Author: Iye Szin Ang

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After Business Trip Paperwork

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New Obligation: Monthly data entry for öbb tickets

You can find the entry form at here: https://cloud.cps.unileoben.ac.at/index.php/s/GTFTrT8btK7mMtW

 

(This starts from 26 July 2024)

1. Login into SAP

At your SAP, click on “Meine Reisen und Spesen”.

2. Click on your desired Trip

In my case, I will show example in Austria.

 

Click “Welter” to proceed.

3. At the Main Page with 4 steps

Step 1: Verify every information especially Kontierung (Your project number)

Next, click on checkbox with * and then proceed with “Belege erfassen”

Step 2: Add all related claims

Step 3: Validate

There are two options: Save it for future or Sent it to financial department

4. Final step

  • Prepare all the original receipts and keep a copy with you.
  • Print out the above from system
  • Put the documents at “Dienstreisen Folder” at Regina’s place
  • Bring the folder to Uni Post Office at 1st floor of old building.

Booking a Trip for a Conference/Visit/Summer School

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Travel Planning Checklist

Approval and Registration

  • Initial Planning: Check for a reasonable flight itinerary. Check if 1-2 days before and after the event have a substantially lower price. 
  • Obtain Approval: Secure trip approval from Elmar. Argue according to the initial planning.
  • Travel System Entry: Request Regina to input the trip details into the travel system. Specify which days are for official duties (e.g., conference, lab visits) and which are for personal stay. Provide Regina with the proof of acceptance, or reason to travel.

Booking Essentials

  • Accommodation and Commute Options: Provide a comparison spreadsheet of different options within the budget. Opt for reasonable over the cheapest options.
  • Booking Approval: Get approved by Elmar.
  • Accommodations and Commute: After obtaining approval, book your stay, conference registration, accommodations, etc. 

Travel Insurance

  • Carry Insurance Documentation: If traveling abroad, particularly outside the EU, bring a printed copy of the university’s or other relevant insurance policy

Visa Requirements

  • Include Embassy Commute: If a visa is necessary, incorporate the embassy commute in the travel system and communicate this to the secretary for travel cost reimbursement.
  • Visa Application Time: Visa application efforts are recognized as working hours.

After the Travel

  • Receipts: After the end of the trip, provide Regina with all the receipts, invoices, and tickets from:
      • Airplanes, trains, buses, and boats: tickets, invoices, bank statement
      • Accommodation: invoice, bank statement
  • Registrations: invoice, bank statement
  • etc.

 

Important Notes

  • OEBB Trains: The chair has a membership with OBB, please book the ticket in the user’s name. You can obtain the user’s login information from Regina.
  • After the travel: Keep all original receipts and submit them to Regina after returning.
  • Report Everything: Due to Austrian law for work insurance coverage, you must inform Regina by email if you will be outside the university zone during working hours, even for a few hours.
  • Private Stay: A private stay cannot exceed 50% of the duration of the working days. For example, if a conference is for six days, your private stay must be a maximum of three days. Otherwise, the university will cover only 50% of the flight tickets and hotel.

Tips:

  • Credit card with travel coverage (check if hospitalization is included for overseas)

Organizing Wiki Page Categories

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Here’s a guide on how to label your categories effectively:

  1. wiki_phds: This category should encompass all aspects of your day-to-day life as a PhD student.

  2. wiki_road_to_thesis: Include guidelines, tips, and resources related to various stages of thesis writing, from proposal development to final defense preparations.

  3. wiki_hard_software: Use this category to share information, tutorials, and updates about the hardware and software used in your research projects.

  4. wiki_scientific_research_aspects: Discuss methodologies, data analysis techniques, experimental setups, and anything else related to the scientific rigor of your work.

  5. wiki_teaching_aspects: This category is dedicated to sharing insights, strategies, and resources for effective teaching, whether it’s leading a seminar, designing a course, or mentoring undergraduates.

  6. wiki_career_aspects: This category covers everything related to career development and professional growth.

The category label determines where the post will appear in its respective section.