Travel budget of up to 500 EUR annually will be reimbursed by GEAS. Research Abroad of up to 1000 EUR will be reimbursed in the 2nd year.
Travel funding (apart from research abroad) is available if you are accepted for giving a paper at a conference or are accepted to a summer school.
Travel budgets higher than the annual amount need to be accepted by the executive board.
Please try to always book or search for the lowest fares possible; you are spending taxpayers' money.
What to do:
Please apply about 6-4 weeks in advance at GEAS for approval by the head of administration with Form for travel application (you can only access this form via INTRANET (log on to your Zedat/VPN). Travels are approved by the department.
Apply for a pre-payment if your expenses are higher than 500 EUR (optional).
Which expenses can be reimbursed and what exactly do I need to submit for reimbursement? (short overview)
Travel by train:
Reimbursement for travel (2nd class) from Berlin to the location of the conference/school can be reimbursed. Seat reservation for trains can be reimbursed.
Travel by air:
Please state reasons for inner-European flights as well as regional flights. These expenses should not amount to more than a normal train fare. Airfare for overseas flights (no other means of transport) can be reimbursed in full. Airfare for regional flights is allowed if the flight is cheaper or if the train takes more than 8 hours. Seat reservations for airplanes are not always reimbursed.
Travelling with your own car can be reimbursed of up to 130 €, depending on the distance reimbursement of BRKG. You need to state reasons for traveling with your own car.
If the travel expenses do not exceed the budget, lodging expenses can be reimbursed for:
Hotel/Hostel/AirBNB, etc. during conferences.
Hotel/Hostel/AirBNB, etc. a day before or after conferences, but only if there is no other way to arrive at or leave the conference on the same day.
Travel and Holidays:
If you are accepted to a conference, it is possible to combine a trip with a private stay. Note that vacation days cannot be reimbursed. Should you stay longer than 5 work days, reimbursement of the travel expenses for the entire trip except for the conference costs are waived.
If you are combining a private stay with a conference, please present a cost comparison for the travel expenses necessary for your business and return trip. This must show the fictitious expenses for direct arrival and departure (route: residence/work place to the business location and back). The cost comparison is to be calculated on the day you are going to book the actual travel tickets.
No reimbursement possible for:
Travel within Berlin, taxi, insurances, extra luggage (please state reasons for these expenses).
What you need for reimbursement:
Program (full program) of event (pdf)
Itinerary and boarding cards/tickets. (original or printouts with scan code).
If paid with credit or debit card: bank statement of transfer
Make a list of receipts if there are more than 3 on either the sheet of reimbursement or a separate sheet.
Tape your receipts/boarding cards on one or more sheet(s) of Din A4 paper, indicating name and date of travel.
If another person has paid for your travel (parents, cohabitant partners) or you have shared a hotel with another colleague, please make sure that both parties fill out a statement (both persons involved) that the debt will be paid and not used for another reimbursement.
If you share a hotel room with another colleague who also wants to get reimbursed, make sure each of you receive a separate bill.
If you decide to travel from another city than Berlin or return from another city than the location of your conference, please state reasons in advance. Fees for travel should not be considerably higher than the fees for the travel itinerary you applied for.