Business trips should only be made if a more cost-effective way of completing official business is not possible and reasonable. This must be verified prior to approval.
Furthermore, the following rules provisionally apply to the approval and performance of business trips:
- Business trips within Germany and abroad are generally possible. The use of technical alternatives, such as video conferencing, must be verified in advance.
- Business trips to states / regions / countries designated by the RKI as virus variant areas require the approval of the Rector. The urgency and importance of the business trip must be explained.
The necessity of each individual international trip is to be critically examined. In particular, also with regard to the CO2 impact of flights.
Please also refer to the information sheet on the regulations for the approval and execution of business trips/travel.
Approval of the business trip must be given with due regard for the interests of the service and the duty of care. The evaluation should include an assessment of whether or to what extent infection protection measures are taken into account at the place of work and at the event.
The classification as virus-variant areas is made by the Federal Ministry of Health, the Federal Foreign Office and the Federal Ministry of the Interior and Community. Information on the identification of international risk areas can be found here.
If a business trip has begun and the region/country has been declared a virus variant area during the business trip, the quarantine requirements (see below Return from risk areas) must be complied with and the supervisor and the Human Resources department must be informed immediately.
More information can be found at: https://www.bundesregierung.de/breg-de/themen/coronavirus/faq-travel-1939244
The business travelers must cancel or undo their travel arrangements as soon and as far as possible. As far as there is a claim for reimbursement of costs, e.g. for flight / train / hotel, etc…
The preparation and cancellation costs can then be claimed by the travelers with the settlement form. Proof of the cancellation of the event / the date, as well as proof that the remaining expenses for possible travel costs, accommodation costs, participant fees, etc… were not cancelable are also to be enclosed.
Please remember that all advances / deductions paid in advance to the travelers for a trip not taken must also be settled.
For travel expenses for guests, the procedure described above also applies. However, form P 875 must be used.
The costs must be financed from the project or other travel funds earmarked for the trip.
All requested and approved business trips (P80) that cannot be carried out must be submitted for billing. Please attach all receipts to these settlements as usual. All options for cancellation and reimbursement must be utilized.
The universities in Baden-Württemberg are in discussion with the state government as to whether and to what extent these costs can be reimbursed. Further details will be provided as soon as they are made available.