There are numerous important steps to follow when it comes to travelling:
Before
“Dienstreisegenehmigung”
Dienstreiseantrag – business trip application
Before you starting a business trip, please fill out a business travel application – Dienstreiseantrag - as soon as possible and give it to Pia. You have to fill it in your MyFH Portal.
Official process from the FH:
(only in German)
There are two different kinds of business trips
Business trips in Germany
Business trips foreign countries
After you give your business trip application to Pia, Thorsten (and the Project manager) and the dean will sign it. Afterwards, they will send the approved business trip applications for trips in Germany back to you. You have to save it for the reimbursement of travel expenses. It’s different for business trips outside of Germany. Here, the deans office will send the business trip application to the finance Department, they will also control it. If the employees approve the application, the approval will be sent to you by email. Please forward it to Pia.
Bookings
Mobility
When you got your approved business trip application, you can choose a train and a flight if you need them. Send your selection to Pia, she will book it for you at the travel agency and send you your Tickets.
Accomodation
Under the following link you can find the accepted daily rates per country/city: https://www.fh-muenster.de/intern/downloads/finanzen/ab-2022/AKEVO_ab_01.01.2024.pdf
Security Training
The FH Münster urges you to do an online travel security training, which you can access here: www.my-security-academy.com with the action code 48149.
After the training, there is a short multiple-choice test for which you have three tries to pass. After passing, you get a certificate which is valid for three years and which you have to send to the "Reisekostenstelle".
During
Costs
Collect all receipts and make sure (especially for the hotel) that it states FH Münster somewhere on the receipt. The official address of the FH Münster is:
FH Münster
Hüfferstraße 27
D-48149 Münster
Its VAR / Umsatzsteuer ID is: DE 154136385
Private extensions
After
"Reisekostenabrechnung" / "Dienstreiseabrechnung"
After your business trip, you can have the costs in current reimbursed by filling out the form Antrag auf Reisekostenerstattung and handing it to Pia.
While you fill out the form, you have to state when breakfast, lunch, or dinner was paid for you by someone else (e.g. your host). This will then be deducted from your daily rate (differs per country and sometimes city or state).
The finance department needs for the reimbursement all original receipts, so please also hand them to Pia.