3 after the trip
Once your business trip is complete, submit your travel expense report. Please be sure to follow the deadlines and procedures.
3.1 Checklist: After the Trip
- Submit the expense via BayRMS
- Verify that the booking and cost accounting data are corrrect
- Enter any changes to the original travel request
- Atach or upload all supporting documents in full
- If applicable, enter "advance payment" as a note in BayRMS
Important Deadline
The right to reimbursement of travel expenses expires if it is not claimed within 6 months after the end of the trip. Any advance payments already made must be repaid in full if this deadline is missed.
Please exercise due care when submitting your reimbursement claim. When submitting your claim, please carefully review and complete the information taken from the business travel request and ensure that all information is complete, accurate, and up-to-date. Simply uploading the final receipts and forwarding them to the Travel Expenses Office is not sufficient. By submitting the reimbursement request, you confirm the accuracy and completeness of the information. Expenses that are submitted for reimbursement only after the fact generally cannot be reimbursed, as this delays the reimbursement process once again.
3.2 Submit an Expense Report
Submit your expense report via BayRMS: Login-BayRMS
To do this, select New Expense Report ("Neuer Abrechnungsantrag") under Travel Management ("Reisemanagement") in BayRMS. Using New Expense Report with BayRMS Approval ("Neue Abrechnung mit BayRMS Genehmigung" ) you can then select the corresponding business travel request, make any necessary changes, and finally submit the expense report.
| Special Case | Procedure |
|---|---|
| Trips Longer Than 3 Months | For trips lasting more than three months, please use the separate form: Travel Expense Report: Trips > 3 Month |
3.3 Note Regarding the Advance Payment
If you have received an advance, please indicate this in the Comments field (“Bemerkungen”) in BayRMS. For example, you can use the following sentence: “I received an advance of X€ for my business trip.”
3.4 Prioritization of Travel Expense Reimbursement
Travel expense reimbursements are generally processed in the order in which they are received. Prioritization is only possible in justified exceptional cases.
A reimbursement may be prioritized in particular if the funding period of a third-party funded project is due to end shortly (within 4 weeks), or if a third-party funder requires the expenses to be settled within the same calendar year in which they were incurred (annual budget principle).
Please submit your request using the following form: Request for Prioritization of Travel Expense Reimbursement