(updated: 30.06.2026)

Business Trip Authorization

Important Notice Business trips exceeding six weeks in duration, for example for long-term field research, are not processed through a business trip application. In such cases, an application for secondment must be submitted. For further information, please refer to the FAQ section on secondment.

---

Business Trip Application

FU employees must obtain business trip authorization in order to participate in external workshops, conferences, and meetings, as well as to conduct field research and, where applicable, to claim reimbursement for related expenses.
This requirement also applies when no reimbursement is requested.

---

Application Form and Further Information

The business trip application form, together with additional information on business travel, can be downloaded from the website of the Administration PolSoz, Department for Business Travel:

https://www.polsoz.fu-berlin.de/verwaltung/dienstreisen/index.html

---

When and How to Apply (Preparation Timeline)

4 to 6 weeks before your travel, you will need to:

1. Complete the “Business Trip Application” (Dienstreiseantrag)

Since you must indicate funding, ask your PI for the project account number (“Fonds”) as well as the corresponding cost unit (“Kostenstelle”).

Download the form here:
https://www.fu-berlin.de/sites/abt-1/formulare/05dienstreisen
(Click on “Formulare für die Beantragung und Abrechnung von Dienstreisen”, then select: “Antrag auf Genehmigung einer Dienstreise (PDF, English version)”)

2. Obtain signatures

After completing the form, obtain your PI’s signature. Do not forget to sign and date the form yourself.

3. Collect supporting documents

• A letter of justification for the trip (explaining purpose and planned activities), dated and signed; your supervisor must also sign it.

• An invitation letter, if available.

• The programme of the conference or workshop.

• Any relevant notification from the German Foreign Office regarding the COVID-19 situation in the destination country.

• Confirmation from the funding organisation (if applicable, e.g. third-party funding).

4. Prepare and submit your application

Combine all documents into a single PDF file.
Title it: MyName_DR Application_MyDestination_TimePeriod.

Send your application to the secretary´s office of your department (sozkultanth@polsoz.fu-berlin.de or anthro@polsoz.fu-berlin.de).

5. Approval and travel

Wait for confirmation and approval.

You may travel—and request reimbursement of costs—only after you have received confirmation of your approved application.