Business trips are to be made only if a more cost-effective way of carrying out official business is not possible and reasonable. This must be checked before approval is given.
Furthermore, the following rules for the approval and execution of business trips apply for the time being:
If there is a travel warning for a region or country, a business trip may generally not be approved. This also applies to risk areas within Germany. Irrespective of the travel warnings and travel instructions, business trips that would require travelers to enter a (precautionary) quarantine at the beginning or end of the business trip may also not be approved and not be carried out.
If a business trip has been started and the region/country has been declared a risk area during the business trip, the quarantine regulations (see below return from risk areas) must be observed and the supervisor(s) and the Personnel Department must be informed immediately.
In the case of private travel to a region or country that is classified as a risk area and/or for which a travel warning has been issued by the German Foreign Office and for which quarantine is mandatory upon return, it must have been clarified in advance with the supervisor that not only vacation/absence is approved, but also the following absence due to quarantine. A paid leave of absence cannot be granted here. It must be clarified in advance whether there is the possibility of home office, reduction of overtime or an unpaid leave.
Returning from risk areas:
Anyone returning from a risk area must immediately enter quarantine. This quarantine will end at the earliest on the fifth day after entry, if a negative corona test result is presented immediately – within 10 days after entry – to the competent authority upon request. The underlying test must have been performed at least five days after entry into the Federal Republic of Germany. The basis for this is the Corona Regulation Entry Quarantine, an up-to-date list of risk areas is published by the Robert Koch Institute. Returnees from risk areas have to go directly to their own home or other accommodation and are not allowed to leave it – subject to the above-mentioned regulation – for 10 days. The supervisor and the personnel department must be informed immediately.
Excepted from this quarantine obligation are persons who have been in a risk area for up to five days for absolutely necessary and not deferrable professional reasons, who have stayed in a risk area because of their training or studies or who enter the state of Baden-Württemberg; the absolute necessity must be certified by the employer, client or educational institution.
Exempt from this quarantine obligation are also persons who return from a risk area as vacation returnees and who – subject to fulfilling particular requirements in accordance with §2 para. no. 6 CoronaVO EQ – have carried out a test with a negative result with regard to an infection with the corona virus in their vacation destination immediately before returning home.
Travelers who have been in an international risk area for the last 14 days are entitled to free testing within ten days of entry. There will no longer be free testing for travel returnees from non-risk areas.
Travel returnees from risk areas must report to the appropriate local police authority (i.e., the municipality or city hall of my place of residence/stay) regardless of the test. This obligation can also be fulfilled by handing in a so-called “dropout card”. If such cards have been distributed in an aircraft, ship, bus or train upon entry from a risk area, it is sufficient to fill out the card and hand it in to the carrier.
Please note: Anyone who enters from a risk area and is not exempt from the quarantine and testing obligation must remain in quarantine at least until a negative test result is received or may only leave the house for testing (e.g. if the test is carried out by the family doctor).
Is quarantine lifted if the test result is negative?
The decision about the end of the quarantine is made by the public health department or the doctor. In the case of a test due to entry from a risk area: As soon as a medical certificate or certificate from a test laboratory run by a specialist with a negative test result is available, the quarantine ends without any further official approval being required – at the earliest, however, from the fifth day after entry.
Negative test results are not automatically reported by the laboratories to the health authorities. A negative test result must therefore be proven to the local police authorities by travelers coming from a risk area with the test certificate issued by the doctor.
Commuting from risk areas
Exempt from the quarantine and testing obligation are, among others, persons (see § 2 CoronaVO EQ) who
- enter the country for up to 24 hours and have their primary or secondary residence in border regions or enter the country and have stayed for less than 24 hours in a risk area in accordance with § 1 (4) CoronaVO EQ – this includes work-related entries from the risk area (e.g. commuters),
- who have their residence in the state of Baden-Württemberg and who, as a matter of imperative necessity, go to their place of work, study or training in a risk area for the purpose of their professional practice, study or training and return to their residence regularly, at least once a week (cross-border commuters),
- who reside in a risk area and who are absolutely necessary to travel to the state of Baden-Württemberg for the purpose of their professional practice, studies or training and who return to their place of residence regularly, at least once a week (cross-border commuters),
- who are sent by the State of Baden-Württemberg to perform their duties in a risk area and who are absolutely necessary to stay there for the purpose of performing their duties,
if the compelling necessity as well as the adherence to appropriate protection and hygiene concepts are certified by the employer, employer, client or educational institution.
Please consult the appropriate department head in the Personnel Department.
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 settlement. Please attach all receipts to these statements as usual. All possibilities for cancellation and reimbursement must be used.
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 communicated as soon as they become known.