4 setup and use of BayRMS
The following overview provides guidance on setting up and using BayRMS:
Additional information: You can find detailed step-by-step instructions here: Getting Started with the Bavarian Travel Management (BayRMS) | Introduction to BayRMS ("Mitarbeiterportal") (currently available only in German)
You can find detailed answers to frequently asked questions on the University of Bayreuth's BayRMS FAQ page: FAQs on BayRMS (currently available only in German)
4.1 Logging in to the Bavarian Employee Service Portal
To use BayRMS, you must first register once on the “Mitarbeiterservice Bayern” portal and log in using a certificate file (mitarbeiterportal.bayern.de). If you do not yet have an account, create one by clicking Create User Account („Benutzerkonto erstellen“); existing users should log in by clicking “Login.” After logging in, select the Travel Management service („Reisemanagement“).
4.2 User Profile and Preferences
When you log in for the first time, you will be automatically redirected to the Personal Information („Persönlichen Daten“ ) section. You cannot use BayRMS without providing the required information (marked with *). You can make changes later via the left-hand navigation bar under Settings („Einstellungen“). Please note the following in particular:
- Employment Agency ("Beschäftigungsbehörde"): Always enter „1524016 (Universität Bayreuth)“ —this is the only way to find your co-signer.
- Department/Position: Abbreviated name of your department or organizational unit.
- Data Protection ("Datenschutz"): Only co-signers, approvers, and individuals with administrative roles should check the box labeled “I can be selected to co-sign/approve …” („Ich kann zur Mitzeichnung/Genehmigung … ausgewählt werden“ „); all other employees should leave it unchecked. The default setting (visible in the system) should be retained.
- Date Filter ("Datumsfilter"): Set the list filter under “Preferences” („Voreinstellungen“) to 200 days so that requests and expense reports can still be found reliably.
- Default Settings for Postings/Cost Accounting ("Voreinstellungen Buchungs-/KLR-Daten"): Save your posting and cost accounting data as a template (for values, see the section “Posting and Cost Accounting Data”).
- Co-Signer ("Mitzeichner"): Employees select their direct supervisor; heads of departments without a secondary approver select “Travel Expenses” (Travel Expenses Office) („Reisekosten“ (Reisekostenreferat)). The new entry is created directly in the approval form when the first request is submitted.
4.3 Authorizations and Substitutes
Under “Settings > Authorizations” („Einstellungen > Vollmachten“ ) (formerly the “Secretariat” function), you can authorize another person to create travel requests and expense reports on your behalf. Co-signers can designate a substitute for times when they are absent (e.g., vacation, sick leave) under “Settings > Substitutes („Einstellungen > Vertretungen“).” Important: All individuals involved must have already created a BayRMS profile and checked the data protection box; otherwise, they cannot be selected.
Stand: 27.07.2026