving the subsidy, including the preparation by the University of PIT-11 information where required by generally applicable law;
3) that they have read the information on the processing of personal data for the purposes of the Programme.
6. Before activating participation in the Programme, the University verifies fulfilment of the participation conditions and the completeness and correctness of the data on the basis of data in the USOS system, data provided or confirmed by the eligible person and the declarations submitted. If discrepancies need to be clarified in order to carry out the verification, activation takes place after they have been clarified.
7. Until the requirements specified in section 2 are met, the application enables only actions aimed at activating participation in the Programme; it does not allow authorisation codes to be generated or used.
8. The eligible person is required to promptly update data in the USOS system and declarations submitted in the application if they change, and to inform the University of changes affecting the right to participate in the Programme. The University may require declarations to be resubmitted where necessary due to a change in the terms of the Programme or in generally applicable law. Failure to make the required update or loss of the conditions for participation results in the ability to generate and use subsequent authorisation codes being blocked until another positive verification is completed.
9. Verification also takes place before each generation of an authorisation code and before its authorisation at the time of purchase, in accordance with § 7. A subsequent update of data or declarations does not deprive the eligible person of the subsidy due for purchases made earlier in accordance with these Rules.
10. Using the application through another person's account or making access credentials available to third parties is prohibited. The University may block access to the Programme if a breach of these rules is identified.
11. The University makes the information on the processing of personal data for the purposes of the Programme available to the eligible person before data are provided or confirmed and declarations are submitted.

§ 7
Functions of the application and verification of eligibility
1. The application is used for the technical operation of the Programme, in particular for activating eligible persons' participation in the Programme, verifying eligibility and the daily limit for using the Programme, authorising purchases, and recording transactions forming the basis for the monthly settlement of the subsidy.
2. Authorisation codes may be generated only by an eligible person whose participation in the Programme is active, whose required data and declarations are complete and up to date, and whose daily Programme usage limit has not been used or blocked, on the days and during the hours when purchases are covered by the subsidy in accordance with the Programme.
3. Before an authorisation code is generated and before confirming that the Programme may be used for a purchase, the application verifies that the eligible person meets all conditions for participation in the Programme and that the Programme has not been suspended or terminated. Failure to obtain positive verification prevents, as applicable, generation or authorisation of the authorisation code.
4. The application records the data necessary to settle the purchase, including data of the eligible person and the operator, the catering outlet, date and time of purchase, programme lunch variant, the price actually paid, and confirmation that the purchase was made and payment was received by the operator.
5. Use of the application does not mean that the University orders or reserves meals.

§ 8
Use of the authorisation code and daily Programme usage limit
1. Once the requirements specified in § 6 and § 7 have been met, the application enables the eligible person to obtain a temporary authorisation code used to confirm entitlement to use the Programme.
2. The authorisation code is generated randomly and remains valid for two minutes from the moment it is generated or refreshed in the application.
3. Displaying, generating or refreshing the authorisation code does not in itself constitute use of the Programme by the eligible person or use of the daily Programme usage limit.
4. In order to use the Programme, the eligible person provides the authorisation code to the operator, and the operator enters or transmits the authorisation code to the application during its validity period.
5. Once a valid authorisation code has been correctly transmitted to the application, the eligible person is presented with a request to approve use of the authorisation code at the relevant catering outlet.
6. Approval by the eligible person of the use of the authorisation code temporarily blocks the daily Programme usage limit until the transaction is successfully completed or cancelled.
7. A purchase constitutes a basis for the subsidy only if all of the following conditions are jointly met:
1) the authorisation code was correctly transmitted to the application during its validity period;
2) the eligible person's ability to use the Programme was positively verified;
3) use of the authorisation code was approved in the application by the eligible person;
4) the eligible person actually purchased a meal meeting the conditions specified in § 4 sections 6 and 7 and paid the operator its full price without reducing it by the subsidy;
5) the operator confirmed in the application that the purchase had been made and full payment received, the meal variant and the price actually paid were recorded, and the transaction was correctly completed in the application.
8. If, after approval of the use of the authorisation code, payment is not made or the transaction is not successfully completed, the transaction is cancelled in the application in accordance with the rules of the Programme. This applies in particular to withdrawal from the purchase, payment failure or a technical error preventing completion of the transaction.
9. Cancellation of a transaction before its completion releases the temporary block on the daily Programme usage limit and allows the purchase to be attempted again, provided that the eligible person continues to meet the conditions for participation in the Programme.
10. Approval of the use of the authorisation code alone, without an actual purchase and payment of the full price of the programme lunch, does not constitute a basis for the subsidy.
11. An eligible person may receive a subsidy for the purchase of one meal per day, in Variant A or Variant B, at one of the catering outlets participating in the Programme.
12. Once the transaction has been correctly completed, the daily Programme usage limit is deemed used and the possibility of using the Programme again remains blocked until the end of that day.
13. An unused opportunity to purchase a subsidised meal does not carry over to subsequent days and is not payable in cash.
14. The authorisation code is assigned to the eligible person and may be provided only to the operator for the purpose of handling a purchase made by that eligible person. It may not be transferred to another person for the purpose of using the subsidy entitlement by that other person.
15. The authorisation code does not constitute a coupon, voucher, means of payment or payment of cash to the eligible person.

§ 9
Monthly settlement and payment of the subsidy
1. The subsidy is settled for calendar months on the basis of data concerning correctly completed transactions registered in the application. The eligible person does not submit a separate monthly application for payment of the subsidy.
2. The amount payable is the sum of the subsidies due for individual purchases made in a given month, determined in accordance with § 4 sections 8 and 9, taking into account the daily Programme usage limit.
3. The University pays the subsidy directly to the bank account indicated by the eligible person by the 15th day of the month following the month for which it is due. If the 15th day of the month falls on a Saturday or a statutory public holiday, payment is made no later than on the preceding working day.
4. Fulfilment of the conditions for participation in the Programme and the completeness of the required data and declarations are verified before the ability to generate authorisation codes is made available, in accordance with § 6 and § 7. Payment of the subsidy for programme lunches correctly purchased and registered does not require reactivation of participation in the Programme or resubmission of the same declarations solely for the purpose of monthly settlement.
5. Where there are justified doubts as to the correctness of a specific transaction, the University may withhold payment of only the subsidy amount relating to that transaction until the matter is clarified. The eligible person is informed of the reason for withholding payment of the subsidy and of the explanations required. The remaining subsidy amount due is paid within the time limit specified in section 3.
6. Once entitlement to the subsidy has been confirmed, the amount previously withheld is paid no later than within 14 days after the matter has been clarified, if the time limit specified in section 3 has already expired.
7. If a transfer to the eligible person's bank account is returned or cannot be executed due to outdated or incorrect account details, the University informs the eligible person. Payment is made no later than within 14 days after the details have been successfully corrected. These circumstances do not result in loss of the subsidy due.
8. If the operator refunds all or part of the meal price, the eligible person promptly informs the University of this fact. The subsidy is adjusted accordingly, taking into account the expense actually incurred by the eligible person. Any subsidy paid without entitlement is subject to reimbursement.
9. Loss of eligibility, blocking of participation in the Programme or termination of the Programme does not suspend settlement of the subsidy due for earlier purchases made in accordance with these Rules.

§ 10
Reports and complaints
1. The mere inability to use the Programme, including to activate participation in the Programme or generate an authorisation code for reasons for which the University is not responsible, does not constitute grounds for claiming payment of the subsidy or the equivalent of an unused daily Programme usage limit. This also applies to failures, unavailability, interruptions or disruptions in the operation of the application or the USOS system where they result from such reasons.
2. An eligible person may report irregularities concerning the operation of the Programme to the University, in particular regarding activation of participation in the Programme, data and declarations, operation of the application, verification of eligibility, registration of transactions, and settlement and payment of the subsidy, at the following e-mail address: studenckie@uj.edu.pl.
3. Reports and complaints concerning the quality, composition, preparation, serving or other features of the catering service shall be addressed by the eligible person directly to the operator as the entity providing that service.
4. The University may contact the operator regarding an eligible person's report concerning implementation of the Programme to the extent necessary to clarify the matter.
5. A report by an eligible person of an irregularity concerning a catering service does not mean that the University assumes responsibility for the catering service provided by the operator.

§ 11
Breach of the Rules by an eligible person
1. If the Programme is used in breach of these Rules, the University may temporarily block the eligible person's ability to use the Programme, exclude that person from participation in the Programme, refuse the subsidy for a purchase made in breach of the Rules, or seek reimbursement of amounts paid without entitlement.
2. The measures referred to in section 1 may be applied in particular where false data are provided or false declarations are submitted, the Programme is used by an ineligible person, an authorisation code is transferred to another person for the purpose of using the entitlement by that person, fictitious transactions are registered, or attempts are made to circumvent the application's safeguards.
3. The type of measure applied depends on the nature of the breach, its consequences, frequency and the amount of the subsidy paid without entitlement. Before excluding an eligible person from participation in the Programme, refusing the subsidy or requesting reimbursement of a subsidy paid without entitlement, the University enables the eligible person to provide explanations and informs them of the reasons for the decision.
4. The University may immediately block the ability to generate and use authorisation codes where this is necessary to prevent further irregularities, informing the eligible person of the reasons for the block. Blocking this ability does not deprive the person of the right to have the matter clarified or to receive the subsidy due for correctly made earlier purchases.
§ 12
Supervision of the Programme
Supervision exercised by the University concerns the proper functioning of the Programme as a support mechanism for eligible persons, in particular verification of eligibility, data and declarations, and the correctness of purchase registration, settlement and payment of the subsidy.
§ 13
Funding of the Programme
1. The Programme is implemented within the financial resources allocated for this purpose by the University.
2. If it becomes necessary to limit or suspend the Programme for financial reasons, the University publishes appropriate information on the website dedicated to the Programme and in the application and adjusts the ability to generate and use codes to the applicable rules.
3. Limitation or suspension of the Programme for financial reasons does not deprive an eligible person of the right to the subsidy due for purchases made earlier in accordance with these Rules.
§ 14
Information on the processing of personal data
Pursuant to Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter: 'GDPR'), the Jagiellonian University hereby informs that:
1) the controller of the eligible person's personal data is the Jagiellonian University, ul. Gołębia 24, 31-007 Kraków, represented by the Rector of the Jagiellonian University;
2) the Jagiellonian University has appointed a Data Protection Officer, ul. Czapskich 4, 31-110 Kraków. The Officer may be contacted by e-mail at iod@uj.edu.pl or by phone at 12 6631225;
3) the eligible person's personal data will be processed for the purpose of performing the agreement concluded through acceptance of these Rules (Article 6 (1) (b) of GDPR), the subject matter of which is joining and participating in the pilot Programme for Subsidising the Prices of Lunch Meals for Students and Doctoral Candidates of the Jagiellonian University pursuant to Order No. 88 of the Rector of the Jagiellonian University of 24 September 2026;
4) provision of personal data by the eligible person is voluntary, but it is a condition for participation in the pilot Programme for Subsidising the Prices of Lunch Meals for Students and Doctoral Candidates of the Jagiellonian University. Failure to provide personal data will result in inability to participate in the Programme;
5) the eligible person's personal data will be disclosed to entities authorised to receive them under generally applicable law, in particular to the competent tax office;
6) the eligible person's personal data will not be transferred to third countries (outside the European Economic Area) or to international organisations;
7) the eligible person's personal data will be processed until the end of the Programme and subsequently for the limitation period applicable to claims that may arise from participation in the Programme. After that period, the eligible person's personal data will be processed for archival purposes for the period provided for by law;
8) the eligible person has the right to obtain information on the processing of their personal data and on their rights under the GDPR, the right of access to and rectification of their data, as well as the right to erasure of personal data from the Controller's records (unless further processing is necessary for compliance with a legal obligation or for the establishment, exercise or defence of claims), and the right to restriction of processing, data portability and objection to processing – in the cases and under the conditions specified in the GDPR;
9) the eligible person's personal data will not be subject to automated decision-making or profiling;
10) the eligible person has the right to lodge a complaint with the President of the Personal Data Protection Office if they consider that the processing of their personal data infringes the GDPR.

§ 15
Final provisions
1. Participation of an eligible person in the Programme is voluntary.
2. These Rules shall apply throughout the implementation period of the Programme.
3. The provisions of these Rules concerning settlement of purchases, payment and reimbursement of the subsidy, tax obligations and clarification of irregularities shall also apply after the end of the Programme to the extent necessary to settle its implementation.
4. These Rules are made available in the application.
5. Amendment of these Rules, suspension or termination of the Programme, or termination of an operator's participation in the Programme does not affect an eligible person's right to the subsidy for purchases made earlier in accordance with the rules applicable at the time of purchase.