Before you travel

Application for work-related travel

Before you head off on work-related travel, you need to get permission. Please use this form to submit your application:

Work-related travel request form (PDF).

Professors simply need to notify us of their work-related travel plans:

Notification of work-related travel (PDF).

An exception to this is if they choose to go by car. For insurance reasons, this needs to be authorized in advance.

Our FAQs address all major work-related travel issues.

If you have any questions about work-related travel, just contact us.

Please observe the valid national entry regulations at your destination point. German nationals can find these on the pages of the Foreign Office. We recommend that German nationals register on the crisis prevention list ELEFAND, the Federal Foreign Office’s electronic record of Germans abroad, regardless of the country they are visiting and the duration of the stay.

Use the additional options within the G35 prevention scheme of the State occupational medical services (Arbeitsmedizinischer Dienst, AMD) when planning international work-related travel. We recommend that you plan this far in advance of your trip to ensure you will meet all possible vaccination requirements.

Contact HR Services and they will register you for an appointment at the AMD.

Make sure you apply for the required posting certificate for international work-related travel through HR Services. Find further information and the application form here.

Important note on posting certificates

You must apply for a posting certificate via HR Services for work-related travel abroad. Find further information and the application form under postings.

Information on customs and foreign trade law for work-related travel and times abroad

If you are taking professional equipment (e.g., technical equipment, samples, materials and/or experimental setups, etc.) with you on work-related travel or a stay abroad in a third country, contact the Export and Custom Control Unit in advance. Find more information on the webpages on customs and foreign trade regulations.

Work-related travel—how does it work?

Procedure	Required information and forms	Contact
1. Submit application for work-related travel	Work-related travel form (PDF)
2. Submit application for work-related travel (university teaching staff)	Work-related travel form (PDF)
3. Have work-related travel application approved (non-teaching university staff)	Via work-related travel application form	Superior
4. Secure funding for work-related travel (non-teaching university staff)	Via work-related travel application form	Person responsible for the "Kostenstelle" (cost position and/or project leader)
5. International work-related travel	Entsendebescheinigung (Ausland)	Personalservice
6. Clarify health care requirements		Personalservice und Arbeitsmedizinischer Dienst
7. Crisis prevention list for work-related travel abroad	ELEFAND	Auswärtiges Amt
8. Forward copy of work-related travel application form		Team 731
8. Plan travel	Work-related travel website
9. Book hotel and transport	Work-related travel website
10. Undertake travel
11. Complete travel and collate applicable receipts
12. Prepare travel expense claim and send it off	Work-related travel form (PDF)	Team 731
13. Reimbursement of expenses

Excursions and job interviews

Excursions

Excursions are an integral part of teaching at Universität Hamburg. Participants in course-related outings (“excursions”) can be reimbursed or provided with subsidies in line with excursion guidelines.

These can be found on the webpage entitled “Legal framework.”

You will find an overview of contact persons here:

Faculties and Departments

Faculty of Law

Faculty of Business, Economics and Social Sciences

Faculty of Education

Faculty of Humanities

Faculty of Mathematics, Informatics and Natural Sciences

Department of Chemistry

Department of Informatics

Department of Physics

Faculty of Psychology and Human Movement Science

If your faculty, department or central university institution is not listed here, please contact the responsible faculty manager directly.

Trips for interviews

Travel expenses arising from interviews at Universität Hamburg can only be reimbursed if the University has issued a written invitation containing information about whether and to what amount costs may be reimbursed.

Travel costs for guests of Universität Hamburg

Individuals not employed by Universität Hamburg but who have been invited to travel to the University and have been reimbursed by the University for their travel expenses fall into the group of “external guests.”

This includes, above all,

research associates from other universities and research institutions;
all students enrolled at Universität Hamburg;
scholarship holders;
doctoral candidates (excluding: staff employed at Universität Hamburg under a contract pursuant to the collective wage agreement for public sectors of the German states (Tarifvertrag für den öffentlichen Dienst der Länder, TV-L));
guest lecturers without a fee agreement or service contract;
visiting scholars ( not employed by Universität Hamburg, but coming on the basis of a special agreement e.g., fellowship agreement, funding program, etc.);
adjunct lecturers with a teaching contract at Universität Hamburg.

Persons invited to interviews at Universität Hamburg also fall into this category.

A simplified reimbursement procedure applies to guests/externals (no Work-Related Travel Request Form / Travel Expense Claim required).

Travel expenses for guests of Universität Hamburg (after you travel)

Forms for you business trip application

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Please download the pdf forms (right-hand mouse button, "save as") before using them. Interactive elements will be disabled when working directly in the browser window.

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