Lab2Lab

Trips funded by the Graduate Academy must always be approved (and settled) via the Graduate Academy.

The necessary forms for the travel application can be found on the website of the Travel Expenses Office:  List of forms for business and education/training trips

[Detailed information on the settlement process for GA grants can be found in the section “Information on travel expense claim & reimbursement”.]

Information for TUD staff

• In the case of mixed financing  (GA funding & cost coverage by the institute/professorship), the completed travel application including the approval of means under No. 15 for the source for financing of the institute/professorship, the preliminary travel cost check under No. 16 and the signed order under No. 17 must be submitted by the institute/professorship to the Graduate Academy before the start of the trip. The final approval the approvel of funds from the Graduate Academy will be completed under No. 15. The original travel application remains at the Graduate Academy and - as soon as the travel expenses claim has been submitted to the Graduate Academy and checked for completeness - will be forwarded with travel expense claim to the Travel Expenses Office for final processing. 
• In the case of retroactive funding (= Funding approval after the trip), please submit the completed travel application, which has been fully approved by the institute/professorship, including the settlement documents (travel expenses claim) to the Graduate Academy promptly after receipt of the Letter of Award.
• In the case of trips funded exclusively by the Graduate Academy, the travel application approved by the institute/professorship under no. 17, including the accounting documents, must be submitted to the Graduate Academy promptly after the end of the trip or, in the case of retroactive funding,

  after receiving the Letter of Award. [Leave the approval of funds empty in the travel application!]

Information for third parties (scholarship holders, WHK)

The term “third parties” refers to scholarship holders, research assistants and external doctoral candidates.

• Third parties submit the completed travel application including the settlement documents (travel expenses claim) directly to the Graduate Academy after the end of the trip or, in the case of retroactive funding, after receipt of the Letter of Award.
• The travel application and the travel expense report must be completed and signed in full in accordance with the actual travel route and the costs incurred.

For further information on the administrative handling of Business and Education/training trips, the settlement of the travel expense at TU Dresden and current information can be found on the  Website of the Travel Expenses Office of TUD (Team 2.4.1)

Information for employees of the Universitätsklinikum Carl Gustav Carus Dresden

Awardees with an employment contract at the UKD are asked to contact the Graduate Academy () directly for the processing of travel applications and travel expense claims.  

• Booking of flight and rail tickets
  In preparation of travel trips, bookings for rail and flight tickets can be operated through the travel services of TU Dresden:
  • Website TU Travel Service (AMEX GBT)
  • Email:
  • Application form (in German only)

Please note that for bookings through AMEX GBT the signed (by the Graduate Academy) travel application form has to be submitted as copy/scan. Without a signed and approved travel application form, AMEX GBT does not arrange any bookings.

• Booking of Hotels
  Use of the free HRS Business Portal (Hotel Reservation Service). For further information on cooperations between TU Dresden and other providers, please contact the  Travel Expenses Office (Team 2.4.1) 

An advance payment on the expected travel costs can be applied for under no. 18 of the travel application. An advance payment must be applied for at least two weeks before the start of the trip, but no earlier than four weeks before the start of the trip. Costs that have already been paid in advance, such as flight costs, can be covered 100 % in advance with appropriate proof (invoice including confirmation of payment). Up to 80 % of the calculated costs of the trip can be taken into account in the advance payment.

Trips funded by the Graduate Academy must always be (approved and) settled via the Graduate Academy.

The Graduate Academy's travel allowances (Travel Award, short research stays, summer & winter schools, trips within Lab2Lab) are not paid out as a lump sum, but are processed in accordance with the SächsRKG and the TU Dresden travel expense regulations (from June 2018) via a travel application and a corresponding Travel expenses claim. 

Please note: 

• Travel expenses claims are NOT to be forwarded to the travel expenses office independently via the institute/professorship!

• Funding can only be claimed if a valid membership status in the Graduate Academy exists at the time of the short-term research stay.

Travel expenses claim

• funding approved before the trip: The awardee is obliged to submit all documents for the travel expense report to the Graduate Academy as soon as possible after the end of the trip.
• funding approved after the trip: If you receive a positive funding decision from the Graduate Academy after the trip, please send the complete travel expense report to the Graduate Academy immediately after receiving the funding decision. In addition to the formal review of the travel expense report (and the according documents), the GA as source funding will then be supplemented.
• in the case of mixed funding: If the travel costs exceed the amount of funding and your institute/professorship covers the difference, both sources of funding will be noted in the travel expense report.

Information on reimbursement

In accordance with the applicable factual and legal situation § 16 Abs.1 SächsRKG, the payment of the approved travel allowance is made exclusively as an education/training trip in patial interests of work (“Fortbildungsreise im teilweise dienstlichen Interesse”). There is therefore no entitlement to payment of a lump sum daily allowance. Reimbursement of catering costs (if still available in the funding amount) will be made on the basis of original receipts up to a maximum of the lump sum daily allowance. The travel allowance for your short-term research stay will be invoiced on a daily basis.

In general, proof of payment alone is not sufficient for reimbursement. Expenses are reimbursed based on original receipts (e.g. till receipts, restaurant bills, etc.). Only in exceptional cases, such as for public transportation where no receipt is issued, reimbursement based on proof of payment may be possible.

As part of the Travel expenses claim, a detailed list of all expenditures with the corresponding original receipts must be submitted to the Graduate Academy. If the formal requirements are not met, the Graduate Academy reserves the right to return the documents for revision

Template: Overview of expenses & receipts

Please note: Meal receipts must be affixed to DIN A4 paper sorted by date. Non-reimbursable items, i.e. items that are not beverages/food on the meal receipts, must be crossed out.  

All further forms for the travel application and travel expense report can be found on the website of the Travel Expenses Office of TUD:  List of forms for business and education/training trips

ONLY for Travel Award: Participation and settlement of a virtual event

If the approved event takes place in virtual form, the form Antrag auf Erstattung von Auslagen für die Teilnahme an einer virtuellen Veranstaltung must be submitted.
Please note: The inofficial translation is for your information only – please DO NOT use this form!

If you have not yet received any cash expenses in the past or if your bank account details have changed, please also use the form Erstmeldung der Bankverbindung für Barauslagen
Please note: The inofficial translation is for your information only – please DO NOT use this form!

Invoice address

For all bookings in the context of a GA funded travel trip, please use the following invoice address:

Technische Universität Dresden | Zentraler Rechnungseingang | "PSP Element according to the Letter of Award" | Graduiertenakademie, 01062 Dresden.

Invoicing of the participation fees 

Please note that the invoice for the participation fees

• issued by an organizer from an EU country must include the UStID of the TU Dresden (DE188369991) as well as the organizers UStID.
• issued by an organizer from a non-EU country must not include the TU Dresden VAT ID (corresponds to a net invoice).

At the end of the funding period, a final report must be submitted to the Graduate Academy together with the travel expense report.

Template: Final Report Travel Award & Travel Grant