Travel

To set up a travel project, run:

cd ~/Nextcloud/management/travel
copier copy --trust gh:fs-ise/travel-checklist-template XXXX_LABEL

It will include the following checklist:

Travel checklist

Planning and approval

• Define trip purpose, destination, and dates

• Identify relevant deadlines and planned activities

• Check the policy for travel expenses, business entertainment, gifts, and other expenses / German version

• Submit the business travel request (Dienstreiseantrag)

• Obtain travel approval before booking

• Estimate travel costs and identify funding sources

• Select the budget that will fund the trip:

  Budget	Approver	Cost center	Cost object	Project number
  Research budget (personal budget)	Ansgar Richter	1700	175999	180049
  Research funding	Frank Ecker	1905	19999	209999

• Apply for external funding, if applicable

• Request advance payment, if needed

• Check flight and accommodation booking deadlines, including conference acceptance and registration deadlines

Bookings and registration

• Register for conference/event
• Check membership requirements and discounts
• Book transportation (flights, trains, etc.) after approval, privately or through TravelPerk
• If booking privately, ensure the hotel invoice is addressed to Frankfurt School and includes its address
• If booking through TravelPerk, select the budget that will fund the trip; Frankfurt School’s address is added automatically and costs are paid directly
• Book accommodation
• Arrange airport and local transfers
• Check passport, visa, and entry requirements for every destination and transit country, including connecting flights; verify that any required travel authorizations are valid
• Check travel insurance coverage
• Save booking confirmations and invoices in the trip folder
• Download offline maps and save the hotel, venue, and transfer points

Preparation

• Share travel dates with colleagues, HIWIs, and relevant seminar or thesis students; coordinate work and coverage
• Arrange teaching, meetings, and supervision coverage
• Schedule meetings with collaborators
• Prepare presentation and other materials
• Check mobile connectivity and roaming charges; consider an eSIM or local connectivity option where useful
• Check that payment cards will work abroad, identify a backup payment method, and check currency and cash requirements
• Save your bank’s contact details and card-blocking instructions offline, separately from your payment cards
• Prepare equipment, adapters, and clothing
• Back up important files on devices you plan to bring and make sure you can access the backups
• Install important device updates and charge devices and power banks
• Download the itinerary, booking details, addresses, and key contact numbers for offline access; keep paper copies if useful
• Bring health-insurance details and any required vaccination or medication documents for the destination
• Identify a reliable local public-transport app or other mobility options
• Review itinerary and set travel reminders

During the trip

• Keep receipts and proof of payment
• Retain boarding passes and transport tickets
• Record expenses not covered by invoices
• Request missing invoices or payment receipts from airlines or booking providers
• Document relevant meetings and follow-up actions

Reimbursement

• Collect and organize all receipts
• Prepare expense overview
• Submit travel expense claim (Reisekostenabrechnung)
• Submit external funding reimbursement claims, if applicable
• Reconcile advance payments and third-party funding
• Verify reimbursement payments
• Follow up on outstanding reimbursements
• Set a reminder to check the status of the reimbursement claim

Follow-up and archiving

• Send follow-up messages to collaborators
• Share relevant research materials and outcomes
• Complete outstanding trip-related deliverables
• Document lessons learned
• Archive travel documents in the trip folder
• Close the trip

ResourceResource

Congress checklist