Update (as of 5 Feb 2025)

The university has an insurance for all employees for business trips. Thus, whenever you officially applied for a business trip (via MUOnline) and after the trip is granted, you are insured. The insurance includes many aspects, including medical treatment, retrieval, lost bags, etc.  Note: Thus, even for trips to the USA, you do not need a private insurance.  

This post is intention to help future international PhD students to ease their enrollment process.

Step 1: Find a mentor and prepare your documents

You need to find a topic, working title, individual curriculum and supervising team (supervisor and mentor) yourself to be able to fill out the form. According to our curriulum for the doctoral studies the mentor needs to have a venia docendi. 

If your degrees are not from a EU country, you need a full authentication or an Apostille of your documents (and the translations, if your documents are not in English), please inform yourself if you’d need either an authentication or Apostille for Austria! This is valid for both, Master’s documents as well as bachelor’s!

If you can not obtain an authentication/Apostille we also accept a translation of your 4 academical documents by an officially licenced translator in Austria instead.

Step 2: Applications form

You have also required to fulfil 20 ECTS, they have to be split in main and secondary subject:

• Courses that don’t have anything to do with your subjects (language courses etc.) you can do up to 4 ECTS

• Privatissima (talking to your prof, SE type) for a maximum of 4 ECTS

• There is no limit on IV courses

• And you can also have stuff (eg. summer school) from other unis, however you have to go through the equality process (they will check if it really is equal to the ects here)

These stated in the curriculum, which is in German.

Example course:

Step 3: Online registration for graduates of Non-Austrian University

Create a basic account in MUonline of the university. You have to create a student account even you have a staff account.

p/s: Sign out your staff account when you’re in the process of creating a basic account.

Detailed admission process at here.

Step 4: Waiting and make appointment to verify the real document

New Obligation: Submit along comparitive offers

(This starts from 30 July 2024)

You are required to submit a comparative analysis of the prices for your trip along with other documents for claims.

Documents to submit and print in hard copy:

• Conference/summer school schedule
• Transport ticket (flight/intercity train/city train/bus)
• Registration fee
• Spesenabrechnung/Reisekostennachweis (from SAP)
• Accomodation
• Comparative analysis of the prices (only be paid 50% of the flight costs, if this document is not submitted along)

New Obligation: Monthly data entry for öbb tickets

(This starts from 26 Jun 2024)

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

Procedure to submit paperwork to Financial Department

Published on 21 May 2024

Update 1 on 26 Jun 2024

Update 2 on 30 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.

Kindly ask for permission before proceed to poster printing.

To print a poster, you can either go for:

Option 1: Mail Boxes Leoben

Price list:

A0: ~20.00 euro

CPS account: KST 101900

Email them, and they will record at CPS account.

Option 2: ÖH Leoben

Fill the form at : https://www.oeh-leoben.at/de/plotauftrag

Price list:

A0: ~6.63 euro

A1: ~3.35 euro

Only cash payment, and pay it when obtaining.

Here’s a link to download logos in full resolutions:

https://qm.unileoben.ac.at/en/qm-documents/q4-communication

Put your documents at TravelApplications/drafts

Here: https://cloud.cps.unileoben.ac.at/index.php/f/977844

Create the folder with your name

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)

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.

Robot serial number:20225300304

Passwords:

• safety: 0000

New Checklists from SSC

As of 20th of January 2024, the Vice Rector for studies, digitalization and international affairs, Thomas Prohaska, sent out new general guidelines for Mastertheses on the Montanuniversity of Leoben.

English Versions

• Guideline Supervision of Mastertheses
• Checklist Supervision of Masthertheses

German Versions

• Leitfaden Betreuung von Masterarbeiten für Betreuende
• Checkliste Betreuung von Masterarbeiten für Betreuende

German Version of the Checklists – CPS

• Checkliste Betreuer
• Checkliste Student

English Version of the Checklists – CPS

• Checklist Supervisor
• Checklist Student

Für Exporte u. Importe aus dem Nicht-EU Ausland

• Zollvorschriften: https://mydhl.express.dhl/at/de/help-and-support/customs-clearance-advice/customs-regulatory-updates.html
• HAM. Code check: https://hs.e-to-china.com/

Importe / Exporte über die DHL

Hier sollen alle Daten vorab auf MyDHL+online eingetragen werden.

Hilfe gibte es hier

• https://dhl-news.com/624-82NYR-FTBW2X-4YH5EJ-1/c.aspx

Ansprechperson MUL

Finanzbuchhaltung: Nadja Schulhofer (nadja.schulhofer@unileoben.ac.at).