imk-tro wiki - User contributions [en]

Software

2023-06-23T08:31:52Z

Jv0059:

== Essential Software ==
The following is a list of essential software packages and the links to their web pages:

Many of these can be installed using anaconda [https://www.anaconda.com/].

==== CDO ====
https://code.mpimet.mpg.de/projects/cdo/.

Note that CDO has a lot of built-in functions that are not well documented, but details about these can be usually found in their discussion forums, https://code.mpimet.mpg.de/projects/cdo/boards.

==== Python ====
Instructions on how to download and install Python for all OSs can be found at: https://www.python.org/.

It is usually recommended to use the Anaconda distribution to install Python. Details on how to do this are here: https://www.anaconda.com/

Python can be combined with a good Integrated Development Environment (IDE) of your choice. All existing IDEs have their pros and cons. Some of the most popular IDEs are the following:

*IDLE [https://docs.python.org/3/library/idle.html]
*PyCharm [https://www.jetbrains.com/pycharm/]
*Visual Studio Code[https://code.visualstudio.com/]
*Sublime Text [https://www.sublimetext.com/3]
*Jupyter [https://jupyter.org/]
*Atom [https://www.javatpoint.com/atom-python]
*Spyder [https://www.spyder-ide.org/]

Python boasts a large number of packages. Some of the most used packages for manipulating large files in NetCDF, HDF5 or CSV formats are the following:

'''Data analysis''':
*NumPy [https://numpy.org/]
*xarray [https://docs.xarray.dev/en/stable/#], easy handling of large nc files.
*pandas [https://pandas.pydata.org/]
*SciPy [https://scipy.org/]
'''Parallel computing, Machine learning, Deep learning etc.''':
*dask [https://www.dask.org/]
*scikit-learn [https://scikit-learn.org/stable/]
*Keras [https://keras.io/]
*PyTorch [https://pytorch.org/]
*TensorFlow [https://www.tensorflow.org/]
*multiprocessing [https://docs.python.org/3/library/multiprocessing.html]
'''Data visualization''':
*seaborn [https://seaborn.pydata.org/]
*matplotlib [https://matplotlib.org/]
*Bokeh [https://docs.bokeh.org/en/latest/]
*plotly [https://plotly.com/]
*Geoplotlib [https://github.com/andrea-cuttone/geoplotlib]
Most of these packages are distributed through either '''Conda''' [https://docs.conda.io/projects/conda/en/latest/user-guide/concepts/installing-with-conda.html] or '''Pip''' [https://packaging.python.org/en/latest/tutorials/installing-packages/].

On top of these, various users also create packages tuned for specific purposes. They are usually made public through '''GitHub''' [https://github.com/python].

Various forums exist for the sole purpose of clearing specific questions about coding. One such forum is '''stackoverflow'''[https://stackoverflow.com/]. '''Medium''' [https://medium.com/] is also a good source for reading up about new ideas and tools in Python and other languages.

== Visualisation ==

The visualisation of "nc" files can be made easier using:

* NcView [https://cirrus.ucsd.edu/~pierce/software/ncview/quick_intro.html]
* Panoply [https://www.giss.nasa.gov/tools/panoply/]
* Paraview for 3D rendering [https://www.paraview.org/], note this one requires more computational power and should ideally be run through a supercomputer via VNC client.
* Cartopy (python package) for maps [https://scitools.org.uk/cartopy/docs/latest/]
* Matplotlib (standard python package) [https://matplotlib.org/]

== Colourblind Friendly Plotting Tools==

Here's a list of a few websites that have information and also palette generation for colourblind friendly plots:

* https://colorbrewer2.org/#type=sequential&scheme=BuPu&n=9
* https://hclwizard.org/
* http://hclwizard.org:3000/hclwizard/

== HPC (High-performance computing) commands ==
Usefull commands based on slurm [https://slurm.schedmd.com/], which is mainly used on large clusters are:
* sbatch [https://slurm.schedmd.com/sbatch.html]
:- Useful is the --array option to submit a job array, using the index as an argument. This can be used, for example, to apply an analysis to many files or a large dataset. (e.g. sbatch --array=0-99 script.sh)
* squeue -l
* salloc
* sinfo

Business trips

2023-04-18T16:25:01Z

Jv0059:

== '''Business Trips (CS and CN employees)''' ==

''Courtesy of AG Grams''

Here you find all information for business trips. Most links only work when you have a VPN connection to KIT!

All KIT official information are provided in German (thank you) here: [https://www.pse.kit.edu/dienstreisen.php].

And the legal stuff here: [https://www.pse.kit.edu/650.php]

Also see the IMK FAQ respective section (might be not uptodate) here: [https://www.imk-tro.kit.edu/english/interna/7399.php]

'''Note''': different rules, forms, travel agencies currently apply for CS / CN! Depending on from which funding the trip will be paid or on which contract you are the respective rules apply. Standard case is that you use the form according to which contract you are on.

There is a '''KIT-Helpline''' via ArbMedVV (Email vom Bereich vom 27.7.2018) 24h emergency respone: +49 (0) 7121433660 [www.sos-call.eu] In case you have trouble during a business trip (health, crime, lost things). see [https://www.pse.kit.edu/intranet/dienstreisen/Vorsorgeuntersuchungen%20bei%20Dienstreisen.pdf]

=='''Step 1: Business travel form and A1 form''' ==

'''Travel form'''

Fill out the business travel request form. Bring it to the secretary and let it sign there. It is mandatory to register each trip to ensure insurance coverage via KIT.

'''CS''': only the first page! Bring it to Ms. Alexandra Beideck. (secretary CS)
'''CN''': only the first paragraph! Bring it to Ms. Sarah Schneitz. (secretary CN)

If you are not at campus,

'''CS''': you can also fill it in online and send it (digitally signed!) to alexandra.beideck@kit.edu. (secretary CS)
'''CN''': you can also fill it out by hand, scan it and send it to sarah.schneitz@kit.edu (secretary CN)

What happens with the form:

'''CS''': You will get it back after a few days with a travel number on top. '''Keep that travel request form, you will need it after the business trip to get your money back!'''
'''CN''': The ''yellow carbon'' copy will be forwarded to the Zeiterfassung to register the trip in ESS. You will get the form back latest after the business trip, keep it and fill it out to get your money back.

'''IMPORTANT FOR ALL''': if you reimburse money, also if you got an advance payment (Vorschuss), you always must send the form back via the secretary after the trip.

'''CS''': You find the travel request form here as PDF: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.pdf] or here as WORD: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.doc] The form for the advance payment (Vorschuss) you can find here as PDF:[https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_VS_01_10-13.pdf] or here as WORD:[https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_VS_01_10-13.doc]
'''CN''': You get the paper form from Sarah Schneitz or Rosi Gräbner or Roswitha in the CN secretary offices. Please use a pen and press hard, so that carbon copies print through!

The PhD's have made an English translation of the form, it might be helpful:

'''CS''': [https://www.imk-tro.kit.edu/trowiki/images/9/93/Business_Travel_Form_CS_translated.pdf]
'''CN''': [https://www.imk-tro.kit.edu/trowiki/images/f/f2/Business_Travel_Form_CN_translated.pdf]

'''A1 form (only EU, EWR, CH, UK travelling)'''

You need the A1 form / Entsendung when travelling on mission for KIT within EU/EWR/CH/UK: online form well before travelling: [https://my.scc.kit.edu/shib/a1.php]. Not sure which rules apply for other countries.

== '''Step 2: Book your flight/train/hotel''' ==

When booking hotel/flights/train tickets, ALWAYS specify the institute address as the billing address. This address applies for all bills to KIT (including papers, conferences, etc):

The correct address for '''Campus South''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Kaiserstraße 12
76131 Karlsruhe

The correct address for '''Campus North''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Hermann-von-Helmholtz-Platz 1
76344 Eggenstein-Leopoldshafen

'''KIT VAT Number (both campuses)'''

KIT VAT number DE266749428

'''The actual procedures'''

KIT has a travel agency which in principle would book everything for you. Note for CS this is currently DER Stuttgart (only flights and trains). For CN it is DER business travel located at CN (flights, trains, hotels). Our general impression is that this service is slow and somehow an extra burden (extra forms) and therefore not worth the extra fees they charge when booking hotels (only CN) or trains through them. However, they are quite helpful for finding flights and often have better cancellation policies. So for long-distance flights which are expensive and might have to be changed, definitely go with them, but plan well ahead. For expensive train tickets it might also be better to go through the agency.

''Travelling by train'': If you travel by train, you can either book it by yourself and hand in later the invoice and proof of payment (in the form of a bank statement) or let it get booked by the travel agency at KIT. If you decide to do the latter, you can find the templates and the exact procedures here:
'''CS''' train form: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.doc] or as PDF document here [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.pdf]
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

''Travelling by plane'':
'''CS''' flight form: Fill out the form and send it to the travel agency via email (you will find the email address in the form): [https://www.pse.kit.edu/intranet/dienstreisen/2021_DER_Stuttgart_Bestellformular_Flug_LandBW.docx].
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

They will then come back to you via email and they will then send you offers. In this case you don't have to pay something by yourself, it will already be charged with the project money!

Book a hotel: If you stay over night, you might need to book a hotel. The easiest (and most safe) way is to do it by HRS: [https://www.hrs.de/web3/?clientId=ZGVfX2J2YXp1d2U,1]. You need to log in with the password provided here: [https://www.pse.kit.edu/1075.php].)
'''CS''': '''The most important thing is that you stay below 95€ per night per person''' as Campus South employee! You can directly book the hotel via this webpage and don't forget to fill in the institute address as billing address!
'''CN''': '''Only hotels which stay below 70€ per night per person will be reimbursed as Campus North employee without further question'''! In addition also hotels with the "TMS" Logo will be reimbursed. HRS lists the local allowance (Bund) for the destination, which is helpful. In doubt ask back, and see information below.

It might be that you have to pay the hotel by yourself once you arrive, so don't forget to hand in later (in Step 3) the invoice and proof of payment (in the form of a bank statement).

There are partner hotels of KIT, which you can find here for hotel within Germany: [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Inland%202022%20Stand%202022-02-18.xlsx] and here for hotels out of Germany [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Ausland%202022%20Stand%202022-02-18.xlsx]

'''IMPORTANT''': If you want or need a hotel other than listed, either (1) stay below the limit, (2) give proof of what an allowed hotel on HRS would have costed (screenshot), (3) talk back to your group leader and write a written explanation why you need to stay in that hotel (e.g. specific conference hotel during a workshop).

== '''Step 3: Get back the money you spent''' ==

After you returned from your business trip you need to collect all your invoices from the trip and get the proof of payments in form of a bank statement. Now you fill out the second page (CS) / the remaining section (CN) of the travel request form and bring that form together with all invoices and the bank statements to the respective secretary. After 2-3 months you will receive a letter (CS) / an email (CN) with the information that your payment has been processed by the human resources department and also the information how much money you will receive. The money will be transferred to your specified account.

In addition to the expenses you had you get daily allowances. These depend on your destination. For Germany:

* 24h absence 24€/100%; >8h absence 12€/80%; <8h 0%
* if you get a meal (as part of hotel / conference) this allowance will be cut by 20% for breakfast 40% for lunch, 40 % for dinner (thus for Germany from 24€ cut by 4.80/9.60/9.60)

Contact persons for requests of the processing at HR = PSE:

'''CN''': Jacob, Vera (PSE) vera.jacob@kit.edu Tel. 25016 (contact only as last resort, always indicate the travel form number, be polite)

== '''Further information''' ==

Please check the various PSE pages (in German) and IMK FAQ for specific things. All rules are explained there. The most frequent things we list below:

'''Combining business trip and holidays'''

'''CS''': in principle you can do that and we also encourage it if you travel long distance by plane (make most out of the carbon emission). Still talk to group leader and eventually the HR (PSE) person.
'''CN''': you can extend a stay by at most 5 working days, otherwise the transportation will not be reimbursed (private character of the trip).

'''Vorschuss - advance payment'''

You can request an advance payment, in particular if you have to pay expensive registration fees, hotels, trains, flights on your own in advance. You need to give a proof of the payments already made (invoice, bank statement) or a proof of the anticipated costs (e.g. conference announcement, informal letter listing the expected costs). Talk to group leader.

'''Paying invoice via institute'''

* First fill out and get signed your Dienstreisenatrag.
* Make sure that the invoice is properly done. It should contain:
* adress (CN or CS) and '''KIT5250''' (in the address field or subject line; without quotation marks, spaces or hyphen)
* detailed information about issuer: address of the institution, bank account of the institution, bank name, BIC, official adress associated with the account (which might sometimes differ from the account of the institution), contact details
* ''What's important is that you are not the one sending the invoice but it has to be send by issuing institution to rechnung@fima.kit.edu''

Bahncard'''
'''
DB Bahncard 25/50/100 can be reimbursed if you make proof that you save the costs via the savings made on business trips. Either do it afterwards, handing in all receipts of DB tickets, where you used your bahncard on business trips or make a projection of planned trips and KIT will directly pay for a Bahncard. For us the first option might apply if at all.

'''Only online conference fees'''

If you have a single invoice, do not do the travel form procedure. Instead go via an invoice, use this form [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/892281a12907134dd538a43d82a0a1ce/ErstattungAuslagen_IMK-TRO_virtuelleKonferenzen.docx] and follow the following procedure (Email of Roswitha from 14.1.2021) (collapsable menu):

* Before registering, please obtain written permission from the group leadership (please with a separate email that refers only to this process, subject: "Permission to attend virtual conference XY"). The e-mail reply from the group leader should also include information about the project from which the costs are to be paid (for Transregio W2W, please specify the exact subproject).
* It is neither necessary nor desired to create an order in SAP!
* For all invoices, the central KIT address (Kaiserstr. 12 or Hermann-von-Helmholtz-Platz) must be given as the invoice address. Invoices issued to a private address cannot be reimbursed.
* If invoices are to be paid directly by our financial department, please specify rechnung@fima.kit.edu as the invoice e-mail address and specify the cost center (Kostenstelle) with the prefix "KIT" as the invoice reference (i.e., KIT5250 (CN) KIT??? (CS), without spaces or hyphens!)! If not possible otherwise, the cost center can also be indicated in the address field.
* After the conference please hand in the following documents to Rosi Gräbner:
E-mail printout of the approval of the participation including the information from which project the costs are to be paid
Printout of all invoices
If abstract fees are billed: Receipt showing active participation (conference program or similar).
Bank statements as proof of payment (please black out all information about other bookings).

This procedure only applies to virtual conferences. In general, it is seldom necessary and should therefore be avoided to lay out costs privately, especially for the procurement of equipment.

Rosi Gräbner (rosalba.graebner@kit.edu) will be happy to answer any questions in this regard - preferably before payments are made.

General Info

2023-02-21T12:26:48Z

Jv0059:

'''Page for random information that does not fit in anywhere else!'''

== '''Mental Health Offers at KIT''' ==

Mental Health First Aid: soon to be filled, meanwhile contact Selina Kiefer (selina.kiefer@kit.edu, CN, Building 435, Room 501, 0721 608-28715)

General Support for Severe Issues: Conflict Management and Psychosocial Counseling (KMB) at KIT -> https://www.kmb.kit.edu/english/index.php

Offers by the "Netzwerk Gesundheit" ("Network Health") at KIT: https://gesundheit.net.kit.edu/50.php (only intranet)

e.g. Online active break WS 2022/2023:

Monday/Thursday: 13.45 -14.00 h
https://us04web.zoom.us/j/76281698502?pwd=DtjVbScK49vcrT9Ggt2oR1MFaOUDAa.1
Meeting-ID: 762 8169 8502; Kenncode: Ze2AUT

Tuesday/Wednesday: 11.15-11.30h
https://us04web.zoom.us/j/79566102771?pwd=bHb3kCAJ4ZjfEb7zwkVZjv42WVXMbb.1
Meeting-ID: 795 6610 2771; Kenncode: fc7TKT

== '''Reporting Building Incidents at CS''' ==

A description on how to report building related incidents (e.g. lights, heating, doors, windows, sanitary facilities,...) is described [https://www.fm.kit.edu/english/124.php here].

In case of an urgent incident you can call them, otherwise there is a [https://tts.fm.kit.edu/(wavewareprod)/1141/Start.html web formular], to set up a ticket specifying the incident.

== '''Booking the Library at CS''' ==

* In your KIT Outlook choose the Calendar (works on web client).
* To add the calendar for the library:
*# Click on "Add calendar" - "From directory"
*# Type in, select, and open: IMK-TRO-lib-13.16-cs
* To add a new appointment:
*# Click on "New"
*# Select date and time and name of event (optional)
*# Under "People" add lib-13.16-cs@imk-tro.kit.edu and send the calendar appointment, if the library is free during this time you will get an email saying your request was accepted.

== ''' Colourblind Friendly Plotting Tools''' ==

Here's a list of a few websites that have information and also palette generation for colourblind friendly plots:

* https://colorbrewer2.org/#type=sequential&scheme=BuPu&n=9
* https://hclwizard.org/
* http://hclwizard.org:3000/hclwizard/

Business trips

2023-02-03T09:50:44Z

Jv0059:

== '''Business Trips (CS and CN employees)''' ==

''Courtesy of AG Grams''

Here you find all information for business trips. Most links only work when you have a VPN connection to KIT!

All KIT official information are provided in German (thank you) here: [https://www.pse.kit.edu/dienstreisen.php].

And the legal stuff here: [https://www.pse.kit.edu/650.php]

Also see the IMK FAQ respective section (might be not uptodate) here: [https://www.imk-tro.kit.edu/english/interna/7399.php]

'''Note''': different rules, forms, travel agencies currently apply for CS / CN! Depending on from which funding the trip will be paid or on which contract you are the respective rules apply. Standard case is that you use the form according to which contract you are on.

There is a '''KIT-Helpline''' via ArbMedVV (Email vom Bereich vom 27.7.2018) 24h emergency respone: +49 (0) 7121433660 [www.sos-call.eu] In case you have trouble during a business trip (health, crime, lost things). see [https://www.pse.kit.edu/intranet/dienstreisen/Vorsorgeuntersuchungen%20bei%20Dienstreisen.pdf]

=='''Step 1: Business travel form and A1 form''' ==

'''Travel form'''

Fill out the business travel request form. Bring it to the secretary and let it sign there. It is mandatory to register each trip to ensure insurance coverage via KIT.

'''CS''': only the first page! Bring it to Ms. Alexandra Beideck. (secretary CS)
'''CN''': only the first paragraph! Bring it to Ms. Sarah Schneitz. (secretary CN)

If you are not at campus,

'''CS''': you can also fill it in online and send it (digitally signed!) to alexandra.beideck@kit.edu. (secretary CS)
'''CN''': you can also fill it out by hand, scan it and send it to sarah.schneitz@kit.edu (secretary CN)

What happens with the form:

'''CS''': You will get it back after a few days with a travel number on top. '''Keep that travel request form, you will need it after the business trip to get your money back!'''
'''CN''': The ''yellow carbon'' copy will be forwarded to the Zeiterfassung to register the trip in ESS. You will get the form back latest after the business trip, keep it and fill it out to get your money back.

'''IMPORTANT FOR ALL''': if you reimburse money, also if you got an advance payment (Vorschuss), you always must send the form back via the secretary after the trip.

'''CS''': You find the travel request form here as PDF: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.pdf] or here as WORD: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.doc]
'''CN''': You get the paper form from Sarah Schneitz or Rosi Gräbner or Roswitha in the CN secretary offices. Please use a pen and press hard, so that carbon copies print through!

The PhD's have made an English translation of the form, it might be helpful:

'''CS''': [https://www.imk-tro.kit.edu/trowiki/images/9/93/Business_Travel_Form_CS_translated.pdf]
'''CN''': [https://www.imk-tro.kit.edu/trowiki/images/f/f2/Business_Travel_Form_CN_translated.pdf]

'''A1 form (only EU, EWR, CH, UK travelling)'''

You need the A1 form / Entsendung when travelling on mission for KIT within EU/EWR/CH/UK: online form well before travelling: [https://my.scc.kit.edu/shib/a1.php]. Not sure which rules apply for other countries.

== '''Step 2: Book your flight/train/hotel''' ==

When booking hotel/flights/train tickets, ALWAYS specify the institute address as the billing address. This address applies for all bills to KIT (including papers, conferences, etc):

The correct address for '''Campus South''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Kaiserstraße 12
76131 Karlsruhe

The correct address for '''Campus North''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Hermann-von-Helmholtz-Platz 1
76344 Eggenstein-Leopoldshafen

'''KIT VAT Number (both campuses)'''

KIT VAT number DE266749428

'''The actual procedures'''

KIT has a travel agency which in principle would book everything for you. Note for CS this is currently DER Stuttgart (only flights and trains). For CN it is DER business travel located at CN (flights, trains, hotels). Our general impression is that this service is slow and somehow an extra burden (extra forms) and therefore not worth the extra fees they charge when booking hotels (only CN) or trains through them. However, they are quite helpful for finding flights and often have better cancellation policies. So for long-distance flights which are expensive and might have to be changed, definitely go with them, but plan well ahead. For expensive train tickets it might also be better to go through the agency.

''Travelling by train'': If you travel by train, you can either book it by yourself and hand in later the invoice and proof of payment (in the form of a bank statement) or let it get booked by the travel agency at KIT. If you decide to do the latter, you can find the templates and the exact procedures here:
'''CS''' train form: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.doc] or as PDF document here [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.pdf]
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

''Travelling by plane'':
'''CS''' flight form: Fill out the form and send it to the travel agency via email (you will find the email address in the form): [https://www.pse.kit.edu/intranet/dienstreisen/2021_DER_Stuttgart_Bestellformular_Flug_LandBW.docx].
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

They will then come back to you via email and they will then send you offers. In this case you don't have to pay something by yourself, it will already be charged with the project money!

Book a hotel: If you stay over night, you might need to book a hotel. The easiest (and most safe) way is to do it by HRS: [https://www.hrs.de/web3/?clientId=ZGVfX2J2YXp1d2U,1]. You need to log in with the password provided here: [https://www.pse.kit.edu/1075.php].)
'''CS''': '''The most important thing is that you stay below 95€ per night per person''' as Campus South employee! You can directly book the hotel via this webpage and don't forget to fill in the institute address as billing address!
'''CN''': '''Only hotels which stay below 70€ per night per person will be reimbursed as Campus North employee without further question'''! In addition also hotels with the "TMS" Logo will be reimbursed. HRS lists the local allowance (Bund) for the destination, which is helpful. In doubt ask back, and see information below.

It might be that you have to pay the hotel by yourself once you arrive, so don't forget to hand in later (in Step 3) the invoice and proof of payment (in the form of a bank statement).

There are partner hotels of KIT, which you can find here for hotel within Germany: [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Inland%202022%20Stand%202022-02-18.xlsx] and here for hotels out of Germany [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Ausland%202022%20Stand%202022-02-18.xlsx]

'''IMPORTANT''': If you want or need a hotel other than listed, either (1) stay below the limit, (2) give proof of what an allowed hotel on HRS would have costed (screenshot), (3) talk back to your group leader and write a written explanation why you need to stay in that hotel (e.g. specific conference hotel during a workshop).

== '''Step 3: Get back the money you spent''' ==

After you returned from your business trip you need to collect all your invoices from the trip and get the proof of payments in form of a bank statement. Now you fill out the second page (CS) / the remaining section (CN) of the travel request form and bring that form together with all invoices and the bank statements to the respective secretary. After 2-3 months you will receive a letter (CS) / an email (CN) with the information that your payment has been processed by the human resources department and also the information how much money you will receive. The money will be transferred to your specified account.

In addition to the expenses you had you get daily allowances. These depend on your destination. For Germany:

* 24h absence 24€/100%; >8h absence 12€/80%; <8h 0%
* if you get a meal (as part of hotel / conference) this allowance will be cut by 20% for breakfast 40% for lunch, 40 % for dinner (thus for Germany from 24€ cut by 4.80/9.60/9.60)

Contact persons for requests of the processing at HR = PSE:

'''CN''': Jacob, Vera (PSE) vera.jacob@kit.edu Tel. 25016 (contact only as last resort, always indicate the travel form number, be polite)

== '''Further information''' ==

Please check the various PSE pages (in German) and IMK FAQ for specific things. All rules are explained there. The most frequent things we list below:

'''Combining business trip and holidays'''

'''CS''': in principle you can do that and we also encourage it if you travel long distance by plane (make most out of the carbon emission). Still talk to group leader and eventually the HR (PSE) person.
'''CN''': you can extend a stay by at most 5 working days, otherwise the transportation will not be reimbursed (private character of the trip).

'''Vorschuss - advance payment'''

You can request an advance payment, in particular if you have to pay expensive registration fees, hotels, trains, flights on your own in advance. You need to give a proof of the payments already made (invoice, bank statement) or a proof of the anticipated costs (e.g. conference announcement, informal letter listing the expected costs). Talk to group leader.

'''Paying invoice via institute'''

* First fill out and get signed your Dienstreisenatrag.
* Make sure that the invoice is properly done. It should contain:
* adress (CN or CS) and '''KIT5250''' (in the address field or subject line; without quotation marks, spaces or hyphen)
* detailed information about issuer: address of the institution, bank account of the institution, bank name, BIC, official adress associated with the account (which might sometimes differ from the account of the institution), contact details
* ''What's important is that you are not the one sending the invoice but it has to be send by issuing institution to rechnung@fima.kit.edu''

Bahncard'''
'''
DB Bahncard 25/50/100 can be reimbursed if you make proof that you save the costs via the savings made on business trips. Either do it afterwards, handing in all receipts of DB tickets, where you used your bahncard on business trips or make a projection of planned trips and KIT will directly pay for a Bahncard. For us the first option might apply if at all.

'''Only online conference fees'''

If you have a single invoice, do not do the travel form procedure. Instead go via an invoice, use this form [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/892281a12907134dd538a43d82a0a1ce/ErstattungAuslagen_IMK-TRO_virtuelleKonferenzen.docx] and follow the following procedure (Email of Roswitha from 14.1.2021) (collapsable menu):

* Before registering, please obtain written permission from the group leadership (please with a separate email that refers only to this process, subject: "Permission to attend virtual conference XY"). The e-mail reply from the group leader should also include information about the project from which the costs are to be paid (for Transregio W2W, please specify the exact subproject).
* It is neither necessary nor desired to create an order in SAP!
* For all invoices, the central KIT address (Kaiserstr. 12 or Hermann-von-Helmholtz-Platz) must be given as the invoice address. Invoices issued to a private address cannot be reimbursed.
* If invoices are to be paid directly by our financial department, please specify rechnung@fima.kit.edu as the invoice e-mail address and specify the cost center (Kostenstelle) with the prefix "KIT" as the invoice reference (i.e., KIT5250 (CN) KIT??? (CS), without spaces or hyphens!)! If not possible otherwise, the cost center can also be indicated in the address field.
* After the conference please hand in the following documents to Rosi Gräbner:
E-mail printout of the approval of the participation including the information from which project the costs are to be paid
Printout of all invoices
If abstract fees are billed: Receipt showing active participation (conference program or similar).
Bank statements as proof of payment (please black out all information about other bookings).

This procedure only applies to virtual conferences. In general, it is seldom necessary and should therefore be avoided to lay out costs privately, especially for the procurement of equipment.

Rosi Gräbner (rosalba.graebner@kit.edu) will be happy to answer any questions in this regard - preferably before payments are made.

PhD Information

2022-12-09T14:23:57Z

Jv0059: /* PhD Committee and Representatives */

This wiki hopes to cover most information regarding the admin part about doing a PhD at IMK, however there are many other places that also supply information and some are listed here.

== General Information for PhD Students ==
A nice overview about doing a doctorate at IMK(TRO) can be found [https://www.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf here].

== PhD Council and Representatives ==

We have now started a PhD Council at IMK with two representatives in charge of the contact with the group leaders. We are informally in charge of adding things to this wiki as well as other projects for improving PhD life at IMK. If you are interested in joining us or you have small or big ideas send us an email (imk-phd-committee@lists.kit.edu) !

We are aiming at organising a bi-annual PhD Assembly to improve our networking as well as an opportunity to voice any concerns. These will hopefully be in conjunction with the semester start and will be announced in the TRO Newsletter as well through the PhD emailing lists.

== Business trips ==

Please see the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips business trips].

== On-boarding Checklist ==

== Registering as a PhD Student ==

The registration procedure can be quite complicated for a new PhD student, [https://www.imk-tro.kit.edu/trowiki/images/8/80/PhD_induction_day_2022_Registration.pdf here] is the information given on the latest PhD Induction day.

Further information can be found here:

* [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS (Karlsruhe House of Young Scientists)]

* [https://www.imk-tro.kit.edu/interna/7399.php Internal IMK-TRO Page]

* [https://www.khys.kit.edu/doktorandenkonvent-physik/english/index.php# Doktorandenkonvent of the Department of Physics]

* [https://www.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf General info about doing a PhD at IMK-TRO]

== Teaching ==
A nice intro to teaching at the IMK can be found [https://www.imk-tro.kit.edu/trowiki/images/e/e6/Leaflet_Teaching_Participation_IMK_PHD_v20220927.pdf here].

== Reporting building related incidents ==
Please see the page on [[Report building related incidents|reporting building related incidents]].

PhD Information

2022-12-08T11:57:41Z

Jv0059:

== General Information for PhD Students ==
A nice overview about doing a doctorate at IMK(TRO) can be found [https://www.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf here].

This wiki hopes to cover most information regarding the admin part about doing a PhD at IMK, however there are many other places that also supply information:

* [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS (Karlsruhe House of Young Scientists)]

* [https://www.imk-tro.kit.edu/interna/7399.php Internal IMK-TRO Page]

== PhD Committee and Representatives ==

We have now started a PhD Committee at IMK with two representatives in charge of the contact with the group leaders. We are informally in charge of adding things to this wiki as well as other projects for improving PhD life at IMK. If you are interested in joining us or you have small or big ideas send us an email (imk-phd-committee@lists.kit.edu) !

We are aiming at organising a bi-annual PhD Assembly to improve our networking as well as an opportunity to voice any concerns. These will hopefully be in conjunction with the semester start and will be announced in the TRO Newsletter as well through the PhD emailing lists.

== Business trips ==

Please see the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips business trips].

== On-boarding Checklist ==

== Registering as a PhD Student ==

== Teaching ==

== Reporting building related incidents ==
Please see the page on [[Report building related incidents|reporting building related incidents]].

PhD Information

2022-12-08T10:41:41Z

Jv0059:

== General Information for PhD Students ==
A nice overview about doing a doctorate at IMK(TRO) can be found [https://www.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf here].

This wiki hopes to cover most information regarding the admin part about doing a PhD at IMK, however there are many other places that also supply information:

* [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS (Karlsruhe House of Young Scientists)]

* [https://www.imk-tro.kit.edu/interna/7399.php Internal IMK-TRO Page]

== PhD Committee and Representatives ==

We have now started a PhD Committee at IMK with two representatives in charge of the contact with the group leaders. We are informally in charge of adding things to this wiki as well as other projects for improving PhD life at IMK. If you are interested in joining us or you have small or big ideas send us an email (imk-phd-committee@lists.kit.edu) !

We are aiming at organising a bi-annual PhD Assembly to improve our networking as well as an opportunity to voice any concerns. These will hopefully be in conjunction with the semester start and will be announced in the TRO Newsletter as well through the PhD emailing lists.

== Business trips ==

Please see the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips business trips].

== On-boarding Checklist ==

== Registering as a PhD Student ==

== Teaching ==

== Reporting building related incidents ==
Please see the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=building_related_incidents building related incidents].

Business trips

2022-12-08T10:33:04Z

Jv0059:

== '''Business Trips (CS and CN employees)''' ==

''Courtesy of AG Grams''

Here you find all information for business trips. Most links only work when you have a VPN connection to KIT!

All KIT official information are provided in German (thank you) here: [https://www.pse.kit.edu/dienstreisen.php].

And the legal stuff here: [https://www.pse.kit.edu/650.php]

Also see the IMK FAQ respective section (might be not uptodate) here: [https://www.imk-tro.kit.edu/english/interna/7399.php]

'''Note''': different rules, forms, travel agencies currently apply for CS / CN! Depending on from which funding the trip will be paid or on which contract you are the respective rules apply. Standard case is that you use the form according to which contract you are on.

There is a '''KIT-Helpline''' via ArbMedVV (Email vom Bereich vom 27.7.2018) 24h emergency respone: +49 (0) 7121433660 [www.sos-call.eu] In case you have trouble during a business trip (health, crime, lost things). see [https://www.pse.kit.edu/intranet/dienstreisen/Vorsorgeuntersuchungen%20bei%20Dienstreisen.pdf]

=='''Step 1: Business travel form and A1 form''' ==

'''Travel form'''

Fill out the business travel request form. Bring it to the secretary and let it sign there. It is mandatory to register each trip to ensure insurance coverage via KIT.

'''CS''': only the first page! Bring it to Ms. Alexandra Beideck. (secretary CS)
'''CN''': only the first paragraph! Bring it to Ms. Doris Stenschke. (secretary CN)

If you are not at campus,

'''CS''': you can also fill it in online and send it (digitally signed!) to alexandra.beideck@kit.edu. (secretary CS)
'''CN''': you can also fill it out by hand, scan it and send it to doris.stenschke@kit.edu (secretary CN)

What happens with the form:

'''CS''': You will get it back after a few days with a travel number on top. '''Keep that travel request form, you will need it after the business trip to get your money back!'''
'''CN''': The ''yellow carbon'' copy will be forwarded to the Zeiterfassung to register the trip in ESS. You will get the form back latest after the business trip, keep it and fill it out to get your money back.

'''IMPORTANT FOR ALL''': if you reimburse money, also if you got an advance payment (Vorschuss), you always must send the form back via the secretary after the trip.

'''CS''': You find the travel request form here as PDF: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.pdf] or here as WORD: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.doc]
'''CN''': You get the paper form from Doris Stenschke or Rosi Gräbner or Roswitha in the CN secretary offices. Please use a pen and press hard, so that carbon copies print through!

The PhD's have made an English translation of the form, it might be helpful:

'''CS''': [https://www.imk-tro.kit.edu/trowiki/images/9/93/Business_Travel_Form_CS_translated.pdf]
'''CN''': [https://www.imk-tro.kit.edu/trowiki/images/f/f2/Business_Travel_Form_CN_translated.pdf]

'''A1 form (only EU, EWR, CH, UK travelling)'''

You need the A1 form / Entsendung when travelling on mission for KIT within EU/EWR/CH/UK: online form well before travelling: [https://my.scc.kit.edu/shib/a1.php]. Not sure which rules apply for other countries.

== '''Step 2: Book your flight/train/hotel''' ==

When booking hotel/flights/train tickets, ALWAYS specify the institute address as the billing address. This address applies for all bills to KIT (including papers, conferences, etc):

The correct address for '''Campus South''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Kaiserstraße 12
76131 Karlsruhe

The correct address for '''Campus North''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Hermann-von-Helmholtz-Platz 1
76344 Eggenstein-Leopoldshafen

'''KIT VAT Number (both campuses)'''

KIT VAT number DE266749428

'''The actual procedures'''

KIT has a travel agency which in principle would book everything for you. Note for CS this is currently DER Stuttgart (only flights and trains). For CN it is DER business travel located at CN (flights, trains, hotels). Our general impression is that this service is slow and somehow an extra burden (extra forms) and therefore not worth the extra fees they charge when booking hotels (only CN) or trains through them. However, they are quite helpful for finding flights and often have better cancellation policies. So for long-distance flights which are expensive and might have to be changed, definitely go with them, but plan well ahead. For expensive train tickets it might also be better to go through the agency.

''Travelling by train'': If you travel by train, you can either book it by yourself and hand in later the invoice and proof of payment (in the form of a bank statement) or let it get booked by the travel agency at KIT. If you decide to do the latter, you can find the templates and the exact procedures here:
'''CS''' train form: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.doc] or as PDF document here [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.pdf]
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

''Travelling by plane'':
'''CS''' flight form: Fill out the form and send it to the travel agency via email (you will find the email address in the form): [https://www.pse.kit.edu/intranet/dienstreisen/2021_DER_Stuttgart_Bestellformular_Flug_LandBW.docx].
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

They will then come back to you via email and they will then send you offers. In this case you don't have to pay something by yourself, it will already be charged with the project money!

Book a hotel: If you stay over night, you might need to book a hotel. The easiest (and most safe) way is to do it by HRS: [https://www.hrs.de/web3/?clientId=ZGVfX2J2YXp1d2U,1]. You need to log in with the password provided here: [https://www.pse.kit.edu/1075.php].)
'''CS''': '''The most important thing is that you stay below 95€ per night per person''' as Campus South employee! You can directly book the hotel via this webpage and don't forget to fill in the institute address as billing address!
'''CN''': '''Only hotels which stay below 70€ per night per person will be reimbursed as Campus North employee without further question'''! In addition also hotels with the "TMS" Logo will be reimbursed. HRS lists the local allowance (Bund) for the destination, which is helpful. In doubt ask back, and see information below.

It might be that you have to pay the hotel by yourself once you arrive, so don't forget to hand in later (in Step 3) the invoice and proof of payment (in the form of a bank statement).

There are partner hotels of KIT, which you can find here for hotel within Germany: [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Inland%202022%20Stand%202022-02-18.xlsx] and here for hotels out of Germany [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Ausland%202022%20Stand%202022-02-18.xlsx]

'''IMPORTANT''': If you want or need a hotel other than listed, either (1) stay below the limit, (2) give proof of what an allowed hotel on HRS would have costed (screenshot), (3) talk back to your group leader and write a written explanation why you need to stay in that hotel (e.g. specific conference hotel during a workshop).

== '''Step 3: Get back the money you spent''' ==

After you returned from your business trip you need to collect all your invoices from the trip and get the proof of payments in form of a bank statement. Now you fill out the second page (CS) / the remaining section (CN) of the travel request form and bring that form together with all invoices and the bank statements to the respective secretary. After 2-3 months you will receive a letter (CS) / an email (CN) with the information that your payment has been processed by the human resources department and also the information how much money you will receive. The money will be transferred to your specified account.

In addition to the expenses you had you get daily allowances. These depend on your destination. For Germany:

* 24h absence 24€/100%; >8h absence 12€/80%; <8h 0%
* if you get a meal (as part of hotel / conference) this allowance will be cut by 20% for breakfast 40% for lunch, 40 % for dinner (thus for Germany from 24€ cut by 4.80/9.60/9.60)

Contact persons for requests of the processing at HR = PSE:

'''CN''': Jacob, Vera (PSE) vera.jacob@kit.edu Tel. 25016 (contact only as last resort, always indicate the travel form number, be polite)

== '''Further information''' ==

Please check the various PSE pages (in German) and IMK FAQ for specific things. All rules are explained there. The most frequent things we list below:

'''Combining business trip and holidays'''

'''CS''': in principle you can do that and we also encourage it if you travel long distance by plane (make most out of the carbon emission). Still talk to group leader and eventually the HR (PSE) person.
'''CN''': you can extend a stay by at most 5 working days, otherwise the transportation will not be reimbursed (private character of the trip).

'''Vorschuss - advance payment'''

You can request an advance payment, in particular if you have to pay expensive registration fees, hotels, trains, flights on your own in advance. You need to give a proof of the payments already made (invoice, bank statement) or a proof of the anticipated costs (e.g. conference announcement, informal letter listing the expected costs). Talk to group leader.

'''Paying invoice via institute'''

* First fill out and get signed your Dienstreisenatrag.
* Make sure that the invoice is properly done. It should contain:
* adress (CN or CS) and '''KIT5250''' (in the address field or subject line; without quotation marks, spaces or hyphen)
* detailed information about issuer: address of the institution, bank account of the institution, bank name, BIC, official adress associated with the account (which might sometimes differ from the account of the institution), contact details
* ''What's important is that you are not the one sending the invoice but it has to be send by issuing institution to rechnung@fima.kit.edu''

Bahncard'''
'''
DB Bahncard 25/50/100 can be reimbursed if you make proof that you save the costs via the savings made on business trips. Either do it afterwards, handing in all receipts of DB tickets, where you used your bahncard on business trips or make a projection of planned trips and KIT will directly pay for a Bahncard. For us the first option might apply if at all.

'''Only online conference fees'''

If you have a single invoice, do not do the travel form procedure. Instead go via an invoice, use this form [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/892281a12907134dd538a43d82a0a1ce/ErstattungAuslagen_IMK-TRO_virtuelleKonferenzen.docx] and follow the following procedure (Email of Roswitha from 14.1.2021) (collapsable menu):

* Before registering, please obtain written permission from the group leadership (please with a separate email that refers only to this process, subject: "Permission to attend virtual conference XY"). The e-mail reply from the group leader should also include information about the project from which the costs are to be paid (for Transregio W2W, please specify the exact subproject).
* It is neither necessary nor desired to create an order in SAP!
* For all invoices, the central KIT address (Kaiserstr. 12 or Hermann-von-Helmholtz-Platz) must be given as the invoice address. Invoices issued to a private address cannot be reimbursed.
* If invoices are to be paid directly by our financial department, please specify rechnung@fima.kit.edu as the invoice e-mail address and specify the cost center (Kostenstelle) with the prefix "KIT" as the invoice reference (i.e., KIT5250 (CN) KIT??? (CS), without spaces or hyphens!)! If not possible otherwise, the cost center can also be indicated in the address field.
* After the conference please hand in the following documents to Rosi Gräbner:
E-mail printout of the approval of the participation including the information from which project the costs are to be paid
Printout of all invoices
If abstract fees are billed: Receipt showing active participation (conference program or similar).
Bank statements as proof of payment (please black out all information about other bookings).

This procedure only applies to virtual conferences. In general, it is seldom necessary and should therefore be avoided to lay out costs privately, especially for the procurement of equipment.

Rosi Gräbner (rosalba.graebner@kit.edu) will be happy to answer any questions in this regard - preferably before payments are made.

File:Business Travel Form CN translated.pdf

2022-12-08T10:31:52Z

Jv0059: Unofficial translation of the business travel form for Campus North.

== Summary ==
Unofficial translation of the business travel form for Campus North.

File:Business Travel Form CS translated.pdf

2022-12-08T10:31:21Z

Jv0059: Unofficial translation of the business travel form for Campus South.

== Summary ==
Unofficial translation of the business travel form for Campus South.

PhD Information

2022-12-08T10:30:23Z

Jv0059:

File:Doctorate IMK-TRO v2022.pdf

2022-12-08T10:26:35Z

Jv0059: /* Summary */

== Summary ==
Doctorate at IMK-TRO at the KIT-Faculty of Physics

- Important Link

- Become a member of the KIT-Faculty of Physics

- Consider to become a member of GRACE (Graduate School for Climate and
Environment)

- Teaching IMK-students

- Writing your dissertation

- Organizational procedure before the exam

- Preparation of presentation and oral exam

- Defense talk/presentation and oral exam

- Publishing your dissertation - printed and online version

File:Doctorate IMK-TRO v2022.pdf

2022-12-08T10:25:06Z

Jv0059: Doctorate at IMK-TRO at the KIT-Faculty of Physics - Important Link - Become a member of the KIT-Faculty of Physics - Consider to become a member of GRACE (Graduate School for Climate and Environment) - Teaching IMK-students - Writing your dissertation...

== Summary ==
Doctorate at IMK-TRO at the KIT-Faculty of Physics
- Important Link
- Become a member of the KIT-Faculty of Physics
- Consider to become a member of GRACE (Graduate School for Climate and
Environment)
- Teaching IMK-students
- Writing your dissertation
- Organizational procedure before the exam
- Preparation of presentation and oral exam
- Defense talk/presentation and oral exam
- Publishing your dissertation - printed and online version

Business trips

2022-12-08T09:54:50Z

Jv0059:

== '''Business Trips (CS and CN employees)''' ==

''Courtesy of AG Grams''

Here you find all information for business trips. Most links only work when you have a VPN connection to KIT!

All KIT official information are provided in German (thank you) here: [https://www.pse.kit.edu/dienstreisen.php].

And the legal stuff here: [https://www.pse.kit.edu/650.php]

Also see the IMK FAQ respective section (might be not uptodate) here: [https://www.imk-tro.kit.edu/english/interna/7399.php]

'''Note''': different rules, forms, travel agencies currently apply for CS / CN! Depending on from which funding the trip will be paid or on which contract you are the respective rules apply. Standard case is that you use the form according to which contract you are on.

There is a '''KIT-Helpline''' via ArbMedVV (Email vom Bereich vom 27.7.2018) 24h emergency respone: +49 (0) 7121433660 [www.sos-call.eu] In case you have trouble during a business trip (health, crime, lost things). see [https://www.pse.kit.edu/intranet/dienstreisen/Vorsorgeuntersuchungen%20bei%20Dienstreisen.pdf]

=='''Step 1: Business travel form and A1 form''' ==

'''Travel form'''

Fill out the business travel request form. Bring it to the secretary and let it sign there. It is mandatory to register each trip to ensure insurance coverage via KIT.

'''CS''': only the first page! Bring it to Ms. Alexandra Beideck. (secretary CS)
'''CN''': only the first paragraph! Bring it to Ms. Doris Stenschke. (secretary CN)

If you are not at campus,

'''CS''': you can also fill it in online and send it (digitally signed!) to alexandra.beideck@kit.edu. (secretary CS)
'''CN''': you can also fill it out by hand, scan it and send it to doris.stenschke@kit.edu (secretary CN)

What happens with the form:

'''CS''': You will get it back after a few days with a travel number on top. '''Keep that travel request form, you will need it after the business trip to get your money back!'''
'''CN''': The ''yellow carbon'' copy will be forwarded to the Zeiterfassung to register the trip in ESS. You will get the form back latest after the business trip, keep it and fill it out to get your money back.

'''IMPORTANT FOR ALL''': if you reimburse money, also if you got an advance payment (Vorschuss), you always must send the form back via the secretary after the trip.

'''CS''': You find the travel request form here as PDF: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.pdf] or here as WORD: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.doc]
'''CN''': You get the paper form from Doris Stenschke or Rosi Gräbner or Roswitha in the CN secretary offices. Please use a pen and press hard, so that carbon copies print through!

The PhD's have made an English translation of the form, it might be helpful:

'''CS''': [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/d39c65f35439d4480ec4ae8a7c43c675/Business_Travel_Form_CS_translated.pdf]
'''CN''': [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/9878c5a2a0a4872193b637630a6e77c4/Business_Travel_Form_CN_translated.pdf]

'''A1 form (only EU, EWR, CH, UK travelling)'''

You need the A1 form / Entsendung when travelling on mission for KIT within EU/EWR/CH/UK: online form well before travelling: [https://my.scc.kit.edu/shib/a1.php]. Not sure which rules apply for other countries.

== '''Step 2: Book your flight/train/hotel''' ==

When booking hotel/flights/train tickets, ALWAYS specify the institute address as the billing address. This address applies for all bills to KIT (including papers, conferences, etc):

The correct address for '''Campus South''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Kaiserstraße 12
76131 Karlsruhe

The correct address for '''Campus North''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Hermann-von-Helmholtz-Platz 1
76344 Eggenstein-Leopoldshafen

'''KIT VAT Number (both campuses)'''

KIT VAT number DE266749428

'''The actual procedures'''

KIT has a travel agency which in principle would book everything for you. Note for CS this is currently DER Stuttgart (only flights and trains). For CN it is DER business travel located at CN (flights, trains, hotels). Our general impression is that this service is slow and somehow an extra burden (extra forms) and therefore not worth the extra fees they charge when booking hotels (only CN) or trains through them. However, they are quite helpful for finding flights and often have better cancellation policies. So for long-distance flights which are expensive and might have to be changed, definitely go with them, but plan well ahead. For expensive train tickets it might also be better to go through the agency.

''Travelling by train'': If you travel by train, you can either book it by yourself and hand in later the invoice and proof of payment (in the form of a bank statement) or let it get booked by the travel agency at KIT. If you decide to do the latter, you can find the templates and the exact procedures here:
'''CS''' train form: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.doc] or as PDF document here [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.pdf]
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

''Travelling by plane'':
'''CS''' flight form: Fill out the form and send it to the travel agency via email (you will find the email address in the form): [https://www.pse.kit.edu/intranet/dienstreisen/2021_DER_Stuttgart_Bestellformular_Flug_LandBW.docx].
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

They will then come back to you via email and they will then send you offers. In this case you don't have to pay something by yourself, it will already be charged with the project money!

Book a hotel: If you stay over night, you might need to book a hotel. The easiest (and most safe) way is to do it by HRS: [https://www.hrs.de/web3/?clientId=ZGVfX2J2YXp1d2U,1]. You need to log in with the password provided here: [https://www.pse.kit.edu/1075.php].)
'''CS''': '''The most important thing is that you stay below 95€ per night per person''' as Campus South employee! You can directly book the hotel via this webpage and don't forget to fill in the institute address as billing address!
'''CN''': '''Only hotels which stay below 70€ per night per person will be reimbursed as Campus North employee without further question'''! In addition also hotels with the "TMS" Logo will be reimbursed. HRS lists the local allowance (Bund) for the destination, which is helpful. In doubt ask back, and see information below.

It might be that you have to pay the hotel by yourself once you arrive, so don't forget to hand in later (in Step 3) the invoice and proof of payment (in the form of a bank statement).

There are partner hotels of KIT, which you can find here for hotel within Germany: [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Inland%202022%20Stand%202022-02-18.xlsx] and here for hotels out of Germany [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Ausland%202022%20Stand%202022-02-18.xlsx]

'''IMPORTANT''': If you want or need a hotel other than listed, either (1) stay below the limit, (2) give proof of what an allowed hotel on HRS would have costed (screenshot), (3) talk back to your group leader and write a written explanation why you need to stay in that hotel (e.g. specific conference hotel during a workshop).

== '''Step 3: Get back the money you spent''' ==

After you returned from your business trip you need to collect all your invoices from the trip and get the proof of payments in form of a bank statement. Now you fill out the second page (CS) / the remaining section (CN) of the travel request form and bring that form together with all invoices and the bank statements to the respective secretary. After 2-3 months you will receive a letter (CS) / an email (CN) with the information that your payment has been processed by the human resources department and also the information how much money you will receive. The money will be transferred to your specified account.

In addition to the expenses you had you get daily allowances. These depend on your destination. For Germany:

* 24h absence 24€/100%; >8h absence 12€/80%; <8h 0%
* if you get a meal (as part of hotel / conference) this allowance will be cut by 20% for breakfast 40% for lunch, 40 % for dinner (thus for Germany from 24€ cut by 4.80/9.60/9.60)

Contact persons for requests of the processing at HR = PSE:

'''CN''': Jacob, Vera (PSE) vera.jacob@kit.edu Tel. 25016 (contact only as last resort, always indicate the travel form number, be polite)

== '''Further information''' ==

Please check the various PSE pages (in German) and IMK FAQ for specific things. All rules are explained there. The most frequent things we list below:

'''Combining business trip and holidays'''

'''CS''': in principle you can do that and we also encourage it if you travel long distance by plane (make most out of the carbon emission). Still talk to group leader and eventually the HR (PSE) person.
'''CN''': you can extend a stay by at most 5 working days, otherwise the transportation will not be reimbursed (private character of the trip).

'''Vorschuss - advance payment'''

You can request an advance payment, in particular if you have to pay expensive registration fees, hotels, trains, flights on your own in advance. You need to give a proof of the payments already made (invoice, bank statement) or a proof of the anticipated costs (e.g. conference announcement, informal letter listing the expected costs). Talk to group leader.

'''Paying invoice via institute'''

* First fill out and get signed your Dienstreisenatrag.
* Make sure that the invoice is properly done. It should contain:
* adress (CN or CS) and '''KIT5250''' (in the address field or subject line; without quotation marks, spaces or hyphen)
* detailed information about issuer: address of the institution, bank account of the institution, bank name, BIC, official adress associated with the account (which might sometimes differ from the account of the institution), contact details
* ''What's important is that you are not the one sending the invoice but it has to be send by issuing institution to rechnung@fima.kit.edu''

Bahncard'''
'''
DB Bahncard 25/50/100 can be reimbursed if you make proof that you save the costs via the savings made on business trips. Either do it afterwards, handing in all receipts of DB tickets, where you used your bahncard on business trips or make a projection of planned trips and KIT will directly pay for a Bahncard. For us the first option might apply if at all.

'''Only online conference fees'''

If you have a single invoice, do not do the travel form procedure. Instead go via an invoice, use this form [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/892281a12907134dd538a43d82a0a1ce/ErstattungAuslagen_IMK-TRO_virtuelleKonferenzen.docx] and follow the following procedure (Email of Roswitha from 14.1.2021) (collapsable menu):

* Before registering, please obtain written permission from the group leadership (please with a separate email that refers only to this process, subject: "Permission to attend virtual conference XY"). The e-mail reply from the group leader should also include information about the project from which the costs are to be paid (for Transregio W2W, please specify the exact subproject).
* It is neither necessary nor desired to create an order in SAP!
* For all invoices, the central KIT address (Kaiserstr. 12 or Hermann-von-Helmholtz-Platz) must be given as the invoice address. Invoices issued to a private address cannot be reimbursed.
* If invoices are to be paid directly by our financial department, please specify rechnung@fima.kit.edu as the invoice e-mail address and specify the cost center (Kostenstelle) with the prefix "KIT" as the invoice reference (i.e., KIT5250 (CN) KIT??? (CS), without spaces or hyphens!)! If not possible otherwise, the cost center can also be indicated in the address field.
* After the conference please hand in the following documents to Rosi Gräbner:
E-mail printout of the approval of the participation including the information from which project the costs are to be paid
Printout of all invoices
If abstract fees are billed: Receipt showing active participation (conference program or similar).
Bank statements as proof of payment (please black out all information about other bookings).

This procedure only applies to virtual conferences. In general, it is seldom necessary and should therefore be avoided to lay out costs privately, especially for the procurement of equipment.

Rosi Gräbner (rosalba.graebner@kit.edu) will be happy to answer any questions in this regard - preferably before payments are made.

Business trips

2022-12-08T09:52:45Z

Jv0059:

== '''Business Trips (CS and CN employees)''' ==

''Courtesy of AG Grams''

Here you find all information for business trips. Most links only work when you have a VPN connection to KIT!

All KIT official information are provided in German (thank you) here: [https://www.pse.kit.edu/dienstreisen.php].

And the legal stuff here: [https://www.pse.kit.edu/650.php]

Also see the IMK FAQ respective section (might be not uptodate) here: [https://www.imk-tro.kit.edu/english/interna/7399.php]

'''Note''': different rules, forms, travel agencies currently apply for CS / CN! Depending on from which funding the trip will be paid or on which contract you are the respective rules apply. Standard case is that you use the form according to which contract you are on.

There is a '''KIT-Helpline''' via ArbMedVV (Email vom Bereich vom 27.7.2018) 24h emergency respone: +49 (0) 7121433660 [www.sos-call.eu] In case you have trouble during a business trip (health, crime, lost things). see [https://www.pse.kit.edu/intranet/dienstreisen/Vorsorgeuntersuchungen%20bei%20Dienstreisen.pdf]

=='''Step 1: Business travel form and A1 form''' ==

'''Travel form'''

Fill out the business travel request form. Bring it to the secretary and let it sign there. It is mandatory to register each trip to ensure insurance coverage via KIT.

'''CS''': only the first page! Bring it to Ms. Alexandra Beideck. (secretary CS)
'''CN''': only the first paragraph! Bring it to Ms. Doris Stenschke. (secretary CN)

If you are not at campus,

'''CS''': you can also fill it in online and send it (digitally signed!) to alexandra.beideck@kit.edu. (secretary CS)
'''CN''': you can also fill it out by hand, scan it and send it to doris.stenschke@kit.edu (secretary CN)

What happens with the form:

'''CS''': You will get it back after a few days with a travel number on top. '''Keep that travel request form, you will need it after the business trip to get your money back!'''
'''CN''': The ''yellow carbon'' copy will be forwarded to the Zeiterfassung to register the trip in ESS. You will get the form back latest after the business trip, keep it and fill it out to get your money back.

'''IMPORTANT FOR ALL''': if you reimburse money, also if you got an advance payment (Vorschuss), you always must send the form back via the secretary after the trip.

'''CS''': You find the travel request form here as PDF: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.pdf] or here as WORD: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_AN_01_06-17.doc]
'''CN''': You get the paper form from Doris Stenschke or Rosi Gräbner or Roswitha in the CN secretary offices. Please use a pen and press hard, so that carbon copies print through!

The PhD's have made an English translation of the form, it might be helpful:

'''CS''': [https://bwsyncandshare.kit.edu/s/pQsPGCnBocanqQt?dir=undefined&path=%2Fwebsite_files&openfile=2540932261]
'''CN''': [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/9878c5a2a0a4872193b637630a6e77c4/Business_Travel_Form_CN_translated.pdf]

'''A1 form (only EU, EWR, CH, UK travelling)'''

You need the A1 form / Entsendung when travelling on mission for KIT within EU/EWR/CH/UK: online form well before travelling: [https://my.scc.kit.edu/shib/a1.php]. Not sure which rules apply for other countries.

== '''Step 2: Book your flight/train/hotel''' ==

When booking hotel/flights/train tickets, ALWAYS specify the institute address as the billing address. This address applies for all bills to KIT (including papers, conferences, etc):

The correct address for '''Campus South''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Kaiserstraße 12
76131 Karlsruhe

The correct address for '''Campus North''' is:

Karlsruhe Institute of Technology (KIT)
Institute of Meteorology and Climate Research
Hermann-von-Helmholtz-Platz 1
76344 Eggenstein-Leopoldshafen

'''KIT VAT Number (both campuses)'''

KIT VAT number DE266749428

'''The actual procedures'''

KIT has a travel agency which in principle would book everything for you. Note for CS this is currently DER Stuttgart (only flights and trains). For CN it is DER business travel located at CN (flights, trains, hotels). Our general impression is that this service is slow and somehow an extra burden (extra forms) and therefore not worth the extra fees they charge when booking hotels (only CN) or trains through them. However, they are quite helpful for finding flights and often have better cancellation policies. So for long-distance flights which are expensive and might have to be changed, definitely go with them, but plan well ahead. For expensive train tickets it might also be better to go through the agency.

''Travelling by train'': If you travel by train, you can either book it by yourself and hand in later the invoice and proof of payment (in the form of a bank statement) or let it get booked by the travel agency at KIT. If you decide to do the latter, you can find the templates and the exact procedures here:
'''CS''' train form: [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.doc] or as PDF document here [https://team.kit.edu/sites/kit-vorlagenmanagement/Vorlagenmanagement/U_PSE_DR_BS_01_03-12.pdf]
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

''Travelling by plane'':
'''CS''' flight form: Fill out the form and send it to the travel agency via email (you will find the email address in the form): [https://www.pse.kit.edu/intranet/dienstreisen/2021_DER_Stuttgart_Bestellformular_Flug_LandBW.docx].
'''CN''' one form for hotel/train/flight: [https://www.pse.kit.edu/der_bestellformular.php] (information), [https://www.pse.kit.edu/intranet/dienstreisen/Bestellformular%20DER%20Business%20Travel.pdf] (form)

They will then come back to you via email and they will then send you offers. In this case you don't have to pay something by yourself, it will already be charged with the project money!

Book a hotel: If you stay over night, you might need to book a hotel. The easiest (and most safe) way is to do it by HRS: [https://www.hrs.de/web3/?clientId=ZGVfX2J2YXp1d2U,1]. You need to log in with the password provided here: [https://www.pse.kit.edu/1075.php].)
'''CS''': '''The most important thing is that you stay below 95€ per night per person''' as Campus South employee! You can directly book the hotel via this webpage and don't forget to fill in the institute address as billing address!
'''CN''': '''Only hotels which stay below 70€ per night per person will be reimbursed as Campus North employee without further question'''! In addition also hotels with the "TMS" Logo will be reimbursed. HRS lists the local allowance (Bund) for the destination, which is helpful. In doubt ask back, and see information below.

It might be that you have to pay the hotel by yourself once you arrive, so don't forget to hand in later (in Step 3) the invoice and proof of payment (in the form of a bank statement).

There are partner hotels of KIT, which you can find here for hotel within Germany: [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Inland%202022%20Stand%202022-02-18.xlsx] and here for hotels out of Germany [https://www.pse.kit.edu/intranet/dienstreisen/TMS-Hotelliste%20Ausland%202022%20Stand%202022-02-18.xlsx]

'''IMPORTANT''': If you want or need a hotel other than listed, either (1) stay below the limit, (2) give proof of what an allowed hotel on HRS would have costed (screenshot), (3) talk back to your group leader and write a written explanation why you need to stay in that hotel (e.g. specific conference hotel during a workshop).

== '''Step 3: Get back the money you spent''' ==

After you returned from your business trip you need to collect all your invoices from the trip and get the proof of payments in form of a bank statement. Now you fill out the second page (CS) / the remaining section (CN) of the travel request form and bring that form together with all invoices and the bank statements to the respective secretary. After 2-3 months you will receive a letter (CS) / an email (CN) with the information that your payment has been processed by the human resources department and also the information how much money you will receive. The money will be transferred to your specified account.

In addition to the expenses you had you get daily allowances. These depend on your destination. For Germany:

* 24h absence 24€/100%; >8h absence 12€/80%; <8h 0%
* if you get a meal (as part of hotel / conference) this allowance will be cut by 20% for breakfast 40% for lunch, 40 % for dinner (thus for Germany from 24€ cut by 4.80/9.60/9.60)

Contact persons for requests of the processing at HR = PSE:

'''CN''': Jacob, Vera (PSE) vera.jacob@kit.edu Tel. 25016 (contact only as last resort, always indicate the travel form number, be polite)

== '''Further information''' ==

Please check the various PSE pages (in German) and IMK FAQ for specific things. All rules are explained there. The most frequent things we list below:

'''Combining business trip and holidays'''

'''CS''': in principle you can do that and we also encourage it if you travel long distance by plane (make most out of the carbon emission). Still talk to group leader and eventually the HR (PSE) person.
'''CN''': you can extend a stay by at most 5 working days, otherwise the transportation will not be reimbursed (private character of the trip).

'''Vorschuss - advance payment'''

You can request an advance payment, in particular if you have to pay expensive registration fees, hotels, trains, flights on your own in advance. You need to give a proof of the payments already made (invoice, bank statement) or a proof of the anticipated costs (e.g. conference announcement, informal letter listing the expected costs). Talk to group leader.

'''Paying invoice via institute'''

* First fill out and get signed your Dienstreisenatrag.
* Make sure that the invoice is properly done. It should contain:
* adress (CN or CS) and '''KIT5250''' (in the address field or subject line; without quotation marks, spaces or hyphen)
* detailed information about issuer: address of the institution, bank account of the institution, bank name, BIC, official adress associated with the account (which might sometimes differ from the account of the institution), contact details
* ''What's important is that you are not the one sending the invoice but it has to be send by issuing institution to rechnung@fima.kit.edu''

Bahncard'''
'''
DB Bahncard 25/50/100 can be reimbursed if you make proof that you save the costs via the savings made on business trips. Either do it afterwards, handing in all receipts of DB tickets, where you used your bahncard on business trips or make a projection of planned trips and KIT will directly pay for a Bahncard. For us the first option might apply if at all.

'''Only online conference fees'''

If you have a single invoice, do not do the travel form procedure. Instead go via an invoice, use this form [https://git.scc.kit.edu/groups/spreadout/-/wikis/uploads/892281a12907134dd538a43d82a0a1ce/ErstattungAuslagen_IMK-TRO_virtuelleKonferenzen.docx] and follow the following procedure (Email of Roswitha from 14.1.2021) (collapsable menu):

* Before registering, please obtain written permission from the group leadership (please with a separate email that refers only to this process, subject: "Permission to attend virtual conference XY"). The e-mail reply from the group leader should also include information about the project from which the costs are to be paid (for Transregio W2W, please specify the exact subproject).
* It is neither necessary nor desired to create an order in SAP!
* For all invoices, the central KIT address (Kaiserstr. 12 or Hermann-von-Helmholtz-Platz) must be given as the invoice address. Invoices issued to a private address cannot be reimbursed.
* If invoices are to be paid directly by our financial department, please specify rechnung@fima.kit.edu as the invoice e-mail address and specify the cost center (Kostenstelle) with the prefix "KIT" as the invoice reference (i.e., KIT5250 (CN) KIT??? (CS), without spaces or hyphens!)! If not possible otherwise, the cost center can also be indicated in the address field.
* After the conference please hand in the following documents to Rosi Gräbner:
E-mail printout of the approval of the participation including the information from which project the costs are to be paid
Printout of all invoices
If abstract fees are billed: Receipt showing active participation (conference program or similar).
Bank statements as proof of payment (please black out all information about other bookings).

This procedure only applies to virtual conferences. In general, it is seldom necessary and should therefore be avoided to lay out costs privately, especially for the procurement of equipment.

Rosi Gräbner (rosalba.graebner@kit.edu) will be happy to answer any questions in this regard - preferably before payments are made.