Business and training trips
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Expense claims must be submitted in writing or electronically within a statutory exclusion period of six months (Art. 3 (5) sentence 1 BayRKG).
The deadline begins on the day after the business trip ends. If the trip is not undertaken, the deadline starts on the day the employee becomes aware that the trip will not take place.
Any advance payments made must be repaid in full if the deadline is missed.
Travel to high-risk areas:
Business trips to regions for which the German Federal Foreign Office has issued a travel warning are generally not approved. In exceptional urgent cases, approval may be granted only in close coordination with supervisors and the Travel Expenses Office.
Please consult the Foreign Office before your trip. If a travel warning is issued for your destination during your stay, you are usually required to cancel or adjust your trip. Always follow the official safety guidance.
A1 certificate:
Employees (including student assistants) traveling to EU countries or to Iceland, Liechtenstein, Norway, Switzerland, or the United Kingdom must carry an A1 certificate and present it upon request. This certificate confirms that social security contributions are paid in Germany.
Failure to present the certificate during an inspection may result in on-the-spot fines.
Relevant documents:
- Business travel/secondment guidance for employees and departments (German only)
- A1 certificate information sheet (German only)
- A1 questionnaire (German only)
If a business trip is extended for personal reasons, reimbursement is calculated as if only the business portion of the trip had taken place. Private extensions must not increase the reimbursable costs.
A price comparison for train, flight, and accommodation costs for the actual business travel period must be provided.
