Accounting for business trips
Below you will find important information on accounting for business trips. Information on applying for and approving business trips can be found on the "Applying for business trips" pages in the "Personnel" section for professors and employees covered by collective agreements. If you have any questions about accounting, please contact the responsible colleagues in the Finance department.
Business trips are used to carry out official business away from the place of work. Business travelers are entitled to a travel allowance to compensate for additional expenses incurred on official business, provided that the business trip has been approved in advance. All Leuphana employees can apply for business trips. This also applies to academic and student assistants.
Business trips must be approved by the supervisor before the start of the business trip by means of a business trip application. General business trip authorizations apply for certain groups of people. Please refer to the relevant intranet pages in the "Personnel" section. The approved business trip application remains with the business traveler until the trip has been settled.
Further information on applying for and approving business trips can be found in the Leuphana A-Z or on the pages of the Human Resources Department:
- Requesting business trips for professors
- Applying for business trips for adminstration employees
- Requesting business trips for academic staff covered by collective agreements
Reimbursement of travel expenses incurred during the business trip can be requested after the business trip has been completed. Please note the following cut-off period: the entitlement to reimbursement of travel expenses expires if you have not applied for reimbursement in writing or electronically within 6 months of the end of the trip.
- Fill out the accounting form: Once your business trip has been completed, you create the expense report for the business trip using the corresponding Excel form. Various accounting templates are available depending on the type (domestic or international business trip) and length of the business trip. Sign the expense report form and have it signed by your line manager or the person responsible for the fund. The travel expense reimbursement can only be paid out if the order/fund is specified.
- Make a decision on climate compensation: Please decide whether a rebooking of climate compensation may take place for the business trip (standard case) and object on the settlement form if you do not agree. Further information on this can be found in the policy on climate protection meausures.
- Submit the claim form and business trip authorization: Submit the application form and also the business trip application originally approved by your superior by email to rk.abrechnung@leuphana.de in the travel cost center of the Finance department. (The reason for payment and email address will be printed individually on the claim form). In addition, submit your expense report with all receipts required to settle the trip and the approved business trip request by internal mail to the travel expenses office.
- Checking the travel expense report: The travel expense report is checked and paid out accordingly. If there are any queries or reductions, we will contact you.
To ensure that you can easily fill out, sign and save writable pdf forms, they should be downloaded to your computer and saved. Use the free Adobe Acrobat Reader or the Adobe Pro version to fill out the form and use the DFN certificate (instructions) for digital signatures.