Travel

Before You Travel

Trips (e.g., to conferences) must be announced to the university/Helmholtz well before the trip. Enter them in the SAP system as early as possible.

• Only book things if the trip is approved by Kevin and the university/Helmholtz.
• Note that there are upper limits for how much you can spend on flights, hotels, etc. You find them on Hanfried or by asking the administration.
• Combining holidays with business travel is possible, but you'll need to pay for extra nights yourself, and there is an upper limit of days you can take as vacation this way.

Invoices and Reimbursement

You will need to ask for invoices with the proper address for reimbursement:

For Uni Jena:

Friedrich-Schiller-Universität Jena Dezernat Finanzen

c/o IOMC {your name}

Leutragraben 1

07743 Jena

Deutschland

For HIPOLE:

Helmholtz-Zentrum Berlin für Materialien und Energie GmbH

c/o HIPOLE {your name}

Hahn-Meitner-Platz 1

14109 Berlin

Travel Guidelines for Guests

If your status is a guest and/or SAP system is not available for you:

Before traveling:

1. Inform Kevin
2. Fill out the Invitation letter and send it to Kevin for approval
3. Then you can book tickets and hotels
4. Follow the upper limits for spending and ask for invoices with the proper address

After traveling:

1. Complete the Invoice for Travel Expenses
2. Send it along with all invoices to Kevin

Reference: Settlement of travel expenses for guests