Field trips
University events held off campus
Definition and Scope
Field trips are university events held off-campus
- in which students are required to participate as part of a course in accordance with the provisions of an examination regulation, or
- which, in view of knowledge transfer, are a necessary component of a course in a specific subject, or
- that are to be regarded as a highly desirable extension and deepening of a course.
Relevant processes, forms, and information
Billing for Field Trips
For field trip coordinators
Before the field trip
The field trip application—along with a (provisional, if necessary) list of participants—must be submitted to the Travel Expenses Office via the Dean’s Office or the relevant department. Signing the application for approval constitutes consent to the field trip. Approval of the excursion is granted by Department 1.2 Finance – Travel Expenses Office. Approval is a prerequisite, in particular, for coverage under statutory accident insurance.
During the field trip
Gather all accounting documents (receipts and invoices).
After the field trip
Please send the field trip expense report, along with a final list of participants (
), the itinerary, and the original receipts for all reimbursable expenses incurred during the field trip (see below), to the Travel Expense Office (Dez. 1.2).
After billing
The field trip coordinator will be reimbursed for expenses. All documents will be archived as attachments to the SAP document in Fiori.
FAQ
Frequently Asked Questions About Field Trips
The expense report must be submitted in full in paper form to Dept. 1.2 – Travel Expenses, and must include the following documents:
- Approved excursion application form
- Final list of participants
- Travel expense report for the excursion coordinator
- Travel expense report for accompanying persons
- Expense summary
- Reimbursement forms for eligible student expenses, if applicable, so that these can be transferred
All payments made by participants in the field trip are to be deposited into the University of Siegen’s Sparkasse account and will be allocated to the corresponding PSP element.
IBAN: DE74 4605 0001 0001 4017 77
BIC/Swift: WELADED1SIE
Reference: “Excursion XX, ‘Trip Number,’ PSP element, and participant’s name.”
It is not permitted to accept payments from students into accounts outside the University of Siegen
. You will find the “trip number” on the excursion approval form.
Individual invoices for the field trip totaling €500 or more (e.g., admission fees, lodging, etc.) that are due in advance may be paid in advance. To do so, please send the invoice to pdfRechnung@uni-siegen.de
and include the respective excursion number in the body of the email. Please note: Invoices can only be paid after approval has been granted, provided the corresponding excursion number is specified.
Deposits and final payments are recorded in the system immediately upon receipt of the invoice and automatically processed on the specified date.
A final settlement is mandatory upon completion of the excursion, regardless of whether additional costs were incurred during the excursion or not.
All individuals, with the exception of auditors, who are considered excursion participants under the excursion guidelines are insured pursuant to the authorization granted by the North Rhine-Westphalia Accident Insurance Fund.
The insurance coverage also includes travel to the location of the excursion.
If the excursion is conducted via a chartered bus or group transportation from the University of Siegen, insurance coverage begins at that time. If participants begin their journey from their homes, insurance coverage begins from there.
Insurance coverage applies only to the academic activity (e.g., factory tour, museum visit, etc.), but not to the leisure program.
The final decision regarding insurance coverage is made by the North Rhine-Westphalia Accident Insurance Fund.
For more information, see also: https://www.unfallkasse-nrw.de/service/haeufige-fragen/studierende.html.
Your contacts
or by email to reisekosten@zv.uni-siegen.de
Sandra Schade
Contact
Opening hours