imk-tro wiki - User contributions [en]

PhD Information

2024-09-23T08:50:59Z

My6406: /* Registration procedure for the exam (defense) */

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 at imk-phd-council@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.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf PDF with General info about doing a PhD at IMK-TRO]

* [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.physik.kit.edu/english/studies/doctorate.php Doing a Doctorate at the Department of Physics]

* [https://www.imk-tro.kit.edu/download/Promotionsordnung_Fak_Physik_27-3-2017.pdf The official document about the "Promotionsordnung"] (only in German)

=== Getting Started ===

The Doctoral regulations [http://www.imk-tro.kit.edu/download/Promotionsordnung_Fak_Physik_27-3-2017.pdf Promotionsordnung] include all the formal regulations for the doctorate. As the Promotionsordnung is only available in German, the most important steps are summarized here.

====Become a member of the KIT-Faculty of Physics====
To be able to obtain a PhD degree at KIT, you have to register as a doctoral researcher and become a member of the KIT-Faculty of Physics (KIT-Fakultät für Physik). The steps are as follows (see [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS (Karlsruhe House of Young Scientists)] for possible changes in the procedure):
# Sign a doctoral agreement (Promotionsvereinbarung) with your main supervisor or first referee of your thesis. The document is available at from [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS] or [https://www.khys.kit.edu/english/conclusion_doctoral_agreement.php]. For the doctoral agreement, you have to write a summary of the proposed work and a timeline/work schedule. It also includes a suggestion of qualification measures you want to do (e.g., stay abroad, conferences, soft skill courses, GRACE). For the application form for acceptance by the KIT-Faculty of Physics, you will need a “Mentor” (professor or teacher at the faculty, but in another institute than IMK). As soon as you have your KIT account (name of the type “ab1234”) and the doctoral agreement, you can register at [https://docata.khys.kit.edu/welcome?1 Docata]. While registering at Docata, make sure to add information about your mentor even though it is not mandatory.
# Send or bring the application form for acceptance by the KIT-Faculty of Physics, the registration confirmation from KHYS and your master certificate (in case you did not study at KIT, but in Germany) to the Dean’s office (currently Ms. Hühn). In case that you studied abroad, your master certificate first needs to be accepted by KIT. You only need to send the documents which are not uploaded in Docata (the Dean’s secretary has access to the documents in Docata). With the application form you need to submit your CV as well as a signed version of “Anlage 5a” from the annex of [http://www.physik.kit.edu/Studium/Studienplaene/Promotionsordnung-2017.pdf “Promotionsordnung”](only exists in German).
#After a few weeks, you will receive a letter, confirming your acceptance by the KIT-Faculty of Physics, possibly with some obligations. This letter is accompanied by another letter asking you to enrol as a student at KIT. In case you are full-time employed at KIT (at least 50% position), you have the option to decline enrolment. '''This is only possible within two weeks after you have been accepted by the Faculty of Physics'''. For declining the enrolment, you have to sign the relevant form provided in Docata. Then, this document has to be signed by PSE to confirm that you are full-time employed at KIT and send to the Studierendenservice (Student’s Office). In case you enrol as a student, you have to fill in the respective form provided in Docata and follow the instructions there. Details for the enrolment process can be found [here https://www.khys.kit.edu/english/enrollment.php].
#In case you did not study Physics, Meteorology, Geophysics or Optics and Photonics, you will have to documents that prove your knowledge of the topic of your doctoral research.

Docata offers:
* Registration as doctoral researcher at KIT
* Download of application form for acceptance by the KIT-Faculty of Physics (Antrag zur Annahme als Doktorand(in) bei der KIT-Fakultät für Physik)
* Membership to Karlsruhe House of Young Scientists (KHYS); this is mandatory for all doctoral researchers!

During the three years of your PhD, make sure to meet regularly with your supervisor and your first referee. In these meetings, you should discuss the results of your research, problems you might have, scientific publications you are writing, your research stay abroad, and so on.

====Consider Joining the Graduate school GRACE ====
Discuss with you supervisor, whether you should become a member of [https://www.grace.kit.edu/ GRACE]. The graduate school offers, among others, lectures, short courses, and summer schools. At the same time, it requires you to do a research stay abroad for 1-3 months and to attend topic related and cross-cutting lectures as well as competence skill courses that cover 12 ECTS in total. Before you send your application to GRACE, you should talk to the scientific coordinator Andreas Schenk (andreas.schenk@kit.edu, Tel.: +49 721 608 43676) and Diana Lieber (diana.lieber@kit.edu, Tel. +49 721608-41359). They will answer your questions and tell you, which documents are needed for the application.

In general, the required documents are as follows:
*Motivation letter
*Curriculum vitae
*Proposal of a personal steering group
*Proposal of a training program (table of lectures, which you would like to attend, you can change this in the course of your PhD)
*Copy of your doctoral agreement
*Copy of the letter which confirms your acceptance by the KIT-Faculty of Physics

There is also the possibility to join the KIT graduate school Computational and Data Science [https://www.kcds.kit.edu/index.php KCDS] of the KIT center MATHSEE. For this graduate school, your PhD project has to be transdisciplinary, meaning that you apply mathematical concepts for an application in science. You also need 2 supervisors from the different disciplines. One from the mathematical side and one from the sciences’ side. If you are interested in this graduate school, please contact Christian Grams (grams@kit.edu) for further information.

== 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].

== Essential Software ==
See the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=Software Software]

== Finishing your PhD and Defense ==

=== Writing your Dissertation ===

* Discuss the outline and content of your thesis with your supervisor(s).
*Agree with your supervisor(s) on the language of the thesis (English or German).
* Use the official LaTeX template for your dissertation (LaTeX template for dissertation: [http://www.imk-tro.kit.edu/8317.php German] or [https://www.imk-tro.kit.edu/english/8317.php English]. You will first have to hand in a draft (“version 0”) of your thesis to your referees (digital or printed version, preferably A4 format; see below).
*The dissertation must be written in the form of a monograph; cumulative dissertations are not allowed at the KIT-Faculty of Physics.

Useful hints for writing:
*Do not only write your thesis from your “expert” perspective, but in a way a scientist with basic knowledge can follow your study.
*Make clear what your personal contribution to the topic is; highlight the “gap” that you want to fill.
*Find meaningful headlines; if possible, highlight in the headlines what is new in your work.
*Level of detail (e.g., in data and methods chapter): Which information do you need to understand the results? Is this part of the overall story of your thesis?
*Use an appendix for additional information (e.g., skill scores, additional graphics and tables).

===Registration procedure for the exam (defense) ===
*Talk to your supervisor(s): present the status of your work and show that your dissertation can be finished in the remaining time. Discuss possible dates for the exam.
*Contact the Dean’s office for your preferable exam date at best '''three month''' before the date (current secretary: Corinna Knodel-Rupp: +49 721 608-42052, dekanat@PHYSIK.kit.edu). You are allowed to defend your thesis only in the lecture period (Vorlesungszeit).
*If the date is available, the secretary will send you an email to confirm the exam date, including the list of documents you have to submit with your “vorgelegte” version of the dissertation. The deadline of reviewing your thesis (for your supervisors) is also informed in the email so please inform your supervisors for the deadline.
*The documents should be uploaded to Docata 1-2 days before the submission date of your “vorgelegte” version:
** Your '''CV''' (including your office address and private address, the date and place of birth)
** List of publication
** Copies of university-entrance '''diploma''' (Abiturzeugnis) and diploma/Bachelor’s + Master’s '''certificate(s)''' (Diplom-/Bachelor- und Masterzeugnis[se])
** Electronic copy of your thesis

*After uploading all the documents, the Dean's office confirms your application. This will automatically create documents that you have to hand in with your thesis, including:
**'''Admission application''', addressed to the Dean (Zulassungsgesuch an den Dekan). This must be sent within four years after acceptance as doctoral researcher at the KIT-Faculty of Physics, otherwise your status as doctoral researcher ends.
** Declarations as per attachment 3, 4, and 5b of the doctoral regulations from March 27, 2017 (Erklärungen nach Anlage 3, 4 und 5b der Promotionsordnung vom 27.3.2017)

As the date of 1.6.2023, the documents are provided only in German. Please go through the documents with help of a German colleague before you put your signature on them.

=== Handing in you Dissertation ===

1. Discuss your draft of the dissertation with your supervisor(s) approx. 2-3 weeks before the submission date.

2. Make necessary changes as proposed by the supervisor(s). When you have done all changes, this version is your “vorgelegte” version for submission.

3. You need the following copies of your “vorgelegte” version of the dissertation:

* one copy for the Dean’s office: Hand in a hardcover/glue-bound version of your “vorgelegte” dissertation to the Dean’s office (on the submission date, 10 a.m. at the latest). Make sure that it says “vorgelegte Dissertation” and not “genehmigte Dissertation” on the title page of your dissertation too! The first is the version, which is graded, the latter is for final publishing after the exam (see below).
* Up to four/five copies for the examiners: Examiners who are referees in personal union might not need a copy of the “vorgelegte” version if they have already a printed book of the draft. You can provide them with a digital version of your dissertation with tracked changes. Moreover, some examiners who are not referees might not want a printed version to save paper.

* One copy for you.

You can print out your dissertation at [https://www.asta-kit.de/de/angebote/druckerei AStA-Druckerei].

4. After submission: When the Dean’s office has received the dissertation and the referee reviews, they will send you details about the exam (date and time, room, examiners) via “Hauspost” and by mail to your address which is given in your CV. Get in touch with your examiners who are not your supervisor(s) and agree on a date for a personal/digital meeting (approx. 30-60 min). Be prepared to present a summary of your work. The sooner, the better for your preparation time in the last days before the exam.

5. The Dean’s office also sends you an e-mail with the time for a short meeting with the Dean and the other examinees (PhD students). The Dean will explain the exam’s procedure and show you the rooms. Be prepared to present a 5-minute summary of your work.

'''IMPORTANT DEADLINES:'''
'''3 months before the exam date:''' Save your date for the exam (date must be in lecture period!). The submission date will be 5 weeks before the exam at the latest (10 a.m.!).
'''~ 2-3 weeks before the submission date''': Hand in version 0 of your thesis to your supervisor and referees (agree on a date, so that the referees have enough time to read and comment the thesis and you have enough time to make necessary changes. (Print draft necessary)
''' ~ 1
week before the submission date''': Hand in further “official” documents requested by the Dean’s office (see below).
'''Submission date''': Hand in revised version of your thesis (version 0 + necessary changes asked for by referees; “vorgelegte” version) to the Dean’s office. The same deadline applies for the referee’s reviews, make sure that your referees hold this deadline. (Print “vorgelegte” version necessary)
''' Exam date''': Exam, have your 20 minute presentation prepared.

=== Preparation of the presentation ===
*Present your work with logical structure, central theme; focus on important findings rather than rushing through many results.
*Provide a good introduction; you could try to show simple schemes to explain certain processes/phenomena in the introduction (keep in mind that some examiners are not related to your research topic).
*Mention your publications.
*Give trial presentations about 1-2 weeks before your exam to your referees, to other PhD-students and Post-doctoral researchers to get feedback on your presentation. Take into consideration a second trial presentation within your working group a few days before the exam.
*Do a technical test of the presentation in the exam room 10/1 in the Physics building at Campus South (check if your figures are not truncated and easy to read). The room is available on Wednesdays from 9:45-11:15 to test technical issues. (The Dean's office will inform you about this).

=== Preparation for the Exam ===
*Think about possible questions. Physicists out of your topic likely focus on related topics (e.g., functionality of your measurement device, physical basics of your topic).
* With the doctoral regulations from March 27, 2017, the questions will be in the context of the topic. Nevertheless, it can be helpful to read some protocols from other exams to get an idea about how the examiners pose their questions (but note that an examiner sometimes gives hints on potential questions/topics, which is not necessarily mentioned in the protocol). Katharina Maurer (Student Advisory Service, Campus South, Physics building 30.23, 13. floor, room: 13.08, Phone: +49 721 608-46752, katharina.maurer@kit.edu) has a folder with a collection of questions from previous exams. The examples are mostly in German, though.
*Read books/papers/texts related to your topic.

=== Defense talk/presentation and oral exam ===
The presentation and exam will take place in the Physics department, probably depending on the current Dean and availability. Take an HDMI-to-VGA adapter with you if necessary.

'''Exam:'''

* You will stand in front of a blackboard and the examiners sit at a meeting table. One at a time, they will ask you questions for about 10 minutes each. The first referee will start; the Dean is the last one.
* You can/should use the blackboard to draw a sketch or write down an equation.
* You can prepare backup slides of additional figures, which may be helpful for the exam.
*In case that you do not know the answer to a question, do not panic or keep silent. Try to refer to the topic. It is not expected that you can answer all questions.
*You will be informed about the outcome by the head of the board of examiners.

=== Steps for publishing your dissertation (in order to receive your PhD certificate)===
# Ask your referees, if final changes in the dissertation are needed. Make all necessary changes (also check for typing errors). Change the title page to „genehmigte Dissertation“.
# Ask in the Dean‘s office for the print permission document (Druckerlaubnis). Here, your referees have to sign that the thesis can be published in its current form.
# Hand in the signed print permission document and a printed version of the final thesis (“genehmigte Dissertation”) at the Dean‘s office.
# Publish your thesis at the KIT library (see below). The Dean‘s office will be notified by the KIT library.
# You will receive an e-mail from the Dean‘s office as soon as you can pick up your doctoral certificates (Promotionszeugnis and Promotionsurkunde).

===Publication possibilities at KIT===
There are three main ways of publishing your dissertation at the KIT library:
# online publication (DIN A4 format) at the repository KITopen
# online publication (DIN A5 format) at KIT Scientific Publishing (KSP)
# online and print (DIN A5 format) at KSP

More information about the different publication possibilities can be found on the website of the KIT library (https://www.bibliothek.kit.edu/dissertationen.php). If you include already published material in your dissertation (e.g., articles from scientific journals), you have to make sure that the copyright policy of the journal agrees with the license at KIT (e.g., KITopen license, open access license).

====Details for publishing at KSP====
Your dissertation at IMK-TRO may be published printed and online within the book series „Wissenschaftliche Berichte des Instituts für Meteorologie und Klimaforschung des Karlsruher Instituts für Technologie“ by KIT Scientific Publishing (KSP). Each dissertation (volume) gets its own ISBN-number. This enables everyone to order your dissertation in a bookshop as “print on demand”. Online publication is done by KSP using Eva Star of the KIT-library. The costs for printing of 25 copies of your dissertation is covered by IMK-TRO (upper limit approx. 800 EUR). Covering of additional costs by IMK-TRO due to a higher number of copies or many color figures in your dissertation has to be discussed with the head of your research group – ideally before publication.

The design of the cover and the layout of the first pages are fixed for the book series by IMK-TRO and KSP. For the overall layout of your volume there is a KSP-template in Latex and Word, which MUST be used (https://www.bibliothek.kit.edu/ksp-toolbox.php) or you can use the version on the IMK-TRO webpage (recommended; format is A5; the templates are designed to fit the final format). Important formal requirements of the template, which you have to meet, are collected in a very helpful PDF: https://www.bibliothek.kit.edu/downloads/KSP/KSP-Basic-Layout-Guidelines.pdf

Further remarks:
* Detailed printing information for your dissertation are given on the KSP [https://www.bibliothek.kit.edu/cms/ksp-weg-zum-buch.php homepage] (English translation possible via built-in Google translator)
Before printing answer the KSP technical questions as follows:
- Cost absorption for printing: by IMK-TRO (if agreed by the head of your group);
- Form of publication: print on demand;
- Series of publication: IMK-TRO institute series;
- Title of series: Wiss. Berichte des Instituts für Meteorologie und Klimaforschung;
- Book format: DIN-A5.
- Number: leave blank
- The KSP printing offer has to be approved by the head of your group. Payment is done by IMK-TRO at Campus North (Großforschungsbereich).
- Currently 9 copies have to be handed out to Mrs. Beideck at IMK-TRO, CS for IMK and other libraries. The remaining 16 copies are provided for your individual purposes.

If you have any questions concerning the print of the thesis, you can ask Michael Kunz (kunz@kit.edu).Authors publishing at KSP are entitled to benefits of an allowance paid by the „Verwertungsgesellschaft Wort (VG Wort)“, in case that you are registered at [https://www.vgwort.de/die-vg-wort.html „VG Wort“].

PhD Information

2024-09-18T13:52:45Z

My6406: /* Registration procedure for the exam (defense) */

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 at imk-phd-council@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.imk-tro.kit.edu/trowiki/images/7/77/Doctorate_IMK-TRO_v2022.pdf PDF with General info about doing a PhD at IMK-TRO]

* [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.physik.kit.edu/english/studies/doctorate.php Doing a Doctorate at the Department of Physics]

* [https://www.imk-tro.kit.edu/download/Promotionsordnung_Fak_Physik_27-3-2017.pdf The official document about the "Promotionsordnung"] (only in German)

=== Getting Started ===

The Doctoral regulations [http://www.imk-tro.kit.edu/download/Promotionsordnung_Fak_Physik_27-3-2017.pdf Promotionsordnung] include all the formal regulations for the doctorate. As the Promotionsordnung is only available in German, the most important steps are summarized here.

====Become a member of the KIT-Faculty of Physics====
To be able to obtain a PhD degree at KIT, you have to register as a doctoral researcher and become a member of the KIT-Faculty of Physics (KIT-Fakultät für Physik). The steps are as follows (see [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS (Karlsruhe House of Young Scientists)] for possible changes in the procedure):
# Sign a doctoral agreement (Promotionsvereinbarung) with your main supervisor or first referee of your thesis. The document is available at from [https://www.khys.kit.edu/english/doing-phd-at-kit.php KHYS] or [https://www.khys.kit.edu/english/conclusion_doctoral_agreement.php]. For the doctoral agreement, you have to write a summary of the proposed work and a timeline/work schedule. It also includes a suggestion of qualification measures you want to do (e.g., stay abroad, conferences, soft skill courses, GRACE). For the application form for acceptance by the KIT-Faculty of Physics, you will need a “Mentor” (professor or teacher at the faculty, but in another institute than IMK). As soon as you have your KIT account (name of the type “ab1234”) and the doctoral agreement, you can register at [https://docata.khys.kit.edu/welcome?1 Docata]. While registering at Docata, make sure to add information about your mentor even though it is not mandatory.
# Send or bring the application form for acceptance by the KIT-Faculty of Physics, the registration confirmation from KHYS and your master certificate (in case you did not study at KIT, but in Germany) to the Dean’s office (currently Ms. Hühn). In case that you studied abroad, your master certificate first needs to be accepted by KIT. You only need to send the documents which are not uploaded in Docata (the Dean’s secretary has access to the documents in Docata). With the application form you need to submit your CV as well as a signed version of “Anlage 5a” from the annex of [http://www.physik.kit.edu/Studium/Studienplaene/Promotionsordnung-2017.pdf “Promotionsordnung”](only exists in German).
#After a few weeks, you will receive a letter, confirming your acceptance by the KIT-Faculty of Physics, possibly with some obligations. This letter is accompanied by another letter asking you to enrol as a student at KIT. In case you are full-time employed at KIT (at least 50% position), you have the option to decline enrolment. '''This is only possible within two weeks after you have been accepted by the Faculty of Physics'''. For declining the enrolment, you have to sign the relevant form provided in Docata. Then, this document has to be signed by PSE to confirm that you are full-time employed at KIT and send to the Studierendenservice (Student’s Office). In case you enrol as a student, you have to fill in the respective form provided in Docata and follow the instructions there. Details for the enrolment process can be found [here https://www.khys.kit.edu/english/enrollment.php].
#In case you did not study Physics, Meteorology, Geophysics or Optics and Photonics, you will have to documents that prove your knowledge of the topic of your doctoral research.

Docata offers:
* Registration as doctoral researcher at KIT
* Download of application form for acceptance by the KIT-Faculty of Physics (Antrag zur Annahme als Doktorand(in) bei der KIT-Fakultät für Physik)
* Membership to Karlsruhe House of Young Scientists (KHYS); this is mandatory for all doctoral researchers!

During the three years of your PhD, make sure to meet regularly with your supervisor and your first referee. In these meetings, you should discuss the results of your research, problems you might have, scientific publications you are writing, your research stay abroad, and so on.

====Consider Joining the Graduate school GRACE ====
Discuss with you supervisor, whether you should become a member of [https://www.grace.kit.edu/ GRACE]. The graduate school offers, among others, lectures, short courses, and summer schools. At the same time, it requires you to do a research stay abroad for 1-3 months and to attend topic related and cross-cutting lectures as well as competence skill courses that cover 12 ECTS in total. Before you send your application to GRACE, you should talk to the scientific coordinator Andreas Schenk (andreas.schenk@kit.edu, Tel.: +49 721 608 43676) and Diana Lieber (diana.lieber@kit.edu, Tel. +49 721608-41359). They will answer your questions and tell you, which documents are needed for the application.

In general, the required documents are as follows:
*Motivation letter
*Curriculum vitae
*Proposal of a personal steering group
*Proposal of a training program (table of lectures, which you would like to attend, you can change this in the course of your PhD)
*Copy of your doctoral agreement
*Copy of the letter which confirms your acceptance by the KIT-Faculty of Physics

There is also the possibility to join the KIT graduate school Computational and Data Science [https://www.kcds.kit.edu/index.php KCDS] of the KIT center MATHSEE. For this graduate school, your PhD project has to be transdisciplinary, meaning that you apply mathematical concepts for an application in science. You also need 2 supervisors from the different disciplines. One from the mathematical side and one from the sciences’ side. If you are interested in this graduate school, please contact Christian Grams (grams@kit.edu) for further information.

== 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].

== Essential Software ==
See the page on [https://www.imk-tro.kit.edu/trowiki/index.php?title=Software Software]

== Finishing your PhD and Defense ==

=== Writing your Dissertation ===

* Discuss the outline and content of your thesis with your supervisor(s).
*Agree with your supervisor(s) on the language of the thesis (English or German).
* Use the official LaTeX template for your dissertation (LaTeX template for dissertation: [http://www.imk-tro.kit.edu/8317.php German] or [https://www.imk-tro.kit.edu/english/8317.php English]. You will first have to hand in a draft (“version 0”) of your thesis to your referees (digital or printed version, preferably A4 format; see below).
*The dissertation must be written in the form of a monograph; cumulative dissertations are not allowed at the KIT-Faculty of Physics.

Useful hints for writing:
*Do not only write your thesis from your “expert” perspective, but in a way a scientist with basic knowledge can follow your study.
*Make clear what your personal contribution to the topic is; highlight the “gap” that you want to fill.
*Find meaningful headlines; if possible, highlight in the headlines what is new in your work.
*Level of detail (e.g., in data and methods chapter): Which information do you need to understand the results? Is this part of the overall story of your thesis?
*Use an appendix for additional information (e.g., skill scores, additional graphics and tables).

===Registration procedure for the exam (defense) ===
*Talk to your supervisor(s): present the status of your work and show that your dissertation can be finished in the remaining time. Discuss possible dates for the exam.
*Contact the Dean’s office for your preferable exam date earliest '''three month''' before the date (current secretary: Corinna Knodel-Rupp: +49 721 608-42052, dekanat@PHYSIK.kit.edu). You are allowed to defend your thesis only in the lecture period (Vorlesungszeit).
*If the date is available, the secretary will send you an email to confirm the exam date, including the list of documents you have to submit with your “vorgelegte” version of the dissertation. The deadline of reviewing your thesis (for your supervisors) is also informed in the email so please inform your supervisors for the deadline.
*The documents should be uploaded to Docata 1-2 days before the submission date of your “vorgelegte” version:
** Your '''CV''' (including your office address and private address, the date and place of birth)
** List of publication
** Copies of university-entrance '''diploma''' (Abiturzeugnis) and diploma/Bachelor’s + Master’s '''certificate(s)''' (Diplom-/Bachelor- und Masterzeugnis[se])
** Electronic copy of your thesis

*After uploading all the documents, the Dean's office confirms your application. This will automatically create documents that you have to hand in with your thesis, including:
**'''Admission application''', addressed to the Dean (Zulassungsgesuch an den Dekan). This must be sent within four years after acceptance as doctoral researcher at the KIT-Faculty of Physics, otherwise your status as doctoral researcher ends.
** Declarations as per attachment 3, 4, and 5b of the doctoral regulations from March 27, 2017 (Erklärungen nach Anlage 3, 4 und 5b der Promotionsordnung vom 27.3.2017)

As the date of 1.6.2023, the documents are provided only in German. Please go through the documents with help of a German colleague before you put your signature on them.

=== Handing in you Dissertation ===

1. Discuss your draft of the dissertation with your supervisor(s) approx. 2-3 weeks before the submission date.

2. Make necessary changes as proposed by the supervisor(s). When you have done all changes, this version is your “vorgelegte” version for submission.

3. You need the following copies of your “vorgelegte” version of the dissertation:

* one copy for the Dean’s office: Hand in a hardcover/glue-bound version of your “vorgelegte” dissertation to the Dean’s office (on the submission date, 10 a.m. at the latest). Make sure that it says “vorgelegte Dissertation” and not “genehmigte Dissertation” on the title page of your dissertation too! The first is the version, which is graded, the latter is for final publishing after the exam (see below).
* Up to four/five copies for the examiners: Examiners who are referees in personal union might not need a copy of the “vorgelegte” version if they have already a printed book of the draft. You can provide them with a digital version of your dissertation with tracked changes. Moreover, some examiners who are not referees might not want a printed version to save paper.

* One copy for you.

You can print out your dissertation at [https://www.asta-kit.de/de/angebote/druckerei AStA-Druckerei].

4. After submission: When the Dean’s office has received the dissertation and the referee reviews, they will send you details about the exam (date and time, room, examiners) via “Hauspost” and by mail to your address which is given in your CV. Get in touch with your examiners who are not your supervisor(s) and agree on a date for a personal/digital meeting (approx. 30-60 min). Be prepared to present a summary of your work. The sooner, the better for your preparation time in the last days before the exam.

5. The Dean’s office also sends you an e-mail with the time for a short meeting with the Dean and the other examinees (PhD students). The Dean will explain the exam’s procedure and show you the rooms. Be prepared to present a 5-minute summary of your work.

'''IMPORTANT DEADLINES:'''
'''3 months before the exam date:''' Save your date for the exam (date must be in lecture period!). The submission date will be 5 weeks before the exam at the latest (10 a.m.!).
'''~ 2-3 weeks before the submission date''': Hand in version 0 of your thesis to your supervisor and referees (agree on a date, so that the referees have enough time to read and comment the thesis and you have enough time to make necessary changes. (Print draft necessary)
''' ~ 1
week before the submission date''': Hand in further “official” documents requested by the Dean’s office (see below).
'''Submission date''': Hand in revised version of your thesis (version 0 + necessary changes asked for by referees; “vorgelegte” version) to the Dean’s office. The same deadline applies for the referee’s reviews, make sure that your referees hold this deadline. (Print “vorgelegte” version necessary)
''' Exam date''': Exam, have your 20 minute presentation prepared.

=== Preparation of the presentation ===
*Present your work with logical structure, central theme; focus on important findings rather than rushing through many results.
*Provide a good introduction; you could try to show simple schemes to explain certain processes/phenomena in the introduction (keep in mind that some examiners are not related to your research topic).
*Mention your publications.
*Give trial presentations about 1-2 weeks before your exam to your referees, to other PhD-students and Post-doctoral researchers to get feedback on your presentation. Take into consideration a second trial presentation within your working group a few days before the exam.
*Do a technical test of the presentation in the exam room 10/1 in the Physics building at Campus South (check if your figures are not truncated and easy to read). The room is available on Wednesdays from 9:45-11:15 to test technical issues. (The Dean's office will inform you about this).

=== Preparation for the Exam ===
*Think about possible questions. Physicists out of your topic likely focus on related topics (e.g., functionality of your measurement device, physical basics of your topic).
* With the doctoral regulations from March 27, 2017, the questions will be in the context of the topic. Nevertheless, it can be helpful to read some protocols from other exams to get an idea about how the examiners pose their questions (but note that an examiner sometimes gives hints on potential questions/topics, which is not necessarily mentioned in the protocol). Katharina Maurer (Student Advisory Service, Campus South, Physics building 30.23, 13. floor, room: 13.08, Phone: +49 721 608-46752, katharina.maurer@kit.edu) has a folder with a collection of questions from previous exams. The examples are mostly in German, though.
*Read books/papers/texts related to your topic.

=== Defense talk/presentation and oral exam ===
The presentation and exam will take place in the Physics department, probably depending on the current Dean and availability. Take an HDMI-to-VGA adapter with you if necessary.

'''Exam:'''

* You will stand in front of a blackboard and the examiners sit at a meeting table. One at a time, they will ask you questions for about 10 minutes each. The first referee will start; the Dean is the last one.
* You can/should use the blackboard to draw a sketch or write down an equation.
* You can prepare backup slides of additional figures, which may be helpful for the exam.
*In case that you do not know the answer to a question, do not panic or keep silent. Try to refer to the topic. It is not expected that you can answer all questions.
*You will be informed about the outcome by the head of the board of examiners.

=== Steps for publishing your dissertation (in order to receive your PhD certificate)===
# Ask your referees, if final changes in the dissertation are needed. Make all necessary changes (also check for typing errors). Change the title page to „genehmigte Dissertation“.
# Ask in the Dean‘s office for the print permission document (Druckerlaubnis). Here, your referees have to sign that the thesis can be published in its current form.
# Hand in the signed print permission document and a printed version of the final thesis (“genehmigte Dissertation”) at the Dean‘s office.
# Publish your thesis at the KIT library (see below). The Dean‘s office will be notified by the KIT library.
# You will receive an e-mail from the Dean‘s office as soon as you can pick up your doctoral certificates (Promotionszeugnis and Promotionsurkunde).

===Publication possibilities at KIT===
There are three main ways of publishing your dissertation at the KIT library:
# online publication (DIN A4 format) at the repository KITopen
# online publication (DIN A5 format) at KIT Scientific Publishing (KSP)
# online and print (DIN A5 format) at KSP

More information about the different publication possibilities can be found on the website of the KIT library (https://www.bibliothek.kit.edu/dissertationen.php). If you include already published material in your dissertation (e.g., articles from scientific journals), you have to make sure that the copyright policy of the journal agrees with the license at KIT (e.g., KITopen license, open access license).

====Details for publishing at KSP====
Your dissertation at IMK-TRO may be published printed and online within the book series „Wissenschaftliche Berichte des Instituts für Meteorologie und Klimaforschung des Karlsruher Instituts für Technologie“ by KIT Scientific Publishing (KSP). Each dissertation (volume) gets its own ISBN-number. This enables everyone to order your dissertation in a bookshop as “print on demand”. Online publication is done by KSP using Eva Star of the KIT-library. The costs for printing of 25 copies of your dissertation is covered by IMK-TRO (upper limit approx. 800 EUR). Covering of additional costs by IMK-TRO due to a higher number of copies or many color figures in your dissertation has to be discussed with the head of your research group – ideally before publication.

The design of the cover and the layout of the first pages are fixed for the book series by IMK-TRO and KSP. For the overall layout of your volume there is a KSP-template in Latex and Word, which MUST be used (https://www.bibliothek.kit.edu/ksp-toolbox.php) or you can use the version on the IMK-TRO webpage (recommended; format is A5; the templates are designed to fit the final format). Important formal requirements of the template, which you have to meet, are collected in a very helpful PDF: https://www.bibliothek.kit.edu/downloads/KSP/KSP-Basic-Layout-Guidelines.pdf

Further remarks:
* Detailed printing information for your dissertation are given on the KSP [https://www.bibliothek.kit.edu/cms/ksp-weg-zum-buch.php homepage] (English translation possible via built-in Google translator)
Before printing answer the KSP technical questions as follows:
- Cost absorption for printing: by IMK-TRO (if agreed by the head of your group);
- Form of publication: print on demand;
- Series of publication: IMK-TRO institute series;
- Title of series: Wiss. Berichte des Instituts für Meteorologie und Klimaforschung;
- Book format: DIN-A5.
- Number: leave blank
- The KSP printing offer has to be approved by the head of your group. Payment is done by IMK-TRO at Campus North (Großforschungsbereich).
- Currently 9 copies have to be handed out to Mrs. Beideck at IMK-TRO, CS for IMK and other libraries. The remaining 16 copies are provided for your individual purposes.

If you have any questions concerning the print of the thesis, you can ask Michael Kunz (kunz@kit.edu).Authors publishing at KSP are entitled to benefits of an allowance paid by the „Verwertungsgesellschaft Wort (VG Wort)“, in case that you are registered at [https://www.vgwort.de/die-vg-wort.html „VG Wort“].

Business trips

2023-10-09T15:51:22Z

My6406: /* Step 3: Get back the money you spent */

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

Useful information and forms regarding travelling at KIT have been translated by INT and can be found at the bottom of this webpage: https://www.int.kit.edu/intranet/travel.php

''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.

Please provide these to the secretary as follows:

- nowhere stapled - preferably in a transparent foil and held together by a paper clip

- original cash receipts, debit card payment receipts etc. that are smaller than A4 (i.e. virtually all) must be glued to a blank DIN A4 sheet (not stapled to the e.g. invoice).

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.

== ''' Procedure for Attending Online Conferences ''' ==

''Before the conference:''

1. Discuss with your supervisor(s) if it is beneficial for you to join that conference online and if you should present (talk or poster) or listen only.

2. Check out the conference’s web page concerning registration fees and deadlines (often, there are cheaper early-bird rates available). If the conference is for free, you don’t need to do anything further.

3. Write an e-mail to your supervisor asking for permission to join the online conference:
“Subject: Permission to Attend Conference XY Online

Dear Supervisor,
Please confirm the permission for me to attend conference XY online and state, from which project the registration (and abstract) fees should be payed.”

4. Wait for an answer.

5. If you got a positive answer, pay the registration (and abstract) fee with your credit card. Use the following information for the invoice:

''When employed at CS:''

·Invoice reference: KIT7149

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Kaiserstr. 12

76131 Karlsruhe

''When employed at CN:''

·Invoice reference: KIT5250

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Hermann-von-Helmholtz-Platz 1

76344 Eggenstein-Leopoldshafen

''After the conference:''

1. Print out the e-mail with the permission to attend the conference and from where the costs should be payed as a pdf-file (no need to print it out physically on paper).

2. Print any invoices you got from the conference showing that you payed the conference fee (sufficient as a pdf-file).

3. Get your bank account statement showing the payment of the conference fee. Put black boxes over all (sensible) information excluding the payment you want to have refunded.

4. Fill out the form “1_ErstattungAuslagen_NEU_U_FIMA_BUHA_KR_08_09-22.docx”. You get this form from Rosi Gräbner (rosalba.graebner@kit.edu). English translation [https://www.imk-tro.kit.edu/trowiki/images/0/00/1_ErstattungAuslagen_NEU_U_FIMA_BUHA_KR_08_09-22_translation_english.pdf]

5. If necessary prepare a short statement why you chose a specific payment option. E.g. when attending the EGU General Assembly, it is usually cheaper to buy a membership+registration fee than only the registration fee.

6. Put all information together and send it to Rosi Gräbner (rosalba.graebner@kit.edu) by e-mail.

General Info

2023-08-01T07:41:47Z

My6406: /* Mental Health Offers at KIT */

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

== General KIT Info ==
*Campusplan: [https://www.kit.edu/campusplan/] , [http://www.kit.edu/kit/anfahrt.php PDF ]
KIT Phones: +49 (0) 721 608 - <5 digit number>; 5 digit numbers starting with “4”: CS; “2”: CN, to make a call to outside KIT, dial 0 + phone number

== IT ==
IT Administrators at IMK-TRO:
'''CN''': Gabi Klinck, gabi.klinck@kit.edu
'''CS''':

*WIFI: <user>@kit.edu SSID: KIT or eduroam: [http://www.scc.kit.edu/dienste/wlan.php] , Free KA-WLAN
*VPN „open VPN“ (VPN (kit, kit-split, kit-vpn2vlan) [http://www.scc.kit.edu/dienste/vpn.php]
*Overview of all services: [http://www.scc.kit.edu/dienste/index.php]
*IT Handbook [https://www.imk-tro.kit.edu/interna/IT-Handbuch/it_handbook_imk-tro.pdf]
*Printer: Xerox –bw or color -> set up with IT contact

== IMK-TRO Info ==
*[https://www.imk-tro.kit.edu/interna/7399.php Intranet FAQ]
*Business travels require a pre-signed form → see [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips Business trips]
*ESS Portal (working hours, vacation booking, pay slips, contacts for PSE)
#Page under construction: https://up.scc.kit.edu/sap/bc/ui2/flp
# Old page(where most things are still done): https://sap-portal.scc.kit.edu/irj/portal
* General working time; core times 9-15 o'clock (Fridays 9 - 12), max. times 6-20 o'clock, not more than 10 hours/day.

== Mental Health Offers at KIT ==

Mental Health First Aid contacts:

Kim Stadelmaier (kim.stadelmaier@kit.edu, CN, Building 435, Room 501, 0721 608-28715)

Selina Kiefer (selina.kiefer@kit.edu, CN, Building 435, Room 501, 0721 608-28715)

General support for conflicts or psychosocial 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 (15 min basic exercises for mobilization): https://gesundheit.net.kit.edu/338.php

live nearly every day during the semester or pre-recorded (https://www.youtube.com/@kitinstitutfursportundspor462)

== Sports at KIT==

Campus South (Hochschulsport/University sports, also for employees of CS and CN): https://www.sport.kit.edu/hochschulsport/

Campus North: https://www.sportgruppe.eu/

== 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.

Business trips

2023-07-12T12:41:34Z

My6406: /* Procedure for Attending Online Conferences */

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

Useful information and forms regarding travelling at KIT have been translated by INT and can be found at the bottom of this webpage: https://www.int.kit.edu/intranet/travel.php

''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.

== ''' Procedure for Attending Online Conferences ''' ==

''Before the conference:''

1. Discuss with your supervisor(s) if it is beneficial for you to join that conference online and if you should present (talk or poster) or listen only.

2. Check out the conference’s web page concerning registration fees and deadlines (often, there are cheaper early-bird rates available). If the conference is for free, you don’t need to do anything further.

3. Write an e-mail to your supervisor asking for permission to join the online conference:
“Subject: Permission to Attend Conference XY Online

Dear Supervisor,
Please confirm the permission for me to attend conference XY online and state, from which project the registration (and abstract) fees should be payed.”

4. Wait for an answer.

5. If you got a positive answer, pay the registration (and abstract) fee with your credit card. Use the following information for the invoice:

''When employed at CS:''

·Invoice reference: KIT7149

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Kaiserstr. 12

76131 Karlsruhe

''When employed at CN:''

·Invoice reference: KIT5250

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Hermann-von-Helmholtz-Platz 1

76344 Eggenstein-Leopoldshafen

''After the conference:''

1. Print out the e-mail with the permission to attend the conference and from where the costs should be payed as a pdf-file (no need to print it out physically on paper).

2. Print any invoices you got from the conference showing that you payed the conference fee (sufficient as a pdf-file).

3. Get your bank account statement showing the payment of the conference fee. Put black boxes over all (sensible) information excluding the payment you want to have refunded.

4. Fill out the form “1_ErstattungAuslagen_NEU_U_FIMA_BUHA_KR_08_09-22.docx”. You get this form from Rosi Gräbner (rosalba.graebner@kit.edu). English translation [https://www.imk-tro.kit.edu/trowiki/images/0/00/1_ErstattungAuslagen_NEU_U_FIMA_BUHA_KR_08_09-22_translation_english.pdf]

5. If necessary prepare a short statement why you chose a specific payment option. E.g. when attending the EGU General Assembly, it is usually cheaper to buy a membership+registration fee than only the registration fee.

6. Put all information together and send it to Rosi Gräbner (rosalba.graebner@kit.edu) by e-mail.

File:1 ErstattungAuslagen NEU U FIMA BUHA KR 08 09-22 translation english.pdf

2023-07-12T12:35:56Z

My6406: Refund of payments done by privately, e.g. online conference fees.

== Summary ==
Refund of payments done by privately, e.g. online conference fees.

Business trips

2023-07-12T11:39:05Z

My6406:

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

Useful information and forms regarding travelling at KIT have been translated by INT and can be found at the bottom of this webpage: https://www.int.kit.edu/intranet/travel.php

''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.

== ''' Procedure for Attending Online Conferences ''' ==

''Before the conference:''

1. Discuss with your supervisor(s) if it is beneficial for you to join that conference online and if you should present (talk or poster) or listen only.

2. Check out the conference’s web page concerning registration fees and deadlines (often, there are cheaper early-bird rates available). If the conference is for free, you don’t need to do anything further.

3. Write an e-mail to your supervisor asking for permission to join the online conference:
“Subject: Permission to Attend Conference XY Online

Dear Supervisor,
Please confirm the permission for me to attend conference XY online and state, from which project the registration (and abstract) fees should be payed.”

4. Wait for an answer.

5. If you got a positive answer, pay the registration (and abstract) fee with your credit card. Use the following information for the invoice:

''When employed at CS:''

·Invoice reference: KIT7149

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Kaiserstr. 12

76131 Karlsruhe

''When employed at CN:''

·Invoice reference: KIT5250

·Shipping e-mail for pdf: rechnung@fima.kit.edu

·Invoice address:

Karlsruhe Institute of Technology

DE FIMA Buchhaltung

Hermann-von-Helmholtz-Platz 1

76344 Eggenstein-Leopoldshafen

''After the conference:''

1. Print out the e-mail with the permission to attend the conference and from where the costs should be payed as a pdf-file (no need to print it out physically on paper).

2. Print any invoices you got from the conference showing that you payed the conference fee (sufficient as a pdf-file).

3. Get your bank account statement showing the payment of the conference fee. Put black boxes over all (sensible) information excluding the payment you want to have refunded.

4. Fill out the form “1_ErstattungAuslagen_NEU_U_FIMA_BUHA_KR_08_09-22.docx”. You get this form from Rosi Gräbner (rosalba.graebner@kit.edu).

5. If necessary prepare a short statement why you chose a specific payment option. E.g. when attending the EGU General Assembly, it is usually cheaper to buy a membership+registration fee than only the registration fee.

6. Put all information together and send it to Rosi Gräbner (rosalba.graebner@kit.edu) by e-mail.

General Info

2023-07-12T10:57:42Z

My6406: /* Mental Health Offers at KIT */

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

== General KIT Info ==
*Campusplan: [https://www.kit.edu/campusplan/] , [http://www.kit.edu/kit/anfahrt.php PDF ]
KIT Phones: +49 (0) 721 608 - <5 digit number>; 5 digit numbers starting with “4”: CS; “2”: CN, to make a call to outside KIT, dial 0 + phone number

== IT ==
IT Administrators at IMK-TRO:
'''CN''': Gabi Klinck, gabi.klinck@kit.edu
'''CS''':

*WIFI: <user>@kit.edu SSID: KIT or eduroam: [http://www.scc.kit.edu/dienste/wlan.php] , Free KA-WLAN
*VPN „open VPN“ (VPN (kit, kit-split, kit-vpn2vlan) [http://www.scc.kit.edu/dienste/vpn.php]
*Overview of all services: [http://www.scc.kit.edu/dienste/index.php]
*IT Handbook [https://www.imk-tro.kit.edu/interna/IT-Handbuch/it_handbook_imk-tro.pdf]
*Printer: Xerox –bw or color -> set up with IT contact

== IMK-TRO Info ==
*[https://www.imk-tro.kit.edu/interna/7399.php Intranet FAQ]
*Business travels require a pre-signed form → see [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips Business trips]
*ESS Portal (working hours, vacation booking, pay slips, contacts for PSE)
#Page under construction: https://up.scc.kit.edu/sap/bc/ui2/flp
# Old page(where most things are still done): https://sap-portal.scc.kit.edu/irj/portal
* General working time; core times 9-15 o'clock (Fridays 9 - 12), max. times 6-20 o'clock, not more than 10 hours/day.

== Mental Health Offers at KIT ==

Mental Health First Aid contacts:

Kim Stadelmaier (kim.stadelmaier@kit.edu, CN, Building 435, Room 501, 0721 608-28715)

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 (15 min basic exercises for mobilization): https://gesundheit.net.kit.edu/338.php

live nearly every day during the semester or pre-recorded (https://www.youtube.com/@kitinstitutfursportundspor462)

== Sports at KIT==

Campus South (Hochschulsport/University sports, also for employees of CS and CN): https://www.sport.kit.edu/hochschulsport/

Campus North: https://www.sportgruppe.eu/

== 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.

General Info

2023-07-12T10:57:25Z

My6406: /* Mental Health Offers at KIT */

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

== General KIT Info ==
*Campusplan: [https://www.kit.edu/campusplan/] , [http://www.kit.edu/kit/anfahrt.php PDF ]
KIT Phones: +49 (0) 721 608 - <5 digit number>; 5 digit numbers starting with “4”: CS; “2”: CN, to make a call to outside KIT, dial 0 + phone number

== IT ==
IT Administrators at IMK-TRO:
'''CN''': Gabi Klinck, gabi.klinck@kit.edu
'''CS''':

*WIFI: <user>@kit.edu SSID: KIT or eduroam: [http://www.scc.kit.edu/dienste/wlan.php] , Free KA-WLAN
*VPN „open VPN“ (VPN (kit, kit-split, kit-vpn2vlan) [http://www.scc.kit.edu/dienste/vpn.php]
*Overview of all services: [http://www.scc.kit.edu/dienste/index.php]
*IT Handbook [https://www.imk-tro.kit.edu/interna/IT-Handbuch/it_handbook_imk-tro.pdf]
*Printer: Xerox –bw or color -> set up with IT contact

== IMK-TRO Info ==
*[https://www.imk-tro.kit.edu/interna/7399.php Intranet FAQ]
*Business travels require a pre-signed form → see [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips Business trips]
*ESS Portal (working hours, vacation booking, pay slips, contacts for PSE)
#Page under construction: https://up.scc.kit.edu/sap/bc/ui2/flp
# Old page(where most things are still done): https://sap-portal.scc.kit.edu/irj/portal
* General working time; core times 9-15 o'clock (Fridays 9 - 12), max. times 6-20 o'clock, not more than 10 hours/day.

== Mental Health Offers at KIT ==

Mental Health First Aid contacts:

Kim Stadelmaier (kim.stadelmaier@kit.edu, CN, Building 435, Room 501, 0721 608-28715)

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 (15 min basic exercises for mobilization): https://gesundheit.net.kit.edu/338.php
live nearly every day during the semester or pre-recorded (https://www.youtube.com/@kitinstitutfursportundspor462)

== Sports at KIT==

Campus South (Hochschulsport/University sports, also for employees of CS and CN): https://www.sport.kit.edu/hochschulsport/

Campus North: https://www.sportgruppe.eu/

== 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.

General Info

2023-07-12T10:57:07Z

My6406: /* Mental Health Offers at KIT */

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

== General KIT Info ==
*Campusplan: [https://www.kit.edu/campusplan/] , [http://www.kit.edu/kit/anfahrt.php PDF ]
KIT Phones: +49 (0) 721 608 - <5 digit number>; 5 digit numbers starting with “4”: CS; “2”: CN, to make a call to outside KIT, dial 0 + phone number

== IT ==
IT Administrators at IMK-TRO:
'''CN''': Gabi Klinck, gabi.klinck@kit.edu
'''CS''':

*WIFI: <user>@kit.edu SSID: KIT or eduroam: [http://www.scc.kit.edu/dienste/wlan.php] , Free KA-WLAN
*VPN „open VPN“ (VPN (kit, kit-split, kit-vpn2vlan) [http://www.scc.kit.edu/dienste/vpn.php]
*Overview of all services: [http://www.scc.kit.edu/dienste/index.php]
*IT Handbook [https://www.imk-tro.kit.edu/interna/IT-Handbuch/it_handbook_imk-tro.pdf]
*Printer: Xerox –bw or color -> set up with IT contact

== IMK-TRO Info ==
*[https://www.imk-tro.kit.edu/interna/7399.php Intranet FAQ]
*Business travels require a pre-signed form → see [https://www.imk-tro.kit.edu/trowiki/index.php?title=Business_trips Business trips]
*ESS Portal (working hours, vacation booking, pay slips, contacts for PSE)
#Page under construction: https://up.scc.kit.edu/sap/bc/ui2/flp
# Old page(where most things are still done): https://sap-portal.scc.kit.edu/irj/portal
* General working time; core times 9-15 o'clock (Fridays 9 - 12), max. times 6-20 o'clock, not more than 10 hours/day.

== Mental Health Offers at KIT ==

Mental Health First Aid contacts:
Kim Stadelmaier (kim.stadelmaier@kit.edu, CN, Building 435, Room 501, 0721 608-28715)
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 (15 min basic exercises for mobilization): https://gesundheit.net.kit.edu/338.php
live nearly every day during the semester or pre-recorded (https://www.youtube.com/@kitinstitutfursportundspor462)

== Sports at KIT==

Campus South (Hochschulsport/University sports, also for employees of CS and CN): https://www.sport.kit.edu/hochschulsport/

Campus North: https://www.sportgruppe.eu/

== 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.

Business trips

2023-07-12T10:48:55Z

My6406: /* Business Trips (CS and CN employees) */

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

Useful information and forms regarding travelling at KIT have been translated by INT and can be found at the bottom of this webpage: https://www.int.kit.edu/intranet/travel.php

''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

2023-03-08T16:27:23Z

My6406:

'''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

== '''Sports at KIT''' ==

Campus South (Hochschulsport/University sports, also for employees of CS and CN): https://www.sport.kit.edu/hochschulsport/

Campus North: https://www.sportgruppe.eu/

== '''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/

General Info

2023-02-03T12:50:25Z

My6406:

'''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).
# 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.