Guests of Universität Hamburg

Anyone not employed by Universität Hamburg to whom the University has granted reimbursement for expenses arising from travel is categorized as “externals/guests.”

In particular, this includes

• research associates from other universities and research institutions;
• all students enrolled at Universität Hamburg;
• scholarship holders;
• doctoral researchers—except employees with an employment contract from Universität Hamburg pursuant to the collective wage agreement for the public sectors of the German states (Tarifvertrag für den öffentlichen Dienst der Länder, TV-L);
• guest lecturers without a fee agreement or independent contractor agreement;
• visiting researchers (without an employment contract from Universität Hamburg but based on a special agreement, e.g., fellowship contracts, funding programs, etc.); and
• adjunct lecturers who have a teaching contract with Universität Hamburg.

Anyone invited to interviews at Universität Hamburg also falls into this category.

A simplified reimbursement procedure applies to the group of guests/externals (without a Work-Related Travel Request Form / Travel Expense Claim required).

Important: When planning the written invitation, detail the nature and scope of costs (within the scope of the available budget) to be reimbursed.

Fee agreements should include all travel expenses, including overnight accommodation, as part of the agreement.

It is important that the guest(s) has/have a written invitation from Universität Hamburg which indicates that the University will assume costs (e.g., “We assume the costs of travel with Deutsche Bahn”). This needs to be attached to travel expense claims.

Procedure:

1. The guest sends an invoice for the travel costs incurred to the hosting office at Universität Hamburg (listing the guest’s private address, bank details, and the responsible internal revenue office).
2. The guest must enclose the original invoices and receipts, and where applicable, the program/agenda, e.g., for conferences, workshops, etc. Mileage reimbursement claims for use of a personal car must include details of the route traveled including start and destination address.
3. The hosting office confirms the invoice and indicates the funding source, including a written confirmation. This is done informally by giving the following information:
   • funding source, i.e., cost center or WBS element, and signature of the resource manager
   • scope of cost assumption, detailed list of all costs for reimbursement, indication of whether a travel subsistence allowance is included (within legally prescribed limits)
4. The hosting office then sends these documents to the Travel Management Team (731), Mittelweg 177 for further processing.

Universität Hamburg recommends the following places for guests (PDF): Contact the hotels directly, as availabilities and prices depend on the day(s).