The BMS encourages students (both in Phase I and Phase II) to attend mathematical conferences, summer/ winter schools or workshops that further their mathematical education!
Please also use the trip as an opportunity to represent the BMS.

Read the instructions before starting any application for travel cost reimbursement!

Important rules in short

• All documents must be submitted in the original paper form or (if it is an online document) printed out and signed!
• All signatures must be done by hand with a blue pen.
• You must prove that the expenses were business related and were paid by you!
• Phase I students: One trip during Phase I
• Phase II students: One trip per year during Phase II
• Funding is not guaranteed, a final decision will depend on the annual BMS travel budget.
• The reimbursement will be restricted to travel and accommodation costs for the duration of the conference and conference fees if applicable.
• The BMS does not pay a daily allowance (Tagegeld).
• A private stay/holiday added to the conference trip may be no longer than five consecutive business days as per the Bundesreisekostengesetzt. If you combine a business trip with a private stay, you will not be reimbursed for any costs occurring only because of the private stay (e.g. higher travel costs, accomodation).

If you only require the reimbursement of a conference fee, please check here: https://www.math-berlin.de/students/travel-regulations/for-language-courses-or-conference-fees

Read the instructions before starting any application for travel cost reimbursement!

1. EMAIL to ask for funding

If you would like to apply for travel funding from the BMS, please contact Heather Heintzel (This email address is being protected from spambots. You need JavaScript enabled to view it.) and mention the following:
- purpose and dates of trip
- total costs (incl. details)
- if you will give a talk/ present a poster
- if your advisor/ supervisor already agreed
- if you have any other funding sources to cover these expenses

If you are attending the conference without any contribution, the BMS requires an email supporting the trip from your advisor (Phase I) or supervisor (Phase II).

If you are contributing to the conference by giving a talk, presenting a poster or similar activities, you must mention the BMS as financial support. You can download the logo here: https://www.math-berlin.de/media-press

After we have agreed to fund your trip, you can go ahead and book transport and accomodation while keeping in mind the instructions and taking screenshots of price comparison websites. If you need to book a more expensive flight/ train ticket or hotel room for any reason, you must explain so in a written statement (preferably in German) so the TU travel cost department can understand your choice.

2. APPLICATION for conducting official travel (Dienstreise)

Read these detailed instructions before filling in the documents!

You must submit the following documents in the original paper form with your original signature (on each document) to Heather Heintzel (TU, MA 8-1, office MA 877) at least 3 weeks before your departure date. You can submit your documents by postal mail, drop them in the mailbox in front of MA 877 or make an appointment with Heather.

1. Scholarship recipients, FU and HU students, please use: "Application for conducting travel by non-TU personnel" (German version). (Guide on how to fill out the form)
    TU WiMis (employees), please use this application form for TU personnel: "Application for official travel" (German version) which must be signed by your supervisor.
2. Program (can be a printed screenshot of the conference website) to prove the dates.
3. Invitation / Registration
4. Proof of conference fees (if applicable)
5. Proof of travel costs (e.g. screenshot of a price comparison website or ticket)
6. Proof of accomodation costs (e.g. screenshot of a price comparison website or reservation)
7. Scholarship recipients, FU and HU students: Filled out "Stammdatenblatt"/ Info on personal details (for the TU accounting department) (English translation).
    TU WiMis (employees) do not need to fill in this form but give their personnel number on the application and reimbursement forms.
8. If you are not giving a talk/ presenting a poster, letter or email by your advisor or supervisor confirming your attendance.
9. If necessary, a letter explaining any special circumstances: e.g. somebody else booked the tickets for you (confirmation from that person that you paid them back), explanation on public transport if the ticket does not show dates/ amount / journey details etc.

You may receive 80% of your anticipated costs as an advance payment. If you do not have enough funds to book your tickets before you receive the advance payment, please include this info in your application (e.g. on the screenshots / in a letter).

A1 Confirmation (WiMis / employees only): For business trips abroad, you should usually carry an A1 confirmation with you. Your HR department can issue this. (Link for TU employees, Link for FU employees)

3. REIMBURSEMENT FORMS after your trip

Read these detailed instructions in English.
You must submit the following documents in the original paper form with your original signature (on each document) to Heather Heintzel (TU, MA 8-1, office MA 877) at the latest 5 months after your return date. You can submit your documents by postal mail, drop them in the mailbox in front of MA 877 or make an appointment with Heather:

1. "CLAIM for travel expenses" (German version). 
2. "FORM for travel expenses" (German version). (Guide on how to fill out the form)
3. Proof of all payments / invoices incl. your original signature and if necessary, a currency conversion using oanda (see instructions).
4. If necessary, a letter explaining any special circumstances: e.g. somebody else booked the tickets for you (confirmation from that person that you paid them back), explanation on public transport if the ticket does not show dates/ amount / journey details etc.

After your travel cost reimbursement has been processed by the TU, you will receive a formal letter informing you about the amount you will get reimbursed or asking you to pay back part of your advance payment. You need to read this letter! If there is something in there, you do not understand, please contact Heather Heintzel (This email address is being protected from spambots. You need JavaScript enabled to view it.).

A few requests for submitting your documents:

Remember to sign every invoice and form with a blue pen!

Please tape smaller invoices or boarding passes to scrap paper so they do not get lost and can be copied easier.

Please print double sided if possible and only the relevant pages so as to waste as little paper as possible. E-Mail confirmations or e-tickets often contain several pages of advertisments that do not need to be printed.

Please sign your invoices with some space around your signature as we need to put a stamp above your signature that says "This is an online original invoice..."

Please do not staple anything. Every single staple needs to be removed for copying.