Business trips – from travel request to expense report

You have a business trip to a conference in Austria or abroad, or external training courses, workshops, or seminars are taking place. What steps do you need to take, from preparation and organization to expense reporting? We have compiled the most important information for you. With just one click, you can access detailed information and various instructions from the Finance Office.

Step 1: The travel request
 

The first and most important step before going on a business trip is to submit a travel request:

An approved travel request must be submitted before the start of a business trip. When the order to go on a business trip is given, the employee or an authorized assistant enters a travel request in SAP Services.

This travel request is forwarded to the budget manager and the line manager for approval. Both have the right to reject the travel request or return it for correction.

Detailed instructions on travel management in SAP Services can be found in chapters 7 and 8 (“Travel Management SAP Services” and “Creating a Travel Request”) starting on page 17 of the brochure.

 

You can find detailed information on

  • business trip requests
  • travel expense advances
  • mileage allowance and transportation allowance
  • travel expense receipts for EU projects
  • group travel
  • insurance for business trips
  • company agreement on business trips & travel policy

 

and many other topics, as well as all instructions relating to business trips, can be found on the home page of the Finance Department.

 

Note on travel expense reports: External persons and other employees can report their travel expenses using the form “Kostenersatz, opens an external URL in a new window” (expense reimbursement form).

Key information summarized
 

The Travel Management Hotline at the Bursar's Office is available Monday to Friday at extension 407190 or by email: reisemanagement@tuwien.ac.at

You can find all information on travel requests and travel expense reports on the Travel Management page.

Travel guidelines and detailed information on travel management can be found in this brochure.