Choice of means of transportation
Public transport, distance compensation, flight, rental car & more
General information on business trips on the basis of the NRW State Travel Expenses Act (LRK) and the administrative regulations (VV)
As a rule, business travelers can be expected to leave their home from 6.00 a.m. for the start of a business trip. The return journey to the place of residence must take place on the day the business trip ends, provided that the business traveler can reach their home by 10 p.m. (VV 2.3.2).
Business trips must be carried out in accordance with the following criteria:
- economic efficiency
- economy
- Welfare
- climate protection
(§ 2 para. 2 and VV 2.3.3)
Choice of means of transportation
Business travelers are free to choose their means of transport. The travel expenses office checks the eligibility for reimbursement as part of the travel expense report.
It is important to take into account the principle of economic efficiency and economy and, in particular, aspects of climate protection when choosing the means of transport.
Rail travel is always possible - if business travelers decide to use the train for environmental reasons, the necessary costs will be reimbursed, even if this results in higher costs (in particular travel costs, transfer costs, daily allowance) (VV 2.3.3).
Travel by private car and mileage allowance
For reasons of economy, thrift and climate protection, public transport should always be given priority for business trips! However, if the use of a private car is necessary for your trip, a company car is preferred.
Please contact Department 5.4.
The necessary use of a private car requires a valid justification (e.g. welfare reasons).
If a company car is used, no mileage allowance will be included in the travel expense report. Any parking fees incurred can be claimed as part of the travel expense claim. There is usually a fuel card in company vehicles so that fuel costs do not have to be paid privately.
Relevant processes, forms and information
- Accounting for business trips
- Settlement of external travel expenses
- NRW State Travel Expenses Act
- Administrative regulations
- Current travel warnings
BahnCard und BahnCard Business
Allgemeine Information
Mitarbeitende der Universität Siegen haben die Möglichkeit, sich für das Firmenportal der Deutschen Bahn freischalten zu lassen. Bei Buchung über das BahnCard Business Portal erhält der Dienstreisende einen Rabatt i.H.v. 5% auf den Flexpreis Business und hat flexiblere Buchungs- und Stornierungsmöglichkeiten im Vergleich mit der regulären BahnCard.
Voraussetzung ist, dass sich die BahnCard innerhalb des Gültigkeitszeitraums (1 Jahr) amortisiert (Wirtschaftlichkeit).
Die Rechnung der BahnCard/ BahnCard Business ist der Reisekostenabrechnung beizufügen und wird unter Vorbehalt erstattet.
Sollte sich die BahnCard innerhalb des Gültigkeitszeitraums nicht amortisieren, so ist gem. LRKG NRW der volle Kaufpreis der BahnCard/ BahnCard Business zurück zu zahlen.
Es besteht außerdem die Möglichkeit der Erstattung einer regulären BahnCard 25 oder 50 der 2. Klasse.
FAQ
Frequently asked questions about the choice of transportation
The use of a car must be duly explained in the travel expense report.
If no company car is available at the time of the business trip, this must be stated and, if necessary, proof (e-mail Dec. 5.4) must be attached.
In special exceptional cases, appropriate consideration must be given to welfare reasons when using a private car (e.g. caring for children or
family members in need of care).
The amendment to the NRW State Travel Expenses Act has resulted in a lack of clarity. On the one hand, the 30 km rule no longer applies and, on the other, a case-by-case assessment is required.
If in doubt, please contact the travel expenses office before your trip.
A rental car may be hired for business trips in Germany and abroad in exceptional cases if there are valid reasons (VV to §5 Para. 4):
Valid reasons are e.g:
- Day trips of 300 km or more
- No public transportation can be used
- A car pool is formed
- Luggage >40 kg required for business purposes
Rental cars that are rented abroad over a longer period of time must be justified. Here, too, the priority use of public transportation or, in case of doubt, the company car applies.
According to the NRW State Travel Expenses Act, the lowest class must be booked.
Costs for a higher booking class can only be reimbursed in justified exceptional cases. This is the case, for example, if a van is rented to form a carpool with several people.
If there is no valid justification, the additional costs cannot be borne by the University of Siegen.
Non-refundable costs according to LRKG NRW:
- Additional insurance taken out/insurance benefits
(e.g. to reduce the deductible, accident insurance, international insurance, etc.) - Navigation devices
The costs for the rental car must be submitted with the travel expense report. No invoices from rental car companies can be settled directly.
When selecting the rental car company, the most cost-effective offer must be chosen.
All persons, with the exception of guest students who are excursion participants in accordance with the excursion guidelines, are insured on the basis of approval by the Unfallkasse Nordrhein-Westfalen.
The insurance cover also includes travel to the location of the excursion event.
If the excursion is carried out by a collective bus/journey from the University of Siegen, the insurance cover begins at this point. If the participants start the journey from their home, the insurance cover begins from there.
Insurance cover is only provided for the course (e.g. factory tour, museum visit, etc.), but not for the leisure program.
The final decision on insurance cover is made by the Unfallkasse Nordrhein-Westfalen.
For more information, see also: https://www.unfallkasse-nrw.de/service/haeufige-fragen/studierende.html.
Your contact persons
or by e-mail to reisekosten@zv.uni-siegen.de
Manuela Klein
Contact
Opening hours
Sandra Schade
Contact
Opening hours