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Krankmeldung, Urlaub, Dienstreisen, Entsendungen

4 to 6 weeks before you travel, you will have to:

  1. Fill in the form "Business trip application" (=Dienstreiseantrag). Since you have to indicate funding, ask your PI to give you the account number of your project (="Fonds") as well as the corresponding cost unit (=”Kostenstelle”).
Follow this link to download the form: https://www.fu-berlin.de/sites/abt-1/formulare/05dienstreisen
(Click on „Formulare für die Beantragung und Abrechnung von Dienstreisen“; and then: “Antrag auf Genehmigung einer Dienstreise (PDF, englische Version)“)

2. After filling out the form, get it signed by your PI – don´t forget to sign and date it yourself!
3. Gather the following additional documents:

          • A letter of explanation for the trip (why you are going there, what you will be doing there, etc.), dated and signed. Your supervisor must also sign it!
          • A letter of invitation, if any.
          • A program of the conference/ workshop.
          • Notification from the German Foreign Office about the Covid situation in the country.
            • Confirmation from the funding organisation (if you have third-party funding).

4. Bundle all these documents into a single PDF document. Title it: MyName_DR Application_MyDestination_Time   Period. Send your application to the person in charge of business trips in your department (NOT the central administration!

5. Wait for confirmation and approval.

 Only after you have received confirmation of your application can you travel - and have the costs reimbursed.

How do I Apply for Reimbursement of my Expenses?

In the case of a business trip as well as a secondment, the form for reimbursement of travel expenses (="travel expense statement") must be submitted within 6 months after the return.

STEP 1: Fill in the form

You can download the form here:


Click on the first heading " Formulare für die Beantragung und Abrechnung von Dienstreisen” (=“Forms for Requesting and Settling Business Travel"), then on “Formular für die Abrechnung der Reisekosten” (="Form for Settling Travel Expenses"). English and German available.

If you had only one destination, the document is called "Annex 3" / If you had several destinations, it is "Annex 1".

Download the document and fill it out:

  • On the first page with the details of your trip, as you did when you applied for business travel.
  • On the second page, list the total expenses for which you are claiming reimbursement. This is then your "Table of Costs / Expenses". Please leave the amount in the original currency (do not convert to EUR). If you no longer have a receipt for a particular invoice, note it clearly.

It is REQUIRED that you keep all your receipts in the original and scan them.

It is ESSENTIAL that you provide proof of payment (e.g. bank statement) for each invoice (including train tickets!).

If you have more than 10 receipts:

  • Create a file with a new table explaining which receipt is in which place in the cost table.
  • Arrange the receipts by date.
  • Number each receipt/ or the page on which you scanned the receipt.
  • Have each receipt clearly correspond to the cost table listed.


STEP 2: Find approved mission/ secondment

If you apply for reimbursement, it means that your mission/expedition has been approved IN ADVANCE.

How do you know this? You (or the secretariat, at your request) sent the completed travel request form to the Travel Office of your Department on time. The departmental travel office has returned the form to you with the signature of the departmental finance department.

Attention. The professor's signature does NOT constitute approval of a business trip!

STEP 3: Collect proof of payment

Since you are claiming a refund, you must first prove that you actually paid these amounts. To do this, you need proof of payment for each amount indicated in the cost table.


STEP 4: Classify receipts and supporting documents

Match each receipt to its proof of payment.


STEP 5: Create a single PDF file

This PDF file should contain the following elements:

1.Travel Expense Report form (=Appendix 3 or 1).

2.Approved business trip

3.Receipts and their proof of payment, ORDERED

(if applicable: add your form to the approved advance payment)

STEPT 6: Send all forms AND canned receipts to the department's business travel office

To apply for reimbursement of costs, please submit a single PDF file to the business travel office of the department.

Name your file "Travel expense report_your name_your business trip location_your business trip date"

Send your documents (by Fachpost if it is a large statement) to:

Business travel matters / excursions


Ihnestraße 21
Raum 211
14195 Berlin





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