Frequently Asked Questions

• Communication with PIs
• Managing facilities in Leipzig
• Hotel booking for indicated periods
• Sending out invitations and important information on logistics
• Accounting process and reimbursement of transportation costs/meal allowance, as well as evaluation management

• fill in obligatory online registration (link sent by working group PIs)
• book travel and send the itinerary to sDiv before the meeting
• fill out the evaluation survey after the meeting
• send original tickets/invoices from transportation and reimbursement form via regular mail to sDiv

No, sDiv will make a group reservation at an appropriate hotel near iDiv according to your travel information.

sDiv will pay for a single occupancy room, including breakfast , from the day before the meeting (estimated day of arrival) until the day after the meeting ends (estimated day of departure). All extras have to be paid by the participant (e.g. minibar). If you wish to stay more days, we are happy to extend the reservation for you at your own expense.

Yes, you have to book your travel arrangements by yourself according to our reimbursement guidelines. Of course, if you have any questions or difficulties, we are very keen to help you. If you are unable to pre-finance your flight, we will try to find a solution.

We kindly ask you to book your flight ASAP after receiving the invitation in order to avoid high travel costs. To prevent potential difficulties with reimbursement, we ask you to get approval from sDiv before you book. If you travel directly from your place of residence to Leipzig and back (one day before the meeting and back on either the last day of the meeting or the day after) in economy class, you don’t need to check with us.

Please always consult with the sDiv administration before finalizing your booking if you do not have a direct return travel to Leipzig. Information about this multi-destination trip are necessary to provide a comparison offer of a direct flight to Leipzig (day before and day after the meeting). Note that we might not be able to reimburse any of your travel costs if sDiv has no information about the multi-destination travelat least 3 weeks in advance.

Running on public funds, we reimburse the cost of appliances to the Federal Saxon Travel Expenses Law, making sure only relevant costs will be covered. According to this, every itinerary which has more than 3 days on top of the meeting at iDiv is considered to be mainly for a private purpose. In this case, sDiv can only reimburse the extra costs for your journey to/from Leipzig from/to the additional destination.

That will only be possible in defined hardship cases. Please see our Reimbursement Guidelines.

Please contact the sDiv administration immediately to avoid cancellation fees and talk to your PI about a possible replacement or attending remotely. Please be aware that arising cancellation fees can generally not be covered by sDiv.

Please always contact the operating airline or train company regarding rebooking fees which cannot be reimbursed by iDiv.

Yes. Please keep every single ticket and invoice from public transportation, flights or trains to receive reimbursement. We will ask you to send them via regular mail to us together with the completed travel expenses form.

Generally not, since we encourage all our guests to use public transport whilst travelling. Especially in Germany, public transport services are very frequent and on schedule. However, you might experience circumstances where it is inevitable to take a taxi (e.g. strike, health restrictions, heavy baggage, travelling at night time). Please always add an explanation when handing in the bill. An individual decision will be made.

For legal reasons, we need your original signature as well as original receipts. So sending the documents via email will not be sufficient.

The daily meal allowance will cover sDiv’s cost for breakfast and lunch. The amount remaining for dinner expenses will be calculated by sDiv and automatically added to your reimbursement (on average 11,20 € per day). No receipts for food expenses required.