If you want to go on a business trip, e. g. to a conference, please follow this procedure:
Preparing the Trip
A new travel management system has been implemented in July 2016, so please follow the new scheme outlined below.
Ask professor for permission.
Plan the trip (transport, accommodation, conference fees etc.)
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: RAFAEL registration. Make sure you fill in Gabi´s e-mail address (strauch@mch.rwth-aachen.de) as CC. Please note: If you do not have your RWTH SAP ID no. at hand you will see it here.
Payment of transport, accommodation, participation fees etc.
Direct bookings of flights, trains, hotel etc. can be carried out at licensed travel agencies using only your SAP 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, you will receive an e-mail with the required data soon.
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.
Travel Hints
Transport
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.
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, asking for registration at Bahn.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/documents. It is possible to use private cars, but NOT recommended for insurance reasons. Please use rental cars, e. g. at Europcar (Contract no. 53021092, client account no. 29456183). You will also need a personal driver ID no., which should be applied for prior to the first trip by contacting Mr. Vetter, Travel manager for RWTH at Europcar Aachen station, Tel. 0241-9581512.
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.