Guests

Guest lectures

Usually, guest lectures are requested via the department and paid for by Human Resources. If the guest lecture is financed with external funds, however, then Project Administration is responsible.

Besides travel and accommodation expenses, a maximum fee of 245 euros per 90 minutes can be paid to the guest lecturer. Higher fees can only be approved in individual cases and after Project Administration has given its consent (typically only if “available industry resources” are involved).

Guest stays

We usually reimburse travel and accommodation expenses. Remuneration is not typically covered by the approved funds. Since visiting scientists tend to have a regular income at their disposal during their stay, often no remuneration is paid.

Please note the maximum remuneration amounts payable under the constitutions of Collaborative Research Centres (CRC) and Clusters of Excellence (e.g. € 2,000 per month as per the constitution of CRC 767).

Meetings, working meals, networking events

As part of EU projects, approved sub-projects of BMBF projects and industry resources it is often possible to hold smaller meetings, working meals, networking events etc.

Often, your guests’ travel expenses will be covered by their own project funds, which means that the university will not have fund their stay. No remuneration is paid, since both parties are interested in the collaboration.

Hospitality costs can only be reimbursed in line with the University of Konstanz’s Repräsentationsrichtlinie (representation guideline). Please read our information on representation expenses carefully.

We would also like to draw your attention to the fact that, on principle, you may not use budget funds (basic amount, AFF funds) or DFG funds to cover these costs.

Settlement:

1. Total reimbursement amount

On principle, travel, room and board are reimbursed in line with the regulations of the Landesreisekostengesetz für Baden-Württemberg LRKG (state law on travel expenses). It is possible to set a lower limit (fixed rate) or to limit the reimbursement amount to certain items (e.g. flight only).

a) Travel expenses

• By train: 1st or 2nd class (or low-budget flight if cheaper than train).
• By car: € 0.16/km (or € 0.25/km, if reasons are provided).
• International: Economy flight (no business flights!)
• Taxi rides: you must provide a valid reason (please use public transportation if possible!).

Sample reasons: heavy luggage, guest is unfamiliar with the area, there is no public transportation early in the morning or late at night, tight time constraints due to a preceding or subsequent appointment

• Private transfer: only if there are several travellers (remember to submit your travel request!).

b) Accommodation expenses: we reimburse costs of up to € 80. If the costs are higher you must provide a written statement explaining the reason and seek approval from the Division of Finance and Controlling in advance. Special deals may be available on request (e.g. Hotel Barbarossa, Goldener Sternen, Bayrischer Hof, Hirschen). Travel expenses for partners or spouses cannot be reimbursed. Private expenses such as for phone and mini bar must be paid by the guest (please inform the hotel).

c) Daily allowance: € 24 per day (excluding travel expenses), less if you do not have to pay for your own meals (e.g. if your breakfast at the hotel or conference lunch etc. is included).

You are free to save your daily allowance to finance shared meals such as conference dinners. University members only eat free if they are hosting the meal. We cannot reimburse gratuities! Refreshments during conference breaks are available as per usual (water, juice, coffee, tea, biscuits, sandwiches, pretzels). For more details, please see representation expenses.