Application for / reimbursement of travel expenses

If you have been granted travel expenses by Friedrich Schlegel Graduate School or a project associated with the school, please submit all forms to us. The necessary forms are listed below.

Regulations for reimbursement of travel expenses

Regardless which sponsor reimburses the travel expenses (FSGS, DFG, Volkswagenstiftung, Einstein Stiftung Berlin etc.), all funds are tax revenues to be spent diligently, and have to be invoiced according to the regulations of the Bundesreisekostengesetz. We put together the most important regulations about what can or cannot be reimbursed for you in a leaflet.

Grantees of the Graduate School

The Graduate School’s grantees have access to a fixed travel expense budget. Travel inside and outside of Germany instrumental to the research project may be financed through this budget. Please hand in the following forms at our office:

  • Application for approval of a research trip at the latest four weeks before departure with the following attachments:
    (*) approval of the trip by the dissertation’s first supervisor → can be sent directly to the office via email
    (*) conference schedule and / or other information regarding the trip (invitation, participation confirmation, etc.) → can be sent directly to the office via email
    (*) information regarding travel expense subsidies from other sponsors

As a grantee, you are considered an “extern:” please fill out the application analogous to this sample.

If you want to apply for an advance payment for your trip you will need this application.

  • Application for reimbursement of travel expenses (travel expense statement) at the latest 6 months after trip completion with the following attachments:
    (*) original receipts for all costs to be reimbursed, glued to a labeled DIN-A-4 sheet (traveler’s full name, information about the trip)
    (*) for foreign currency, please note the exchange rate on the day of payment for each receipt (www.oanda.com) as well as the total amount in Euro
    (*) for credit card payments or bank transfers, please attach the pertinent credit card statement or account statement
    (*) short report on the trip with information regarding reason, time frame, and success of the trip → can be sent directly to the office via email

Here is another overview of all necessary applications:

Application for approval of a research trip (PDF)
Application for advance payment for a research trip (PDF)
Application for reimbursement of research trip travel expenses (PDF)

All documents can also be found here.

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Members of the Graduate School employed at the FU Berlin

Please submit the following forms to our office if you have been granted a reimbursement for travel expenses by the FSGS board, or if you are employed in one of FSGS’s research projects:

  • Application for approval of a research trip (FUB website)
    (*) conference schedule and / or other pertinent information regarding the trip (invitation, participation confirmation, etc.) → can be sent directly to the office via email
    (*) information regarding travel expense subsidies from other sponsors
  • in case of desired advance payment: application for advance payment of an expected travel expenses reimbursement (FUB website)
  • form for the reimbursement of travel expenses (FUB website)
    (*) original receipts for all costs to be reimbursed, glued to a labeled DIN-A-4 sheet (traveler’s name, information about the trip)
    (*) for foreign currency, please note the exchange rate on the day of payment for each receipt (www.oanda.com) as well as the total amount in Euro
    (*) for credit card payments or bank transfers, please attach the pertinent credit card
    (*) short report on the trip with information regarding reason, time frame, and success of the trip → can be sent directly to the office via email
Why is the reimbursement taking so long? The FSGS office forwards the applications and forms to the institute where the visiting researcher teaches for approval, after which they are submitted to the Department of Philosophy and Humanities. The final audit is done through I A 30 G, the reimbursement through the travel expenses office, where you can also find out about the processing status
Department of Philosophy and Humanities
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