Travel

Note

This section is marked as “toupdate”: completely update

sequenceDiagram
    Professor->>+Travel Expenses Office: Request for approval of a business trip
    Travel Expenses Office->>+Professor: Approved request
    Note over Professor: Booking
    Note over Professor: Conference (receipts)
    Professor->>+Travel Expenses Office: Travel expense reimbursement claim (including receipts and request)
    Travel Expenses Office->>+Professor: Reimbursement

Travel request

Create a new folder on Nextcloud with a new ID.
Travel request via Mitarbeiterservice Bayern

Reisekostenmanagement

Select “Reisemanagement” -> “Neuer Genehmigungsantrag”
Fill out as much of the application as possible. This will reduce your workload when it comes to claiming travel expenses.
Air travel restrictions must be considered, in particular for short flights (2024-03-07_Rundschreiben Genehmigung von Flugreisen.pdf)

Confirmation

The applicant will receive the approval by email

Travel

Collect receipts for expenses

Hotel lists

TOOD: include link here

Reimbursement of expenses

Via Mitarbeiterservice Bayern
- Select “Neuer Abrechnungsantrag”
- Information from the application is automatically saved and transferred to the travel expense report. Complete the rest.
Don’t forget to attach receipts, till vouchers, etc., as PDF
Save the complete PDF in the travel folder on Nextcloud (here).

Note

At the end of the settlement, all receipts/invoices must be attached to the “File Upload” section; otherwise, payment cannot be made! All original receipts must be retained by the traveler according to the statutory retention period (6 years / exception for projects: 10 years after the end of the project).

---
title: "Travel"
transition_status: "toupdate"
transition_comment: "update"
---

::: callout-note
This section is marked as "toupdate": completely update
:::

```{mermaid}
sequenceDiagram
    Professor->>+Travel Expenses Office: Request for approval of a business trip
    Travel Expenses Office->>+Professor: Approved request
    Note over Professor: Booking
    Note over Professor: Conference (receipts)
    Professor->>+Travel Expenses Office: Travel expense reimbursement claim (including receipts and request)
    Travel Expenses Office->>+Professor: Reimbursement
```

## Travel request

- Create a new folder on [Nextcloud]({{< var nextcloud.travel >}}){target=_blank} with a new ID.
- Travel request via [Mitarbeiterservice Bayern](https://www.mitarbeiterservice.bayern.de/){target=_blank}

![Reisekostenmanagement](/assets/images/Screenshot_Reisekostenmanagement.JPG)

  - Select "Reisemanagement" -> "Neuer Genehmigungsantrag"
  - Fill out as much of the application as possible. This will reduce your workload when it comes to claiming travel expenses.

- Air travel restrictions must be considered, in particular for short flights (2024-03-07_Rundschreiben Genehmigung von Flugreisen.pdf)

## Confirmation

- The applicant will receive the approval by email

## Travel

- Collect receipts for expenses

## Hotel lists

TOOD: include link here

## Reimbursement of expenses

- Via [Mitarbeiterservice Bayern](https://www.mitarbeiterservice.bayern.de/){target=_blank}

  - Select "Neuer Abrechnungsantrag"
  - Information from the application is automatically saved and transferred to the travel expense report. Complete the rest.

- Don’t forget to attach receipts, till vouchers, etc., as PDF
- Save the complete PDF in the travel folder on Nextcloud ([here]({{< var nextcloud.travel >}}){target=_blank}).

::: callout-note
> At the end of the settlement, all receipts/invoices must be attached to the "File Upload" section; otherwise, payment cannot be made! All original receipts must be retained by the traveler according to the statutory retention period (6 years / exception for projects: 10 years after the end of the project).
:::