1. General information
In the public sector, the reimbursement of representation expenses is extremely limited. The general principle of thrift and economy applies, even more so in the area of representation expenses. The details are laid down in the university's internal
Regulations of the University of Konstanz for catering and representation expenses (Richtlinie der Universität Konstanz über die Leistung von Bewirtungs- und Repräsentationsausgaben).
The guideline makes it clear which costs can be reimbursed and how to claim them.
Please use our sample request for reimbursement of representation expenses. We can only reimburse your costs if you use this template!
2. Special provisions for representation expenses financed with external funds
Representation expenses financed with external funds (e.g. hospitality) are only possible if these are provided for in the funding body’s stipulations. You must comply with the funding body’s stipulations above all, which may be subject to further restrictions as per the university’s guideline (see above).
Which funds can be used to cover such expenses?
- Funds from industry orders
The delivery of the contractually agreed service is paramount, i.e. these funds can only be used to cover representation expenses if this does not interfere with your ability to carry out the main contractual service.
If, after the contractual service has been concluded, any remaining funds are available, these must be invested in further research. However, these unused funds can be used within reason to finance representation expenses.
- Other grants awarded by third parties to promote research or teaching, Humboldt subsidies etc.
Usually, such funds can be accessed to cover representation expenses if the funding body has made provisions for this in the official letter of notification.
- Donations
Covering hospitality expenses using donations is not permitted.