Remeis-Wiki - User contributions [en]

Travel

2026-04-17T11:34:55Z

Day: /* List of project funds */

[[Category:Internal]]

This page documents how to apply for business travel and hand in the reimbursement with the online tool accessible through [https://www.mitarbeiterservice.bayern.de/ authega]. This requires you to have an account set up. If you sign up for the first time you will be send a letter (! yes, physical letter, this can take some days) with information for the login. For further logins it is best to use a certificate file with a password.

Once logged in you can access the travel management (Reisekostenmanagement, RMS) and enter the necessary information there. Certain numbers are tied to the observatory and will always be the same, they are documented below. '''Note:''' When selecting the institution (Beschäftigungsbehöde) do '''not''' use the Remeis-Observatory or any other smaller body. Instead use the general FAU entry with the number '''1519016'''!

More information for the general setup are in the [[:Media:introduction_bayrms.pdf|introductory slides]] (this is the German version, see below for additional guidance in English).

In order to receive documents per email you need to sign the [[:Media:Bayrms_data_protection.pdf|data protection waiver]] (in German!) and hand it in (in paper form!).

== Application for business travel ==

Some notes on filling in these forms:

=== Travel days (Reisetage) ===
On each day, you need to input the start and end of your "business".
If you are, say attending a conference starting Monday at 2 PM and ending on a Friday at noon, your times should look like this:
* Monday: Start at 14:00, end at '''23:59'''
* Tue-Thur: Start at '''0:00''', end at '''23:59'''
* Fri: Start at '''0:00''', end at 12:00

The point here being that you are still there "on business" even outside the main conference hours. Weekends are also part of the trip, if the conference is more than one week long, so this is not "private time" in this form ((c) - Joern)

(NB: There are still discussions between the administration and Joern about this)

=== Meals ===
If food is provided by hotel/conference and you do not pay for it extra - make the corresponding mark in the day

=== Mitzeichner (Signatory, in the very end of the form) ===
This needs to be your boss, who will then forward it to P6.

=== Mitreisende ===
Only employees of Bavaria (e.g., if you drive from work with someone)

=== Hotel costs ===
It is good if you have some proof why you have taken this particular option. Get some documentation (e.g., print web-page with costs) at the moment of booking, which would display other possible options in this hotel or in other hotels around.

If you travel with family, you will not be reimbursed for the difference between the single room and the room you've taken (e.g., double), so you need to document the difference of the room cost AT THE TIME OF BOOKING.

If you are staying somewhere without having to pay, choose "unentgeltliche Uebernachtung".

=== Export Control ===

When traveling abroad, you need to state at the last page at "Bemerkungen zur Reise" that you follow the export control regulations. ("Die
Exportkontrollrechtlichen Vorschriften werden eingehalten.").

=== Reimbursement in advance ===
According to Edith, reimbursement in advance requires entering a remark at the end of the form, i.e., state how much you would like to get reimbursed and put this in
the remarks field. As a rule of thumb, this should not include per diems and the like, but can include travel and accommodation costs.

After approval, print the summary and give it to Edith.

== Handing in reimbursement ==

== List of project funds ==

Below is a list of project funds that you travel might be paid from. '''Before submitting your reimbursement form ask your supervisor what project to use! Every time!'''

{| class="wikitable" style="margin:auto"
|+ Project numbers
|-
! Name !! Erweiterung !! Kapitel !! Titel !! Info 1 (AWK) !! Kostenstelle
|-
| DLR 50 OR 2309 (VF-ULX) || 7401171 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OO 2417 (THESEUS) || 7401182 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OR 2410 (VF-XMM Aafia) || 7401186 || 1519 || 54741 || || 1415151100
|-
| DLR 50 QR 2503 (eROSITA) || 7401188 || 1519 || 54741 || || 1415151100
|-
| DLR 50 QR 2508 (ATHENA) || 7401191 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OO 2507 (AXIS) || 7401196 || 1519 || 54741 || || 1415151100
|-
| || || || || ||
|-
| DFG WI 1860/19-1 (eRO STEP 1, P6) || 7458046 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/20-1 (FOR 5195, P2) || 7458065 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/17-2 (eRO STEP 2, P5) || 7458208 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/21-1 (eRO STEP 2, P7) || 7458209 || 1519 || 54741 || || 1415151100
|-
| DFG LI 4610/1-1 (Lipunova) || 7458282 || 1519 || 54741 || || 1415151100
|-
| DFG DA 2383/1-1 (Dauser) || 7458 286 || 1519 || 54741 || || 1415151100
|-
| DFG overhead WI until 2022 || 5002344 || 1519 || 54740 || PPS || 1415151100
|-
| DFG overhead WI from 2023 || 0150234 || 1519 || 54740 || PPS || 1415151100
|-
| || || || || ||
|-
| ESA (DALI) || 7402745 || 1519 || 54741 || || 1415151100
|-
| Wlms Altprojekte || 7402304 || 1519 || 54741 || || 1415151100
|-
| ETI Förderung || 5500245 || 1519 || 54741 || || 1415151100
|-
| || || || || ||
|-
| DFG SA 2131/13-2 (eRO STEP 2, P1) || 7458204 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/14-2 (eRO STEP 2, P2) || 7458205 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/15-2 (eRO STEP 2, TP Z) || 7458206 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/18-1 (eROSITA Galaxien) || 7458168 || 1519 || 54741 || || 1415150013
|-
| || || || || ||
|-
| DFG overhead SA (Altprojekte) || 7459704 || 1519 || 54741 || || 1415150013
|-
| DFG overhead SA bis 2022 || 5002391 || 1519 || 54740 || PPS || 1415150013
|-
| DFG overhead SA ab 2023 || 0150178 || 1519 || 54740 || PPS || 1415150013
|-
| || || || || ||
|-
| DFG SA 4388/2-1 (Saeedi) || 7458207 || 1519 || 54741 || || 1415150013
|-
| DFG MA 11073/1-1 (Mayer) || 7458221 || 1519 || 54741 || || 1415150013
|-
| DFG HE 1356/70-2 (Heber) || 7458225 || 1519 || 54741 || || 1415150000
|-
| || || || || ||
|-
| 73er Titel || 0610006 || 1519 || 54740 || FuL || 1415150000
|-
| 72er Titel || 8063141 || 1519 || 54741 || || 1415150000
|}

Additionally, on the form containing the KLR data you need to specify the following:

* KLR-Verfahren: FAUKLR
* Buchungskreis: 0001
* Kostenart: 685000
* Kostenstelle: see above
* KLR Info 1: see above, leave empty if no info is given above
* KLR Info 2: your Zahlungspartner Nummer, as obtained from the idm

All other fields should be left empty.

== English information ==

Here are some PDFs you might find helpful to navigate through the German landscape of bureaucracy.

Some [[:Media:Additional_information_BayRMS.pdf|additional information]] in Englisch

The [[:Media:Bayrms_eng_data_protection.pdf|data protection waiver]] (you still have to sign the German one!)

The [[:Media:Bayrms_eng_introduction_slides.pdf|introduction slides]]

A [[:Media:Bayrms_glossary.pdf|glossary]] to match English and German terms. (REALLY HELPFUL, CONTAINS INFORMATION TO INSERT)

== ''OUTDATED!'' Business and private travels ==

If you intend to combine a business trip with a vacation to save money or just because of the occasion, you need to observe a couple of issues:

* first of all, combining business and private travel is in principle nothing that the university likes
* you *need* to get the private travel authorized on the travel request form, i.e. you need to state *both* on travel request form
* obviously you will not get any reimbursement for the private part of your trip, or any extra expenses arising from your vacation
* to get reimbursement for your business part of the trip, you need to document what the business part alone would have cost. In detail this means that you need to document:
* fictitious cost of flights/train tickets/rental car/etc for the business part of the trip
* fictitious cost of flights/train tickets/etc to and from the business destination of the trip
* nevertheless you also obviously need to state your actual cost (flight tickets etc).
* the university will reimburse you only the *lesser* of your actual cost and the fictitious cost!\\ This means that if your flight would have cost 1000 Eur, but because you stayed longer for private reasons (i.e. over the weekend) and the actual flight is cheaper like 700 Eur, the university will only reimburse you 700 Eur.

Furthermore apart from the reimbursement by the university, you have also to consider the taxes: the fiscal authorities might consider such a combination of business and private trip entirely private and therefore the reimbursement as additional income. So far,
this has never happened in Bamberg to Jörns knowledge, but in principle tax
regulations state that for a trip to count as a business trip, the
business portion must outbalance the private portion. To give an
example: a 3d observing run in Australia followed by a 2 week vacation
there would probably not be seen as a business related trip (even if it
was!), even though the university would reimburse you for your flights
and the 3d per diem.
((Based on a FAQ Email sent by Jörn to allusers on April 4, 2011))

Travel

2026-04-17T11:27:33Z

Day: /* List of project funds */

[[Category:Internal]]

This page documents how to apply for business travel and hand in the reimbursement with the online tool accessible through [https://www.mitarbeiterservice.bayern.de/ authega]. This requires you to have an account set up. If you sign up for the first time you will be send a letter (! yes, physical letter, this can take some days) with information for the login. For further logins it is best to use a certificate file with a password.

Once logged in you can access the travel management (Reisekostenmanagement, RMS) and enter the necessary information there. Certain numbers are tied to the observatory and will always be the same, they are documented below. '''Note:''' When selecting the institution (Beschäftigungsbehöde) do '''not''' use the Remeis-Observatory or any other smaller body. Instead use the general FAU entry with the number '''1519016'''!

More information for the general setup are in the [[:Media:introduction_bayrms.pdf|introductory slides]] (this is the German version, see below for additional guidance in English).

In order to receive documents per email you need to sign the [[:Media:Bayrms_data_protection.pdf|data protection waiver]] (in German!) and hand it in (in paper form!).

== Application for business travel ==

Some notes on filling in these forms:

=== Travel days (Reisetage) ===
On each day, you need to input the start and end of your "business".
If you are, say attending a conference starting Monday at 2 PM and ending on a Friday at noon, your times should look like this:
* Monday: Start at 14:00, end at '''23:59'''
* Tue-Thur: Start at '''0:00''', end at '''23:59'''
* Fri: Start at '''0:00''', end at 12:00

The point here being that you are still there "on business" even outside the main conference hours. Weekends are also part of the trip, if the conference is more than one week long, so this is not "private time" in this form ((c) - Joern)

(NB: There are still discussions between the administration and Joern about this)

=== Meals ===
If food is provided by hotel/conference and you do not pay for it extra - make the corresponding mark in the day

=== Mitzeichner (Signatory, in the very end of the form) ===
This needs to be your boss, who will then forward it to P6.

=== Mitreisende ===
Only employees of Bavaria (e.g., if you drive from work with someone)

=== Hotel costs ===
It is good if you have some proof why you have taken this particular option. Get some documentation (e.g., print web-page with costs) at the moment of booking, which would display other possible options in this hotel or in other hotels around.

If you travel with family, you will not be reimbursed for the difference between the single room and the room you've taken (e.g., double), so you need to document the difference of the room cost AT THE TIME OF BOOKING.

If you are staying somewhere without having to pay, choose "unentgeltliche Uebernachtung".

=== Export Control ===

When traveling abroad, you need to state at the last page at "Bemerkungen zur Reise" that you follow the export control regulations. ("Die
Exportkontrollrechtlichen Vorschriften werden eingehalten.").

=== Reimbursement in advance ===
According to Edith, reimbursement in advance requires entering a remark at the end of the form, i.e., state how much you would like to get reimbursed and put this in
the remarks field. As a rule of thumb, this should not include per diems and the like, but can include travel and accommodation costs.

After approval, print the summary and give it to Edith.

== Handing in reimbursement ==

== List of project funds ==

Below is a list of project funds that you travel might be paid from. '''Before submitting your reimbursement form ask your supervisor what project to use! Every time!'''

{| class="wikitable" style="margin:auto"
|+ Project numbers
|-
! Name !! Erweiterung !! Kapitel !! Titel !! Info 1 (AWK) !! Kostenstelle
|-
| DLR 50 OR 2309 (VF-ULX) || 7401171 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OO 2417 (THESEUS) || 7401182 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OR 2410 (VF-XMM Aafia) || 7401186 || 1519 || 54741 || || 1415151100
|-
| DLR 50 QR 2503 (eROSITA) || 7401188 || 1519 || 54741 || || 1415151100
|-
| DLR 50 QR 2508 (ATHENA) || 7401191 || 1519 || 54741 || || 1415151100
|-
| DLR 50 OO 2507 (AXIS) || 7401196 || 1519 || 54741 || || 1415151100
|-
| || || || || ||
|-
| DFG WI 1860/19-1 (eRO STEP 1, P6) || 7458046 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/20-1 (FOR 5195, P2) || 7458065 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/17-2 (eRO STEP 2, P5) || 7458208 || 1519 || 54741 || || 1415151100
|-
| DFG WI 1860/21-1 (eRO STEP 2, P7) || 7458209 || 1519 || 54741 || || 1415151100
|-
| DFG LI 4610/1-1 (Lipunova) || 7458282 || 1519 || 54741 || || 1415151100
|-
| || || || || ||
|-
| DFG overhead WI until 2022 || 5002344 || 1519 || 54740 || PPS || 1415151100
|-
| DFG overhead WI from 2023 || 0150234 || 1519 || 54740 || PPS || 1415151100
|-
| || || || || ||
|-
| ESA (DALI) || 7402745 || 1519 || 54741 || || 1415151100
|-
| Wlms Altprojekte || 7402304 || 1519 || 54741 || || 1415151100
|-
| ETI Förderung || 5500245 || 1519 || 54741 || || 1415151100
|-
| || || || || ||
|-
| DFG SA 2131/13-2 (eRO STEP 2, P1) || 7458204 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/14-2 (eRO STEP 2, P2) || 7458205 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/15-2 (eRO STEP 2, TP Z) || 7458206 || 1519 || 54741 || || 1415150013
|-
| DFG SA 2131/18-1 (eROSITA Galaxien) || 7458168 || 1519 || 54741 || || 1415150013
|-
| || || || || ||
|-
| DFG overhead SA (Altprojekte) || 7459704 || 1519 || 54741 || || 1415150013
|-
| DFG overhead SA bis 2022 || 5002391 || 1519 || 54740 || PPS || 1415150013
|-
| DFG overhead SA ab 2023 || 0150178 || 1519 || 54740 || PPS || 1415150013
|-
| || || || || ||
|-
| DFG SA 4388/2-1 (Saeedi) || 7458207 || 1519 || 54741 || || 1415150013
|-
| DFG MA 11073/1-1 (Mayer) || 7458221 || 1519 || 54741 || || 1415150013
|-
| DFG HE 1356/70-2 (Heber) || 7458225 || 1519 || 54741 || || 1415150000
|-
| || || || || ||
|-
| 73er Titel || 0610006 || 1519 || 54740 || FuL || 1415150000
|-
| 72er Titel || 8063141 || 1519 || 54741 || || 1415150000
|}

Additionally, on the form containing the KLR data you need to specify the following:

* KLR-Verfahren: FAUKLR
* Buchungskreis: 0001
* Kostenart: 685000
* Kostenstelle: see above
* KLR Info 1: see above, leave empty if no info is given above
* KLR Info 2: your Zahlungspartner Nummer, as obtained from the idm

All other fields should be left empty.

== English information ==

Here are some PDFs you might find helpful to navigate through the German landscape of bureaucracy.

Some [[:Media:Additional_information_BayRMS.pdf|additional information]] in Englisch

The [[:Media:Bayrms_eng_data_protection.pdf|data protection waiver]] (you still have to sign the German one!)

The [[:Media:Bayrms_eng_introduction_slides.pdf|introduction slides]]

A [[:Media:Bayrms_glossary.pdf|glossary]] to match English and German terms. (REALLY HELPFUL, CONTAINS INFORMATION TO INSERT)

== ''OUTDATED!'' Business and private travels ==

If you intend to combine a business trip with a vacation to save money or just because of the occasion, you need to observe a couple of issues:

* first of all, combining business and private travel is in principle nothing that the university likes
* you *need* to get the private travel authorized on the travel request form, i.e. you need to state *both* on travel request form
* obviously you will not get any reimbursement for the private part of your trip, or any extra expenses arising from your vacation
* to get reimbursement for your business part of the trip, you need to document what the business part alone would have cost. In detail this means that you need to document:
* fictitious cost of flights/train tickets/rental car/etc for the business part of the trip
* fictitious cost of flights/train tickets/etc to and from the business destination of the trip
* nevertheless you also obviously need to state your actual cost (flight tickets etc).
* the university will reimburse you only the *lesser* of your actual cost and the fictitious cost!\\ This means that if your flight would have cost 1000 Eur, but because you stayed longer for private reasons (i.e. over the weekend) and the actual flight is cheaper like 700 Eur, the university will only reimburse you 700 Eur.

Furthermore apart from the reimbursement by the university, you have also to consider the taxes: the fiscal authorities might consider such a combination of business and private trip entirely private and therefore the reimbursement as additional income. So far,
this has never happened in Bamberg to Jörns knowledge, but in principle tax
regulations state that for a trip to count as a business trip, the
business portion must outbalance the private portion. To give an
example: a 3d observing run in Australia followed by a 2 week vacation
there would probably not be seen as a business related trip (even if it
was!), even though the university would reimburse you for your flights
and the 3d per diem.
((Based on a FAQ Email sent by Jörn to allusers on April 4, 2011))