Business Travel & Expense reimbursement

Business Travel  & Expense Reimbursement, what's the difference?

Business trips on behalf of GSI/FAIR usually start and end at GSI/FAIR (or private address in the vicinity of GSI/FAIR).
Business trips are handled and coordinated by the Travel group in the HR department.
Flight and rail tickets must be purchased via our travel agency and the general travel guidelines must be adhered to.

Expense reimbursements are funded from a variety of sources and therefore have different rules and forms. They are usually processed in the hosting departments and then passed on to the finance department for payment. In some of these processes the Welcome Office is involved.

GSI/FAIR Business Travel of Users and Guests

Only GSI/FAIR Users and Guests with a valid GSI/FAIR guest agreement can make business travels on behalf of GSI/FAIR.

A travel request can only be made if a master data record in SAP exists. The necessary data is transferred from the guest agreement to SAP. Link to information on SAP Travel Solution (FI-TV).

Please note: At the moment this is not yet a digital process.

Access to the travel solution for externals, guests and  users without SAP access
For users and guests without SAP Access the travel request in SAP is made via the so-called "assistance function" by a GSI/FAIR employee who has authorization for this role.
The request for an externals can only be made if a master data record in SAP exists.

If there is no master data record in SAP of the external user and/or guest, please:

  • check if  there is a valid guest agreement (link to guest-overview, you will have to login with your GSI Weblogin and can only see the guests from your department)
    • if yes, send an email to guest-pay(at)gsi.de with the name of the person.
    • if no, the user of guest should register as soon as possible www.gsi.de/welcome/registration
      • Hint: For all users - or those who will become users - it is worth registering as a GATE-User first and starting the GSI guest registration from there. Advantages: You can access and change your own data at any time.

Timeline and Todos:

Once the data exist in SAP, travel requests can be submitted.

Please note: In addition, we ask everyone with a GATE-USER account to make those changes in the personal GATE-USER area as well. As soon as this process is digitized, the changes will be transferred from the GATE-USER to SAP automatically and the email is no longer needed.

Bank account details must be provided before submitting the travel expenses.
We must be able to verify that the data provided originates from the guest themselves.
Please upload a signed typed document here.

Please note: If the bank account is not an IBAN Account, please ask the receiving bank what information is needed to transfer money from an IBAN to their system.

General information needed:

  • Name of the bank (including address)
  • Bank Branch
  • Bank and Branch code
  • SWIFT / BIC

For question please send an email to guest-pay(@)gsi.de .

Expense Reimbursement for External Users and Guests

Expense reimbursements are funded from a variety of sources and therefore have different rules and forms. They are usually processed in the hosting departments and then passed on to the finance department for payment. In some of these processes the Welcome Office is involved.

Important information: only expense reimbursement forms containing the date of birth and nationality will be accepted.

Example (general form from the financial department):


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