Means of Travel

Please be aware that the use of your own car is at your own risk! Using your own car is only allowed in exceptional cases and only if the institute car is not available. The reimbursement for your own car will be €0,20 per km, up to a maximum of €150,00 for the whole business trip. The use of a rental car can only be reimbursed in the very exceptional case that this is absolutely the only means of transport for getting to the location of the business. 

According to the BRKG, first-class train tickets are only reimbursed if they are economically justified or if there is a work-related need.

Within Germany, first class travel by train is only allowed if the train trip takes longer than two hours. Time spent travelling to and from the main means of transport at the place of residence, normal place of work, or place of business by bus, tram, underground, and regional railway is not considered when calculating the stated period of two hours. Those train tickets should always be booked by the secretary of your group.

In principle, it is not allowed to book first class train tickets in the following countries: Belgium, Denmark, Finland, France, Ireland, Italy, Liechtenstein, Luxembourg, Monaco, The Netherlands, Norway, Austria, Sweden, Switzerland, and the United Kingdom. These countries are often mentioned in the context of international business trips from Germany. The BRKG may impose restrictions on booking first-class tickets for travel to these countries because they are relatively close and well-connected with affordable second-class options. This is probably a cost-saving measure.

Intercontinental flights

Necessity: Intercontinental flights are often considered necessary due to the long distances and limited alternatives such as train or car transport.

Class: Only economy class is reimbursed as standard, unless there is a work-related reason for a higher class (e.g. medical necessity).

Cost: The cost must be reasonable and necessary. Cheaper alternatives, such as connecting flights, may be preferred if they do not cause an unreasonable delay.

Sustainability: While sustainability is important, efficiency and time are often prioritized in intercontinental travel.

Flights within Europe

Alternatives: Within Europe, alternatives such as high-speed trains (e.g. ICE, TGV or Eurostar) are being looked at strongly. If a train journey is feasible within a reasonable time, flying may be rejected.

Class: As with intercontinental flights, economy class is reimbursed as standard. Business class is only allowed in exceptional circumstances. 

Cost control: The BRKG encourages the use of cheaper airlines, provided they are reliable. 

Eco-friendliness: Within Europe, more emphasis is placed on eco-friendly options, such as train travel, to reduce CO₂ emissions. 

Some remarks 

Documentation: For both types of flights, tickets and receipts must be submitted for reimbursement. 

Approval: All flights must be pre-approved by the employer or responsible authority. 

Reimbursement of additional costs: Expenses such as luggage, visas, and airport transportation may be reimbursed if they are necessary for the business trip.

​​Business trips, and air travel in particular, are one of the biggest sources of emissions in the scientific community. One of the most effective measures to reduce these emissions is a travel policy. Knowing the effects of one's own travel behaviour, optimizing travel planning and a generally conscious approach to business travel have a significant influence on climate protection.
Against this background, the sustainability group of the MPI for Comparative Public Law and International Law (MPIL) has developed​​ recommendations for business trips together with the Board of Directors.

Their most important principles are a recommendable blueprint for other institutions:

Principle (§ 1): business trips should be as climate-friendly as possible.
Short trips (§ 2): Travel up to 8 hours only with climate-friendly means of transportation.
Medium distances (§ 3): For journeys of 8-16 hours, avoid flights wherever possible. Check alternatives: overnight train travel, overnight stopover, virtual participation.
Long distances (§ 4): Reduce intercontinental travel as far as possible.
Weighing up (§ 5): For medium and long distances, weigh up all relevant aspects for and against the flight to the specific event, in particular: How much travel time is saved? What is the added value of attending the event in person? How long will the total stay at the destination be? How often have you already flown?
Emission-saving flying (§ 6): Avoid short feeder flights.
Booking via the ORBS (§§ 7-8) leads to an automatic compensation payment for CO2 emissions and recording of travel data for transparency.
Best practice examples (§ 9): Share examples of climate-friendly business trips in MAX.
Institute events (§§ 10-13): Consider air kilometers when choosing the venue. Enable virtual participation. Encourage climate-friendly travel.

Here are two interesting links:

1. The atmosfair Smart Travel Tool is a tool for weighting your travel route according to time, money and sustainability (German).
2.  There is also an overview of train destinations under 8 hours ​(English and German).