Dienstreise - Business trip/english
Get Request form
Header of request form:
"Karlsruher Institut für Technologie (KIT)
Dienstreiseplanung und Genehmigung"
Available at secretariat (e.g. Ms. Schmolka, Ms. Seither, Ms. Nowotny)
Fill out request form
- Pers.-Nr
- Personalnummer (found on your KIT card)
- Name, Vorname
- e.g. Prof. Uli Lemmer
- Anschrift
- Address, can be left empty
- e.g. uli.lemmer@kit.edu
- Org-Einheit
- IMT
- Kostenstelle
- can be left empty (in most cases 5370)
- Fonds
- can be left empty
- Diensttelefon
- Phone number of your office phone e.g. 42530
- Bankverbindung
- banking account can be left empty if your contract is with Campus North/Großforschungsbereich. If you have a contract at Campus South/University, you have to fill in your account information to get a refund of your expenses.
- Dienstlicher Anreisetag/Rückreisetag
- date of arrival/departure - if for example you have a meeting at 9 am in Berlin,
put the day before as "Dienstlicher Anreisetag"
- Reiseziel
- destination
- Beginn der Dienstgeschäfte
- beginning of business activities
- Begründung
- reason, e.g. Workship Oxford Instruments / DFG conference / group meeting Uni Heidelberg
- Projekt/Auftrag/Kostenträger/(EU-)Vertragsnummer
- Ask Mr Moritz! Number must be in format AA.1111.2222.3333
Paragraph "Reiseplanung" - trip planning
- If you cross nothing, it will be assumed that you take public transport and get the tickets and hotel reservations etc yourself
- It is generally to be recommended to let the Tickets be bought by the travel agency, as you do not have to advance the money
- You can extend your trip by up to 5 private days without further justification. Maybe a conference in London?
Apply for train tickets
- Cross the chekbox "Bahntickets gewünscht?", your application will be forwarded to the travel agency
- It is best to choose the connection yourself
- There is a electronic form provided by PSE for ticket request [1]
- You can also go to the office yourself (next to the canteen) or give them a call
- From 2h travel duration on you can go first class (does not apply to flight tickets...)
Flight tickets
- to be added
- If you check this box, the travel agency will send you some recommended flights.
- If you want to extend your stay make sure to tell the travel agency. You will recieve recommended flight information for your business stay as well as your extended stay. Make sure to compare the pricing information, you might be charged the difference if your flight for the extended stay is more expensive than the one for your business trip only.
Apply for a company car
- You need a KIT driver's licence. To get it, you need an application signed by IL and a normal driver's licence.
- Cross the checkbox "Dienst-PKW", add justification (e.g. "we are four people and have to carry heavy equipment to Freiburg")
- Start "Fahrdienstauftrag" in the SAP-System. "Kosten": Null (0) Euro.
- Check, if the car division "Fahrdienst" got your order. (z.B Gerd Nagel: gerd.nagel@kit.edu, -25110). They are not the youngest, so calling them might be a better idea.
Booking hotels
Do not book a hotel if you are not sure that you will get reimbursed!
- You can book hotels from the "BUND" list hotel lists by PSE
- Hotels cheaper than 60 €/night are accepted without explanation
- Conference hotel, can also be booked if more expensive, in accordance with Mr Moritz
- You can also request hotel reservation from the travel agency (cross checkbox "Hotelreservierung gewünscht")
Advancement
If you need an advancement, e.g. for participation fees, cross the checkbox "Vorschuss erwünscht" and state the amount you need. Be sure to attach a document (printed email is sufficient) stating the amount and the purpose, e.g. request for payment from conference administration.
Hand in application
Once your application is completed and signed (traveller & FBL), hand in to Mr Moritz or Mr Roth. It will be forwarded to PSE (Natascha Siemoneit) and the travel agency, if you requested train tickets or hotel reservations. You will get it back for settlement.
Change specified dates
If you want to change your travelling dates after having handed in the application, talk to Mr Moritz, he will send an email to Ms Siemoneit who will forward it to the travel agency, if necessary.
Settlement of expenses
- Make copies of everything. You never know what is going to disappear...
- Fill in second part of form "Abrechnung"
- If you bought tickets for public transport on site, state it under "Nebenkosten" and attach the tickets glued to a sheet of paper
- Send to Mr Moritz or Mr Roth.
- Wait. Check back if you don't receive reimbursement, but it can take a while.
Travel Agency
The travel agency "FCM Travel Solutions" is located outside of the restricted area next to the canteen. The phone number is 25072, the opening hours are
Monday - Thursday
08:00 AM - 1:00 PM
2:00 PM - 5:00 PM
Friday
08:00 AM - 1:00 PM
2:00 PM - 4:00 PM
