Help: Accounting system

Contact to the office:

Birgit Kuehne-Bialozyt
Philipps-University of Marburg, Faculty of Geography
Deutschhausstr. 12
D-35032 Marburg
office hours:
Monday-Thuesday: 9.00 am - 15.00 pm
fon: ++49.(0)6421-28 26543
fax: ++49.(0)6421-28 24833

Thursday: 8:00 am -10:00 am
fon: ++49.(0)6421-28 24252
fax: ++49.(0)6421-28 25413

 


 

The financial administration is destined to accredit reimbursement of costs for business trips, other expenses and accounting. The online forms for financial administration is located in Documents+Services -> Accounting System. Please consider the notes of reimbursement of costs, which were accepted by each member at registration. The handling of the forms for requesting a reimbursement of costs for business trips, other expenses and accounting are basically identical. It can be characterized by:

  1. Log in to the system.
  2. Complete the form.
  3. Confirm your request by the "Submit" button.
  4. Editing a submitted form can be done under Documents+Services -> Administration -> List filled forms.
  5. Send the printed and signed form, with receipts if necessary (only for accounting), by mail to the denoted address on the form. Please mark all receipts with a self choosen ID and note this ID on the corresponding documents and form.

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Travel Application

With this function you can request travel applications and advance payment before starting your business trip. You don't have to bring invoice documents to do a request. Note that only incurred costs are accounted. That means you may have to pay back a part or all advance payments to the financial administration (if they were accredited). The disbursement is done to your bank account deposited in your personal data. If you want to make a request please proceed as follows:

  1. Log in to the system.
  2. Check your personal data for being up to date.
  3. Choose the form by going to Documents+Services -> Accounting System -> Travel Application.
  4. Choose the associated reimbursement application (Kostenstelle).
  5. Fill in the fields for begin and end of your travel (a calendar can be displayed by clicking the button right to the corresponding field).
  6. Complete all fields of expenses. You have to give an overview of the expected costs.
  7. If you wish to request an advance payment for your travel costs, please check the corresponding checkbox.
  8. Choose a type of travel and briefly constitute the business trip. For any additional information use the text area annotations.
  9. Confirm your request by pressing "Submit".
  10. A PDF document is generated. You have to print this document and may save it on your PC for future use.
  11. Check and sign (if necessary also by your PI) the printed form and send it by mail to the denoted address located on the form.

Travel Accounting

This function is for accounting the accredited advance payments after completing your business trip. Note that it is not possible to get a partially accounting during your business trip. The rebate is done to your bank account deposited in your personal data. Your address deposited in your personal data will be used as addresser. If you want to make a request please proceed as follows:

  1. Log in to the system.
  2. Check your personal data for being up to date.
  3. Choose the form by going to Documents+Services -> Accounting System -> Travel Accounting.
  4. Choose the associated reimbursement application (Kostenstelle).
  5. Fill in the already obtained advance payments.
  6. Fill in the fields of departure in the "Outward journey" section (a calendar can be displayed by clicking the button right to the corresponding field). Please fill in your location of your first accommodation in the destination field. In example: A business trip to Loja would have a first accommodation in Quito.
  7. Please fill in your first and last meeting after completing your business trip in the section "Business meetings" (a calendar can be displayed by clicking the button right to the corresponding field).
  8. Fill in the fields of departure in the "Homeward journey" section (a calendar can be displayed by clicking the button right to the corresponding field). Please fill in your location of your last accommodation in the destination field.
  9. Complete the section "Travel itinerary and accommodation costs". This information will be used for calculating the daily rates for your allowance. Your first abode is the one denoted in 6., and your last abode is the one denoted in 8..  Use the button "Add travel itinerary entry" to add additional input fields. In example: For a business trip to ECSF you would have three abodes (outward journey: Quito, abode: ECSF, homeward journey: Quito). The type of accommodation is breakfast (BF), half board (HB) and full board (FB). Choose the correct currency depending on your budget currency. If the corresponding currency isn't available please exchange your budget currency into EUR and fill in the exchanged value. You have to choose a unique ID per budget by yourself and note them on the budget itself.
  10. Please complete the section "Travel expenses and route compensation". You can choose between commercial means of transport (plain, train, bus, taxi) and private means of transport (car). You have to enlist every single use of any private means of transport. Use the button "Add travel expenses entry" to add additional input fields.
  11. Complete the section "Other expenses". Use the button "Add other expenses entry" to add additional input fields. For cost of supplies and equipment accounting please use the reimbursement application form and/or reimbursement accounting form (for detailed help see reimbursement application and reimbursement accounting). The daily rates will be automatically calculated upon your filled in information in section "Travel itinerary and accommodation costs".
  12. Confirm your accounting by pressing the button "submit".
  13. A PDF document is generated. You have to print this document and may save it on your PC for future use.
  14. Check and signed the printed form and send it, with all necessary documents, by mail to the denoted address located on the form.

Reimbursement Application

Use this function to request advance payments and reimbursement expenses for cost of supplies, equipment and other material. You don't need any budgets for requesting an advance payment or reimbursement expenses. Note that only incurred costs are accounted. That means you may have to pay back a part or all advance payments to the financial administration (if they were accredited). The disbursement is done to your bank account deposited in your personal data. If you want to make a request please proceed as follows:

  1. Log in to the system.
  2. Check your personal data for being up to date.
  3. Choose the form by going to Documents+Services -> Accounting System -> Reimbursement Application.
  4. Choose the associated reimbursement application (Kostenstelle).
  5. Enlist all kind of prospective cost of supplies, equipment and other material. Use the button "Add entry" to add additional input fields.
  6. If you want to request advance payments please check the corresponding checkbox.
  7. Confirm your accounting by pressing the button "Submit".
  8. A PDF document is generated. You have to print this document and may save it on your PC for future use.
  9. Check and signed the printed form and send it by mail to the denoted address located on the form.

Reimbursement Accounting

This function is for accounting the accredited advance payments and reimbursement expenses for cost of supplies, equipment and other material. The rebate is done to your bank account deposited in your personal data. To account your traveling expenses please proceed as follows:

  1. Log in to the system.
  2. Check your personal data for being up to date.
  3. Choose the form by going to Documents+Services -> Accounting System -> Reimbursement Accounting.
  4. Choose the associated reimbursement application (Kostenstelle).
  5. Fill in the already obtained advance payments.
  6. Please complete the section "Expenses". You have to enlist every disbursement. Use the button "Add entry" to add additional input fields. If the corresponding currency isn't available please exchange your budget currency into EUR and fill in the exchanged value. You have to choose a unique ID per receipt by yourself and note them on the receipt itself.
  7. Confirm your accounting by pressing the button "Submit".
  8. A PDF document is generated. You have to print this document and may save it on your PC for future use.
  9. Check and sign the printed form and send it, with all necessary documents, by mail to the denoted address located on the form.

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