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Frequently Asked Questions
This English version is for information purposes only.
Who is allowed to sign a travel order and travel invoice?
All travel orders and travel invoices must be approved and signed by the immediate superior. In order to ensure that a proper system of dual control is maintained, a project manager cannot approve his/her own business travel(s) if funded by project resources. Therefore, the signature of the respective departmental or institutional manager is required.
How are conferences and congress fees accounted for?
There is the option to apply for a leave of absence and receive a travel allowance in order to participate in conferences and congresses. When participating in conferences or congresses in the framework of a business trip, the respective invoices must be attached to the travel expense form along with the invitation or the program of the event respectively. If certain meals are included, such as formal dinners or buffets, they are deducted from the daily allowance. If conference or congress fees were required to be paid well before the scheduled business trip and have therefore already been paid by the Finance Department, a copy of the invoice with a remark on the whereabouts of the originals and any previous payments made must be attached to the travel expenses form.
Do original documents have to be enclosed?
Yes. All travel expense forms must be sorted, numbered and the original receipts must be enclosed and submitted with the travel invoice. All original documents remain with the Human Resources Development department in case of an audit. Self-prepared documents and non-originals cannot be considered. Amounts that are not clearly listed in the invoices or do not match the amount stated in the invoice must be submitted in such a way so that the accountant can clearly trace the figures back. If claiming expenses for airplane flight tickets, the original invoices as well as payment made and flight ticket must be attached. For online tickets purchases, there must be proof of payment by credit card. If this information is unavailable, a copy of the monthly statement of the account, which includes the flight charge, must be submitted.
What is the procedure for collective documents?
The submission of collective vouchers (such as hotel invoices for several persons) should be avoided in general. It is necessary to provide one individual invoice per person. If there is only one original invoice for several persons, the original of the travel invoice must be attached to one travel expense form. Copies of the original including a remark of the whereabouts of the original invoice must be submitted by the other parties. A proof of payment of each individual amount must be provided.
How do you pay for work-related dinners or supermarket bills?
Catering costs are generally only reimbursed via a lump sum for daily allowances. Invoices from restaurants or supermarkets can therefore not be submitted. For official duties and approved dinners with external parties, the compensation has to be submitted separately and the names of the invited guests in the finance department must also be stated. The portion of the bill which was for you or any other BOKU colleagues must be excluded.
Can you be reimbursed for parking expenses?
When a private car is used, reimbursement for parking tickets is included in the kilometer allowance. If a BOKU vehicle is used, the reimbursement of parking tickets is possible only in justified cases, for example if universal parking charges apply.
May freelancers (Freie Dienstnehmer/innen) allocate daily allowance?
Since freelancers are neither bound to a specific working place or time, the regulation for business trips contradicts the nature of this contract of employment. If there is a need for a business trip in a justified case, the possibility for a business trip must be agreed on. Accounting is then completed in the same manner as for all other employees.
Can assistant lecturers (Lehrbeauftragte) and tutors be commissioned for business travel?
Assistant lecturers and tutors at BOKU may only apply for a business trip in urgent cases and must fall solely within the framework of excursions with a significant extra effort for teaching personnel. Such a travel order and travel expense report must be approved by the Center for Education.
Can the ÖBB Vorteilscard be refunded?
Yes. For reimbursement please send the following papers to H171/Dienstreisen, dienstreisen(at)boku.ac.at:
- copy of VorteilsCard (period of validity) and proof of payment
- Cost Center (Kostenstelle) / Internal Order (Innenauftrag / Project)
- list of business-related train travels since start of validity period and the resulting savings (cost of VorteilsCard incl.)
If the use of the VorteilsCard results in lower BOKU-related travel costs then the cost of the VorteilsCard will be reimbursed tax-free with the next Travel Refund.
The EU prescribes its own travel expenses for some projects. What is the procedure?
Travel orders and expenses have to be completed as usual and submitted to the Personnel Management department with the original receipts. EU travel expenses have to be listed separately on the form for the travel expenses. The relevant project guidelines have to be attached and the internal job number for the EU project must be stated. Any possible remuneration that exceeds the regulations of business trips guidelines are disbursed and are liable for taxation.
When is a trip considered to be business-related or a company leave?
- An explicit request from the employer exists.
- Before starting the trip, a business trip form must be issued, approved and signed, and attached to the travel expense report. For longer business trips it is advised to submit the travel order to the Personnel Management in advance.
- You are entitled to compensation for travel costs (especially daily and overnight allowance).
- Classic case: visiting a partner university, attending project meetings, workshops, or conferences as requested by the employer.
Special company leave with continuing income:
- An explicit request is not required, but an existing and decided interest of the employer (for example, strengthening scientific networks, development of joint research projects) must be agreed upon.
- Compensation for expenses (providing invoices, such as flight tickets; lump sums cannot be reimbursed by travel allowance).
- Classic case: guest visit at a partner university for several weeks or months.
Special company leave without continuing income:
- Travel or visit lies more in the interest of the employee
- Employee receives external remuneration (for example, guest professors' salary) or scholarship (for example, via mobility programs).
Company leaves are granted by the Rectorate after an application and comment of the superior or departmental manager respectively. Business travel orders are issued by the immediate superior.
What is the AirPlus Air Travel Card?
We are sorry, this information is only available in German at the moment.