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Miscellaneous Business Trips

Travel Grants for Non-Tenured Faculty (Wissenschaftlicher Dienst)

Non-tenured faculty of the University of Freiburg are eligible for travel grants (assistance for attending conferences and meetings of professional societies) once each year, with the exception of faculty members whose posts are financed by external funding as well as undergraduate and graduate student assistants (ungeprüfte/geprüfte wissenschaftliche Hilfskräfte). A travel grant is issued for a business trip only when reimbursement is not allowed (see Form P 65 for business trips with no reimbursement and for leaves of absence). You cannot apply for a travel grant in addition to reimbursement for travel expenses (see page 2 of Form P 80 for reimbursement of travel expenses).

What a travel grant covers:
Rail travel in second class at all discount rates (no use of sleeper car, recliner car, or CityNightLine trains) and conference fees of up to €128.

If your destination cannot be reached by rail or ship (or if this would take an unreasonable amount of time), air travel is covered for the lowest price available (plane tickets are compared to second class train tickets and the lowest price is covered). The maximum travel grant in this case is €511.29.

What a travel grant does not cover:
Hotel accommodations, local transportation, and daily/lodging allowance.

Please note the following:

  • The application for a travel grant (Form P 64, page 1) must be submitted along with permission for a leave of absence (Form P 65) to your university faculty before you travel.
  • As described above, you can purchase rail tickets at the travel agency Schwarzwald Reisebüro Freiburg using Form P 63. Tickets purchased elsewhere will be reimbursed, but the University of Freiburg will withhold 5% (equals the discount received from the travel agency).
  • In order for the Travel Expenses Office (Reisekostenstelle) to estimate the costs of the travel grant for your trip, please hand in your filled in and authorized P 64 form together with your authorized P 65 form after returning and before the end of the calendar year. Please note that you must also hand in the application no later than six months after traveling or you will no longer be eligible for reimbursement.
  • Please include original receipts (tickets, receipts for conference fees paid, etc.). If there were no fees for attending a conference, please include proof of attendance.
  • Room and board included in the conference fees will not be reimbursed. These fees should be listed on page 2 (back) of P 64.
  • Only 50% of second class rail travel tickets in Germany will be reimbursed without proof of tickets (for example when traveling by car) or, if less, the actual cost (for carpooling, for example). The cheapest fare should be taken; otherwise the travel grant will necessarily be set at a fictitious rate.

 

Job Interviews

For job interviews at the University of Freiburg requiring applicants to travel from Germany or abroad, your department can apply to have their costs reimbursed according to the State Law on Travel Costs (Landesreisekostengesetz, LRKG) at the same rate that would have applied for a University of Freiburg employee on a similar business trip. You must specify that the person applying for the job interview is of particular value to your department and that the state budget has sufficient funds to cover the reimbursement (bookkeeping number Titel 546 71 of your university department).

After the job interview, please submit Form P 875, together with the original receipts, to the Travel Expenses Office (Reisekostenstelle) of the Central University Administration for processing. After being notified by the Travel Expenses Office of the amount to be reimbursed, your university department should send the notice of reimbursement to the University of Freiburg’s Financial Transactions Office (Universitätskasse).

Please note the following:

  • The person applying for the job must be informed in the written invitation for the job interview whether or not they will be reimbursed for their travel expenses and, if so, for what amount.
  • If no reimbursement will be offered for travel expenses, this should also be noted in the written invitation to the interview.

 

Travel Expenses for Visiting Scholars from Germany and Abroad

  1. Lectures by visiting scholars

    For lectures held by visiting scholars, departments can apply for the reimbursement of their travel expenses (according to the usual limitations) and payment of a lecture fee. Please use Form P 876 for this. More information can be found on the "Wie geht das” service page of the University of Freiburg’s Central Administration under "Gastvorträge" (in German).

  2. Travel expenses for other visiting scholars

    Guests from Germany and abroad who have been invited by the university (not for the purpose of holding a lecture) may be reimbursed for their actual travel costs in line with the State Law on Travel Costs (Landesreisekostengesetz, LRKG) up to the amount a person would receive for a corresponding business trip. The conditions are special interest on the part of the university in inviting the guest and availability of the necessary funds. 

    After the visit, please fill in Form P 875, enclose original receipts and send the request to the Travel Expenses Office (Reisekostenstelle) of the Central University Administration for processing. After being notified by the Travel Expenses Office of the amount to be reimbursed, your university department should send the notice of reimbursement to the University of Freiburg’s Financial Transactions Office (Universitätskasse).

    Please note the following:

    • When inviting visiting scholars, you should always notify them as to whether or not they will be reimbursed for travel expenses and, if so, for what amount. The maximum amount can be determined according to the State Law on Travel Costs (Landesreisekostengesetz, LRKG) of Baden-Württemberg.
    • Visiting scholars must also be notified in the written invitation if no reimbursement is offered.
    • As of January 2014 the City of Freiburg charges a lodging tax for paid overnight stays at lodging establishments. Should a guest invited by the University of Freiburg need to stay at a lodging establishment in Freiburg exclusively for business reasons, the guest him or herself must submit a form obtainable from the City of Freiburg confirming to the lodging establishment that the stay is for business purposes. The confirmation form and more information on the lodging tax in Freiburg are available on the City of Freiburg website at www.freiburg.de/pb/,Lde/205332.html
    • Visiting scholars should be informed that they should send the completed necessary application for the reimbursement of travel expenses as soon as possible after returning from their visit by sending the application to the hosting University of Freiburg department, which should then forward the application to the Travel Expenses Office (Reisekostenstelle). This must be done within six months after the visit or else all claims to reimbursement will be void according to the State Law on Travel Costs (Landesreisekostengesetz, LRKG). In this case, visitors will also be requested to return any advances or installments. 

    Travel expenses can be reimbursed for the following:

    • Rail travel

      As a rule, only expenses for second class rail travel using the most direct route from place of work or residence to destination will be reimbursed. It is expected that travelers use special rates or discounts and a Bahncard when available.

    • Air travel

      As a rule, only expenses for economy class air travel are reimbursed. Business class will only be reimbursed if the flight lasts over ten hours. Layovers of less than two hours will not be considered.

      If another route is chosen for personal reasons or otherwise, please include the cost of a direct flight along with your application as a comparison.

      Travel to and from the airport should be either by bus to the EuroAirport (near Basel and Mulhouse) or train (EuroAirport, Frankfurt Airport, or Zurich Airport).

    • Car travel

      For travel using your own car, with sufficient explanation for the use of the car you may apply for the reimbursement of €0.25 per kilometer. In other cases, you can apply for the reimbursement of €0.16 per kilometer. Parking fees for airport or hotel parking will only be reimbursed if you can provide a sufficient explanation for the use of the car.

    • Travel by taxi

      In general, guests should be asked to use public transportation. However, in urgent cases it is possible to receive a reimbursement for taxi expenses; please explain why the taxi was necessary in your application.

    • Hotel stays

      For hotel expenses, including breakfast, you can apply for the reimbursement of €84.80 per required overnight stay for your journey. It is necessary that the hotel invoice be addressed to the University of Freiburg. Your name must also be stated on the invoice. Should the hotel fees exceed this sum, you must provide an explanation for why you did not choose a more reasonable hotel.

    • Additional fees

      Fees for visa applications, conference fees, or expenses for holiday homes for longer stays are eligible for reimbursement.

  3. Contract for services

    A contract can be drawn up and signed for visiting scholars working for the University of Freiburg. The contract can state services rendered, remuneration as well as reimbursement for travel and other expenses.

 

last modified Aug 18, 2016
Forms [de/en]
  • P 61(e) - Costumer master data
  • P 62(e) - Order form train ticket
  • P 62a(e) - Order form flight ticket
  • P 62b - Bestellung BahnCard Business
  • P 80(e) - Application for approval of a business trip
  • P 875 - Reimbursement of travel expenses
  • P 63 - Bestellschein
  • P 64 - Reisebeihilfe
  • P 65 - ohne Kostenerstattung

 

Only the German versions of the forms are legally binding.

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