Employee business trips
for professors, research assistants, technical and administrative staff, and student assistants
An application for travel authorization must be submitted to the appropriate office well in advance of the start of a business trip.
Authorizations are issued by the following offices:
| Organizational unit | Approval generally granted by |
|---|---|
| Schools | Professors |
| Central Administration | Department heads |
| Central departments | Respective officials |
Professors need only notify the Dean’s Office of their business trip. By doing so, professors confirm that the trip will not result in the cancellation of any courses nor interfere with their official duties.
Important Note Regarding Business Trips to Countries/Regions for Which a Travel Warning Is in Effect at the Time of Departure
For reasons including insurance regulations, business trips to countries/regions for which a travel warning is in effect at the time of departure are not permitted. Consequently, no reimbursement claims may be submitted for such trips. For this reason, among others, please be sure to check before traveling whether a travel warning has been issued for your destination.
For business trips to countries/regions where a travel warning is issued during the trip, these trips must be terminated within 14 days of the travel warning being announced, as insurance coverage will otherwise lapse. Continuing the trip beyond this point is not permitted. Consequently, claims for reimbursement cannot be submitted if the 14-day period is exceeded.
You can find out which countries and regions are affected by travel warnings at the following link:
https://www.auswaertiges-amt.de/de/reiseundsicherheit/10-2-8reisewarnungen
Relevant processes, forms, and information
Accounting for business trips
for employees
Before the trip
Have the supervisor approve the business trip with the business trip application by e-mail or notify the dean's office of the business trip. A deduction can also be applied for here if necessary.
During the trip
Collect and scan all accounting documents (vouchers and receipts). Individual receipts up to 25 euros do not need to be attached.
After the trip
Merge business trip authorization, business trip expense report and accounting documents into one PDF document.
Send the complete statement as an attachment to reiseabrechnung@uni-siegen.de
as an attachment.
Important: Only one statement can be processed per e-mail / ticket!
After settlement
You receive an e-mail informing you that the settlement has been completed and you can now destroy the paper documents. All documents are archived as an attachment to the SAP document in Fiori.
FAQ
Frequently Asked Questions About Business Travel
In general, employees on business trips are free to choose their mode of transportation. The Travel Expense Office will review the eligibility for reimbursement as part of the travel expense claim process. Please refer to the information under " Modes of Transportation" at .
Yes, you can request an advance payment when submitting your business travel request. Please attach all relevant supporting documents (e.g., booking confirmations, screenshots, conference invoices) and send the combined PDF file to reiseabrechnung@uni-siegen.de
Please submit your request for an advance payment well in advance to ensure timely processing.
Provided that the costs of the advance can be substantiated, the full amount of the requested advance may be paid out. Otherwise, 80% of the requested advance will be paid out.
You may bring additional guests (e.g., a partner).
The costs for accompanying persons, which are non-refundable, must be separated from the travel expenses. According to the LRKG NRW, these costs are not eligible for reimbursement.
Otherwise, reimbursement cannot be made.
Subsidies for travel expenses when it is necessary to bring a child or children and an accompanying person on business trips
As a family-friendly university, the University of Siegen supports the inclusion of children and, if necessary, a required accompanying person if they cannot be cared for at their place of residence. Please contact the Family Services Office for more information.
Services that have already been booked must be canceled immediately upon becoming aware of the situation.
If cancellation fees apply, a cancellation invoice must be requested from the service provider. Any costs incurred and to be reimbursed should be entered in the regular travel expense report.
Please enter the reason for canceling the business trip in the Comments/Explanation field.
Please do not transfer any advance payments back until you have received a corresponding notification from the travel expense office.
Once the “trip” has been settled, you will receive the usual email with a PDF attachment. This will include the bank details and the reference number for the refund.
If no advance payments have been made and no reimbursable expenses have been incurred, no settlement is necessary.
Yes, it is possible to combine business travel with a personal visit.
The costs of the personal stay must be separated from the business trip and are not reimbursable.
Please ensure that you attach appropriate supporting documentation to the travel expense report that excludes private stays (e.g., screenshots of comparable offers without private stays at the time of booking).
A claim without the appropriate supporting documents is not possible, and no reimbursement can be made. If the costs of the comparable offers are lower than the actual costs incurred, only a notional reimbursement based on the comparable prices can be made.
Example
You are planning a business trip for an academic conference in Spain (June 15–20) and would like to remain in Spain privately afterward (June 21–28).
The flight and hotel are booked on May 1.
The following must be attached to the travel expense report after the trip:
- Hotel invoice excluding the private stay (the invoice must clearly show the price per night —with a clear distinction between June 15–20 and June 21–28)
- Flight invoice(s) (outbound flight June 15, return flight June 28)
- Screenshot/proof of the estimated cost of the return flight after completion of official business without a private stay on June 20,
This proof/comparison must be provided at the time of booking on May 1, otherwise the costs are not comparable
If the invoice does not include a screenshot or proof of the price at the time of booking (in this example, May 1), only the outbound flight will be reimbursed . The costs of the return flight must then be covered privately in any case.
The current daily allowance rates (domestic) can be found in Section 6 of the North Rhine-Westphalia State Travel Expenses Act.
For business trips abroad, notwithstanding § 6(1), per diem rates for foreign travel are paid in the amounts specified in columns 2 through 4 of Appendix 4 to the General Administrative Regulations
for the State Travel Expenses Act, as amended. For the day of arrival and departure, the daily allowance for foreign travel is payable if the employee stays overnight away from their residence on that day, or on a preceding or following day, regardless of the duration of absence as specified in Column 3 of the Annex referred to in the first sentence.
The University of Siegen receives discounts through two booking portals
HRS
Book your hotels for business trips conveniently through HRS. Please give preference to our contract hotels, which you can recognize by the NRW logo. Of course, you may also book cheaper alternatives.
No customer data entry is required
AccorHotels
At AccorHotels worldwide, you also receive a discount of up to 12% on the best available daily rate at the time of booking, including breakfast, with no booking conditions.
Customer number: SCP447384
Contract number: 1740176
Accommodation costs within Germany can be reimbursed up to a maximum of €120 per night without justification. Costs exceeding this amount are reimbursable only with a valid justification (e.g., trade show dates, etc.). If accommodation costs alone exceed €200 per night, please also attach screenshots of comparable prices at the time of booking to demonstrate that no cheaper hotel was available.
The maximum limits for accommodation costs abroad can be found in Column 5 of Appendix 4 to the General Administrative Regulations for the State Travel Expenses Act.
If no hotel invoice is available or if travelers stayed with friends, acquaintances, etc., a flat-rate accommodation allowance may be paid: €20 per night within Germany and €30 per night abroad.
Breakfast costs are reimbursable up to a maximum of €12 per breakfast.
In general, insurance coverage is provided by the Unfallkasse NRW for travel to the place of business, during the course of official business, and for the return trip to the place of work or residence.
For business trips abroad lasting up to a maximum of 180 days, international health insurance has also been available to all employees of the University of Siegen since January 1, 2025.
Your contacts
or by email to reisekosten@zv.uni-siegen.de
Manuela Klein
Contact
Opening hours
Sandra Schade
Contact
Opening hours