If you need an advance payment for the expected costs (e.g., for purchasing your airline tickets) of your business trip, you can receive an advance payment for this immediately after submitting your business trip request.

This advance payment amounts to a maximum of 80% of the expected costs (which must be at least EUR 200) and can also be submitted before the trip has been approved (while the application for approval is still being processed).

You can find the form “Application for an advance payment for expected travel expenses” here: https://www.fu-berlin.de/sites/abt-1/formulare/05dienstreisen

Procedure:

1. Fill out the form with the requested information.
2. Calculate the amounts (max. 80%) based on the specified costs and enter them in the appropriate fields.
3. If the advance payment is also to cover accommodation costs and daily allowances, please tick the box “Please include an additional 80% of the meal and accommodation allowances in the advance payment.”
4. Date and sign the form under “Signature of the business traveler.” You can leave the field “To the paying agency” blank.
5. Collect the relevant invoices and proof of payment (e.g., bank statements) and attach them to the application form.
6. Send everything in a single PDF file by email to the department's business travel office at dienstreisen@polsoz.fu-berlin.de.
7. The travel office will return the form to you after approval. With the approved application, your responsible secretariat can prepare a payment request for you. You will usually receive the payment within one week.

The remaining travel expenses will be reimbursed to you as part of the regular travel expense report after the end of your trip. For more information, see the FAQ “Travel expense report.”