Business trips and taking leave

Welcome to the JGU and our department! Here is some information about admin to do when you want to take leave or go on business trips (conferences, retreats, workshops, etc).

Vacation

As an employee of the University, you have 30 days paid leave per year (on a full year’s contract). If you do not use up your 30 days, the left over holidays will carry over to the first half or so of the subsequent year, but they will eventually expire, so take your holidays liberally. Click here for the portal to offically apply for leave/vacation. To apply for vacation, click on ‘Urlaub’ on the top left and fill in the dates you will be taking off. Fill in Hanna Kokko under ‘Vorgesetzte/r’ so that Hanna actually receives your request.

Sick leave

If you are sick and unable to come to work, please send an email to the following addresses so that we can register you in the Gisbo (time management software) system as ill: iome_krankmeldung[at]uni[hyphen]mainz[dot]de; Sekretariat[dot]]oekologie[at]uni[hyphen]mainz[dot]de.

When you are healthy again, please send another email letting us know you are healthy and returning to work. If you are out due to illness for more than 3 days, you must provide a doctor’s note.

Further information about vacation, illness and other personnel issues can also be found on the JGU HR Website. Most of the info is in German, some in English.

Travelling for University related activities and business trips

1. Before you travel, fill in a travel request online on JobRouter: click here. To access the form, click on the ‘plus’ icon on the top left of the screen after logging in, and select the ‘Dienstreise beantragen/anzeigen’ option in the dropdown menu (the option you’re looking for should be on the bottom left). See here for a sample form. Once you have filled in all the details, click ‘submit’/‘senden’ (green button on top left). As a general guideline, this form should be submitted at least two weeks in advance of the date of travel.

2. Once you have submitted this form, it will land on Hanna’s desk for approval. Once Hanna has approved it, you will get a confirmation email. A PDF file containing the formal approval for the business trip will be attached to the email. Send this PDF to Judith (jkochmann [at] uni [hyphen] mainz [dot] de) so that she can have it ready for reimbursement.

3. After you travel, you should fill in this form to claim a reimbursement for your expenses. The signature should be a physical signature on the printed out form, preferably in blue ink. A digital signature cannot be used. Once you have the physical form filled in and signed, submit it to Judith along with the proof of expenses (this means a receipt/invoice showing the expense, and a bank statement proving that the money has left your bank account).