After you travel

• Completed and signed work-related travel request form (incl. back page)
• Completed and signed expenses form (incl. details on free meals)
• Original receipts evidencing all claimed expenses, program or agenda (of meetings, conferences, workshops, etc. attended)
• When claiming a motor vehicle reimbursement allowance, provide details on mileage, incl. start and destination address; see the Bestimmungen zur Nutzung des eigenen PKW (provisions on using your own car).

As the travel expense claim form is only available to Universität Hamburg staff, travel approval and reimbursement for guests are handled informally.

Procedure:

1. The supervisor of the hosting office approves the travel proposal in written or oral form, extends an invitation, and provides a detailed estimate of the reimbursable costs.
2. 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).
3. 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 on mileage and the start and destination address.
4. 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)
5. The hosting office then sends these documents to the Travel Management Team (731), Mittelweg 177 for further processing.