Business travel

Basics:

The standard process of travelling on business is as follows:

 

Before the trip:

1. Consultation with supervisor

2. Informal inquiry at the Geschäftsstelle to check whether sufficient funding is available.

3. Submitting of the completed form „Application for business travel“ to the Geschäftsstelle.

The respective form can be found here and a filled out example here.

4. In some exceptions you may apply for an advance. If you think you may qualify, please contact us. The respective form (German only) can be found here.

 

After the trip:

5. Submitting of the form „Travel expense statement“ within the deadline of 6 months.

The respective form can be found here, a filled out example here and further interesting information here.

We want to make sure that, in case of an audit, all documents are without a doubt complete, and therefore ask for bank statements for all payments not paid in cash.

We check the documents and then pass them on to the FU travel department, where final calculations are made. The process can take a few weeks, please be patient.

 

Additional information can be found in the FAQs below:

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The reimbursement claim (the form „ Travel expense statement” and all receipts) have to be handed in within 6 months of the end of the trip. It is, however, very helpful if you submit everything as soon as possible.

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All payments have to be attested through original receipts, order confirmation or invoices. The only exception are meals: those are included in the lump sum of the “Tagegeld” and don’t have to be shown individually.

We want to make sure that, in case of an audit, all documents are without a doubt complete, and therefore ask for bank statements for all payments not paid in cash.

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Yes. However, payments like "abstract fees", "submission fees", "poster fees" or other, can't be processed as business travel. You have do them separately as a Auslagenerstattung.

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Starting with the 15th day staying in the same location, the daily allowance is being reduced by 50% for trips within Germany, and 10% for trips abroad. Travel days (there and back) don’t count towards the 14 days. Hotel costs will be reimbursed even after 14 days, but you have to show proper receipts.

There are special regulations regarding trips longer than 4 weeks.

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Yes, you may combine your business trips with private vacation. However, in order to get fully reimbursed for the business trip, your vacation may not be longer than 5 working days. If you stay longer, only the transportation costs from your vacation location to the business location will be reimbursed.

Example: You fly to Paris, take the train to Marseille, where your conference is. You take the train back to Paris and stay there for a vacation of 6 days, then fly back. The flights will not be reimbursed, only the train rides to/from the business location in Marseille.

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For trips not to the Berlin area (public transportation areas ABC and counties adjacent to Berlin), a lump sum for meals and other extra costs is paid in most cases. For trips within Germany, that is currently (2016) 12€ each for the days travelling there and back, and 24€ a day for each full day spent on business travel. This lump sum is intended as a compensation for extra costs occurring while away on business.

The amounts that are reimbursed for trips outside of Germany can be found in the ARVVwV, for 2016 here.

If meals are being provided for free or are, for example, included in the hotel cost, the lump sum is being reduced by 20% of sum for a whole day for breakfasts and by 40% for lunches and dinners.

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The maximum rate that’ll be reimbursed within Germany is 60€/night. For trips outside of Germany there are different rates which you can look up on the internet, for example here. If you book a more expensive hotel, you have to justify this.

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Costs for taxis can only be reimbursed if there are compelling reasons. These reasons could particularly be: urgent business reasons, severe personal reasons, non-existing or no regular public transportation, trips between 11PM and 6 AM. If in doubt, please check with us.

No local knowledge or bad weather are not compelling reasons.

Please make sure that the taxi receipt has the date and time of the fare.

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Only second class trips are reimbursed. Also, if you are employed by the FU, you have to use their corporate discount. However, the discount is only applicable for trips with the “Normalpreis”, not trips on “Sparpreis” or those where you use your private BahnCard.

Also, be aware that potential markups on tickets bought at ticket machines cannot be reimbursed, unless you can show the necessity.

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If you are employed with the FU, you can use their corporate discount. For bookings at the counter, you need the BMIS (bank management info system) account number of the FU, it is 3101593. To book online, you can apply (in German) for access, using this form.

The corporate discount only applies to the “Normalpreis”, not to “Sparpreis” or bookings with a discount through a privately owned BahnCard. If you’d like to combine the corporate discount with a BahnCard discount, you can apply for the BahnCard Business, information (in German) on that here.

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The FU published a “Rundschreiben” explaining the business travel regulations, German only, here.

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