Business Trips
Business trips serve to carry out official business away from the place of work. For members of Leuphana University, official business is deemed to exist when tasks are pursued that are part of their main office at Leuphana University. Training trips are only reimbursed if there is an official interest. Excursions with students are to be evaluated as business trips for the accompanying teachers.
Those traveling on official business are entitled to a travel allowance to compensate for additional expenses incurred on official business. The type and scope of these expenses are determined, among other things, by the Federal Travel Expenses Act (BRKG) and the Lower Saxony Travel Expenses Ordinance (NRKVO). You can find more information on the page "Settling business trips".
When planning, approving and accounting for business trips, it is not only the aspects of economic efficiency and economy that must be taken into account. In addition, environmental compatibility and sustainability must also be assessed in order to help reduce emissions from business travel. Please refer to the guideline on the implementation of climate protection measures for business trips.
Financing of business trips and accounting
The financing of business trips must be clarified and approved in advance. Depending on the financing, further provisions may have to be observed in addition to the statutory regulations.
By stating the relevant cost center/order number on the business trip application, the:supervisor's approval of the business trip declares that sufficient funds are available for the requested business trip.
The entitlement to a travel allowance expires if it is not requested in writing or electronically within a preclusion period of six months after the end of the business trip. The preclusion period begins on the day after the end of the business trip. Subsequently requested receipts must be submitted within three months.
For further information, please refer to the "Claiming business travel expenses" page.
- Complete Business Travel Request: Please complete the BUSINESS TRAVEL APPLICATION found in the "Forms" section of this page.
- Conduct Risk Assessment: Conduct a hazard assessment and find out if precautions are necessary (for more information and the sample templates, see the "Travel Safety an Health" page).
- Obtain approval from the:supervisor: Submit the completed business trip application and the risk assessment to your:supervisor for approval qua signature.
- For business trips abroad:
- Business travelers to countries of the European Union are officially obliged to carry a so-called A1 certificate with them, with which they can prove that they are covered by social security in their home country despite working abroad. Experience to date has shown that this certificate is not actually required for business travelers to the university and can also be presented retrospectively in the event of checks. The University therefore waives the issuing of A1 certificates for business trips of up to 4 weeks and assumes the resulting liability risks. Therefore, please only fill out the A1 APPLICATION - FILLING OUT HELP for an A1 certificate if your business trip is longer than four weeks or if you expressly wish to carry an A1 certificate with you.
- If necessary, obtain information from social insurance institutions: If you are traveling abroad to a non-EU country, please enquire with the social insurance institutions beforehand as to whether we as your employer are required to post you. If this is the case, please also contact your responsible HR officer in this regard.
- Submit business trip application: Please submit your signed business trip application approved by your superior and, if applicable, the A1 application form to your responsible HR officer.
- Start business trip: Now you can start your business trip.
- Record business trip times: After the end of your business trip, please inform the responsible person in the Human Resources Department about the time you spent on official business. The colleagues in the Human Resources Department will enter the working times incurred during the business trip in your working time account.
- Accounting for business trips: You can find information on how to settle the costs you have incurred on the page "Setting business trip costs". Please note: Travel expenses must be submitted within 6 months of the end of the business trip in order to be reimbursed.