blog:finances
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| - | ====== Finances ====== | ||
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| - | This page deals with all finacial issues that may be of relevance for MCh staff members. It is intended to serve a continuous reference work. | ||
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| - | ===== Ordering ===== | ||
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| - | All items (targets, substrates, office equipment etc.) are ordered via our accounting office (Ms. Gabi Strauch). | ||
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| - | Opening times: | ||
| - | Monday-Thursday 8:30 - 16:30. | ||
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| - | ==== Options ==== | ||
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| - | * Items <5,000 € (incl. taxes and everything) to be bought in EU, no customs involved, will be ordered directly by MCh using the pink order forms. Ordering is immediate, delivery time depends on the supplier. | ||
| - | * Items >5,000 € AND/OR outside EU AND/OR customs involved have to be ordered by RWTH central administration. | ||
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| - | ==== How to order ==== | ||
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| - | Please prepare the ordering of your desired item by naming | ||
| - | * the company incl. address, fax no., e-mail etc., | ||
| - | * list the price incl. VAT, transport etc., | ||
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| - | In case of prices >500 € a price check is mandatory. A form can be downloaded from [[http:// | ||
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| - | * " | ||
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| - | For comparison you will not need dedicated offers, internet prices or prices named on the phone are sufficient. | ||
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| - | //**Please note: No cash payment possible, no acceptance of uncompleted forms at accounting desk!**// | ||
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| - | ===== Business trips ===== | ||
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| - | If you want to go on a business trip, e. g. to a conference, | ||
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| - | ==== Before the trip ==== | ||
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| - | Please note: A new travel management system has been implemented in July 2016, so please follow the new scheme outlined below. | ||
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| - | * Ask Professor for permission. | ||
| - | * Plan the trip (transport, accommodation, | ||
| - | * Be aware of your RWTH SAP ID no. that has been given by RWTH administration with the contract (8 digits, not to be confused with the old RWTH staff ID no. with 6 digits). | ||
| - | * Only before the first trip: Register for RAFAEL (RWTH travel management system) using your TIM data: [[https:// | ||
| - | * Fill out the MCh business trip form (printouts in copy room) and let it be signed by Simon giving a "PSP element" | ||
| - | * Apply for a trip ID no. [[https:// | ||
| - | * Payment of transport, accommodation, | ||
| - | * Direct bookings of flights, trains, hotel etc. can be carried out at licensed travel agencies using only your SPA ID no. and the trip ID no. | ||
| - | * Online bookings for hotels, conference fees etc. can be carried out in advance using a credit card no. provided upon request by RWTH travel management. Each credit card no. may only be used once for a deicated purpose to prevent misuse. Please send a list of intended payments incl. the amount and the recipient to tm@rwth-aachen.de, | ||
| - | *Other payments, e. g. taxis at the destination etc., have to be paid by the traveler and will be refunded upon the final claim for travel expenses. | ||
| - | *Direct payments by traveler may, of course be carried out. However, it is recommended to pursue the steps above. If significant payments have been made in advance, please contact the accounting office for a reimbursement 2 weeks prior to the start of the trip, the latest. | ||
| - | * For any reply to the travel please use tm@mch.rwth-aachen.de. | ||
| - | * Detailed information on the process by RWTH administration can be found here: [[http:// | ||
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| - | ==== During the trip ==== | ||
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| - | * Take with you all documents proving payments that have been made in advance. | ||
| - | * Take with you a credit card to make sure that in emergency cases you will be able to pay. | ||
| - | * Keep __all original tickets__ for transport (Taxi, Subway etc.) and other costs. | ||
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| - | ==== After the trip ==== | ||
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| - | * Fill out the RWTH final claim for travel expenses form (for one-day trips or multiple-day trips, respectively): | ||
| - | * Take specific care of the timeline you have to fill out and make sure that it is concise and self-explanatory for RWTH central administration. | ||
| - | * Add all original tickets as attachment and sign the form. __Please note: Tickets and receipts have to be glued on A4 paper, one ticket per page, not stapled, since they have to be copied separately.__ | ||
| - | * Hand in the form __fully filled out__ to the accounting desk. | ||
| - | * After acceptance of the form by RWTH central administration the money will be transferred to your bank account. __Please note: This process is intended to be recuced from 6-8 weeks in the old system to 48 hours inthe new system).__ | ||
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| - | ==== Travel hints ==== | ||
| - | === Transport === | ||
| - | * Public transport is recommended for travelling. Please use Deutsche Bahn (railway) whenever possible and remember to order tickets through your personal corporate Bahn.de login to get the RWTH price reduction. If you are not yet registered for this account, please send an e-mail the RWTH Travel Management, [[tm@rwth-aachen.de]], | ||
| - | * Cars may be used for traveling, but you will need to justify the use by stating that you have transported >40 kg of samples/ | ||
| - | * Airport transfer can be carried out by RWTH drivers. Please ask Gabi to check and order university cars with drivers. Using this service does specifically make sense if several people travel together. | ||
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blog/finances.1475064633.txt.gz · Last modified: 2016/09/28 12:10 (external edit)