NEWS

Before your trip:

Fill out the travel authorization application and get it signed by your team leader, respectively your superior. Please send this to sfb1403-officeuni-koeln.de.

If you want to apply for advance payment, please fill out the respective form. Please be aware, that the minimum advance payment has to be at least 100€ and that the total amount is always 80% of your calculated values, e.g. flight costs 500€ + public transportation 300€ + accommodation 200€ = 1000€ => 1000€ * 80% = 800€).

After your trip:

Please fill out the statement of travel expenses (always use the latest version) based on the receipts and bank statements that you have collected. Please keep in mind that we cannot request a reimbursement for costs, which we cannot document. Afterwards sign the form and send it alongside all receipts, invoices, and the conference program (if applicable) to sfb1403-officeuni-koeln.de. 

Don’t forget to fill out the following mandatory, yet eagerly forgotten, information:

• Personal Information
  • Personal ID UzK (not your LBV no.!)
  • home address
  • distance to work
  • mark the circle for UoC employees
• Financing Information
  • date and amount of an advance payment (if applicable)
  • the PSP element as well as the Ledger Account panels will be filled out by the SFB office!

Finally, sign the form (the panel on the right “Head of institute / department” is to be signed by the SFB office and not your direct superior) and send it alongside all receipts, invoices, and the convention program (if applicable) to sfb1403-officeuni-koeln.de.

General info on travels:
https://verwaltung.uni-koeln.de/abteilung44/content/travel_expenses/information/planning_your_trip_2/index_eng.html

Before your trip:

Fill out the travel authorization application and get it signed by your team leader, respectively your superior. Afterwards send it to your respective HR department (not the SFB office).

If you want to apply for advance payment, please fill out the respective form. Please be aware, that the minimum advance payment has to be at least 100€ and that the total amount is always 80% of your calculated values, e.g. flight costs 500€ + public transportation 300€ + accommodation 200€ = 1000€ => 1000€ * 80% = 800€).

After your trip:

Please fill out the statement of travel expenses (always use the latest version) based on the receipts and bank statements that you have collected. Please keep in mind that we cannot request a reimbursement for costs, which we cannot document.

Don’t forget to fill out the following mandatory, yet eagerly forgotten, information:

• Personal Information
  • home address
  • distance to work
  • mark the circle for external applicants
  • bank information
• Financing Information
  • date and amount of an advance payment (if applicable)
  • the PSP element as well as the Ledger Account panels will be filled out by the SFB office!

Finally sign the form (the panel on the right “Head of institute / department” is to be signed by the SFB office and not your direct superior) and send it alongside all receipts, invoices, and the conference program (if applicable) to sfb1403-officeuni-koeln.de.

General info on travels:
https://verwaltung.uni-koeln.de/abteilung44/content/travel_expenses/information/planning_your_trip_2/index_eng.html

FAQ

Q: Do I have to keep and submit invoices for not included meals?

A: No, the costs for dishes are processed via a fixed daily rate. All you have to do is to state your costs for meals in the according panel in the Statement of Travel Expenses ("Meals (Mandatory information for the calculation of daily rates)").

Q: Can I use taxis?

A: Basically yes, but you need to have “good” reasons to exploit a taxi, e.g. no public transportation available, late at night, emergency.

Q: I am an employee of the University Clinic. Am I considered a UoC employee or an external?

A: Even though the University Clinic fundamentally/basically belongs to the university, employees are considered externals.

Q: Can I combine a work travel with private holidays

A: Yes, you can. Please be aware though, that you can only get a reimbursement for the time spent working. Furthermore, you have to provide ticket prices, comparing the days of your arrival and departure for the work travel and for your private holidays (to prove it wasn’t much more expensive).