Carrying out a business trip
All receipts for any costs, such as train, bus or flight tickets, hotel bills, receipts for conference fees, etc. are to be kept in full and the originals forwarded to the Travel Management division.
Costs without receipts cannot be reimbursed. If you should lose a receipt (such as a bus ticket), you can produce an internal receipt instead. Please note on this that the original was not and will not be submitted for reimbursement somewhere else.
In the event of property damage, please contact the Financial management division, R21e, Ms Tanja Hamann, Tel. 3242, firstname.lastname@example.org.
Connecting business trips with personal trips
(§ 13 Bundesreisekostenrecht - German regulations for travel expenses)
If business trips are connected to personal trips, the travel expense reimbursement is rated as if the business trip alone had been undertaken. The personal trip is not permitted to affect the amount of travel costs to be reimbursed. Regardless of when the business portion takes place (before, during or after a personal trip), the travel expense reimbursement is measured as if the business travellers had travelled to the business location immediately before the business meeting and returned home immediately afterwards.
If a holiday lasts more than 5 working days, the trip is classified as a mostly personal matter. In this case, the only items which will be reimbursed are the direct additional travel expenses caused by the business meeting, and the daily and overnight allowances for the duration of the business meeting. It is irrelevant whether the business trip or the holiday was planned first.
Illness during a business trip
(§ 12 Bundesreisekostenrecht - German regulations for travel expenses)
If business travellers become ill and are admitted to hospital, the necessary expenditure for accommodation at the business location is reimbursed for each full calendar day of the stay at hospital. No daily or overnight allowances will be paid for each full calendar day of the stay at hospital. In the event of a life-threatening condition, travel expenses for one person for one trip only - as a visitor - will be reimbursed.
Illness times at the business location without a hospital stay count towards the duration of the business trip.
Recognition as working time
Employees whose time recording is done electronically (technical-administrative personnel) will receive information about the recognition of working time during a business trip onto the work hours and information on recording the times in the valid work agreements http://www.uni-kiel.de/personal/de/dienstvereinbarungen, which can each be found under point 4.4.