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Guidelines for the reimbursement of travel claims by ZMBH staff members


Before you travel:

1. Complete the travel application form (Dienstreiseantrag.pdf) and obtain the signature of the research group leader or head of the respective central facility. The ZMBH Director signs the travel application forms of the research group leaders and heads of the various central facilities. The signed travel application form must be attached to the first invoice (e.g. from the travel agency or registration fees required by conference organizers) the ZMBH is obliged to pay. If you decide to prepay all fees and tickets on your own and claim reimbursement AFTER the travel, the approved travel application form must be attached to your travel claims form ("Reisekostenabrechnung" - can be obtained from the secretaries).

2. All invoices (e.g. registration fees, hotel costs, airport bus reservations, travel agency tickets) to be paid by the ZMBH must be signed by the research group leader and, together with the approved travel application form, submitted to the administration. 

3. Sometimes conference organizers demand payment through credit cards. In this case the ZMBH staff member has to advance the fee and can apply for pre-payment to the adminstration in writing. Pre-payments are made by bank transfer only, never in cash. The approved travel application form must be attached to the written application. 

4. All ZMBH staff members are reimbursed according to the actual expenses with a maximum daily rate for food and drinks. All hotel costs over Euro 60,-€/night must be explained. "No cheaper hotel accomodation was found despite great efforts made" or "Conference was held here and organizers had made block reservations" are possible reasons. The reason for taxi costs must always be indicated.

When you return:

5. After every officially approved travel in which the ZMBH administration had already executed payment (through pre-payment or payment of invoices), it is obligatory to complete the travel claims form which has to be signed by the group leader or head of central facilities. It is essential to attach ALL original receipts, including tickets (flight, train, bus), hotel, taxi, conference registration, restaurant, to the travel claims form, especially when you request reimbursement. Please see the administration personally if you should lose any receipts. 

6. Travel claims must be made within one year after the beginning of the officially approved journey. After this period, no reimbursements will be made and all payments as well as pre-payments already executed must be paid back to the ZMBH.





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