Frequently Asked Questions (FAQs)

Unfortunately, we are unable to make bookings for our guests in advance. As per guidelines, the bookings/payments normally need to be made directly by the invited guest, and the relevant expenses will be reimbursed by LMU after submission of the reimbursement form and documents once the trip is complete.

Advance payments to guests are generally not granted. Invited guests must pay in advance
and will be reimbursed after the trip

Meal costs cannot reimbursed. However, a fixed daily allowance (of up to a maximum amount of 21,50€ can be applied for). It is calculated based on the duration/hours involving the business trip per day, and amounts are reduced for any meals already included/hosted (example: breakfast already included in hotel costs or dinner covered by the host)

If a personal trip or extended stay is combined with the official business trip, only the portion of costs attributable to the business trip will be reimbursed.

Please inform the organizer in advance, if this special case applies to your visit.

A cost comparison is especially required for travel bookings (flight or train) and must be submitted together to determine the appropriate reimbursable amount.
(example: comparable screenshots showing that the cost of travel tickets for the extended trip dates/times are the same or equivalent to only the business trip dates/times).

All reimbursements are processed according to the Bavarian Travel Expenses Law (BayRKG), which also sets the hotel rate limits for guests:

• Within Munich: hotels costs up to a maximum of 120€ per night (incl. breakfast) can be reimbursed
• Outside Munich: hotels costs up to a maximum of 90€ per night (incl. breakfast) can be reimbursed

In case of exceeding the hotel rate limit (120€/night), a justification and proof of cost comparison must be submitted together with the reimbursement form to show that no other hotels were available within the specified price limit in Munich.

This proof of cost comparison should be taken before/at the time of booking, and can be provided in the form of screenshots from booking.com or others, clearly showing non-availability of prices for the dates of the visit. If there are any doubts regarding this, please contact the organizers before making a binding booking.

Yes, the Munich Center for Geoastronomy Office can assist you with:

• Recommendations for accommodation near the event venue(s).
• Support with making a hotel reservation on behalf of the speaker at an LMU Partner hotel (subject to availability and upon request).

Please note:
i) Bookings through us will be made directly in the Guest's name
ii) Payments must be made at the hotel directly by the guest first (reimbursed afterwards).
iii) To avoid last-minute cancellation charges, please inform us as soon as possible about any cancellations or changes to your visit plans.

In case of any doubts, or uncertainty regarding bookings or reimbursements, please contact the Munich Center for Geoastronomy Office before making any binding reservations. We are here to help.

We are able to reimburse:

• Economy class flight tickets.
• Economy class train tickets.
• Public transport costs.

To avoid price surges, we would appreciate your cooperation in making your travel and hotel bookings early and, if available, using already available discount cards for trains.

Yes. Please retain and submit the payment receipt and the original public transport tickets with the reimbursement documents. More information about public transport can be found here.

Taxi/Uber costs for travel cannot normally be reimbursed. This is only possible in exceptionally justified cases (example: non-availability of any other means of public transport).

Detailed information can be found here.

Detailed information can be found here.

The reimbursement application, along with the necessary documents, must be
submitted latest within six months after the event.

Applications submitted after this period are not eligible for reimbursements

We estimate a processing time of approximately 3 - 6 weeks.
This may be longer before the winter break or during periods with high application volumes.