Guest Lecture

To request reimbursement of expenses for individuals “not affiliated with the university,” the following form must be completed.

Guest Lecture Form

Please note:

• The honorarium should include the total amount of all incurred costs (no individual receipts). For costs exceeding €300.00, all original receipts must be attached.
• Reimbursement is processed through a cost center (state funds) or via a contract number (third-party funds). If funding comes from third-party sources, this must be clarified in advance with the funding agency; if necessary, a letter of invitation from the University of Kassel must be provided.
• 
  Hotel Rooms If the department has reserved a hotel room for the guest, there are two options:

  • The guest pays in advance

    The guest pays the hotel bill and submits the original invoice along with the receipt to the department. There, a reimbursement form must be filled out and signed by the cost center manager.

  • The hotel sends the invoice directly to the department

    In this case, the invoice—including the cost center and a valid signature from the cost center manager—must be forwarded to the Human Resources and Organization Department along with the guest expense report form.

• Submitting the Reimbursement Form

  Guest expense forms that are completed entirely digitally are accepted without a signature and can therefore be processed entirely digitally. Please send them directly to rechnung[at]uni-kassel[dot]de.

• In exceptional cases, guest lecture forms may be submitted in paper form. In such cases, an original signature from the department is required. Please send these to the Human Resources and Organization Department, Sarah Khod, III D 32.
• You can find background information on EVER at this link.

The academic departments are required to independently verify, prior to holding the guest lecture or guest seminar, whether the requirements for a billable guest lecture have been met.

The following questions are particularly relevant:

• External Speaker
  Is the speaker not employed by the University of Kassel?
• Relevance to teaching
  Is the lecture integrated into the curriculum or a specific course?
• Distinction from Employment
  Does this not constitute regular or additional work performed by an employee?
• One-time / Short-term Nature
  Is this a one-time teaching engagement rather than a long-term teaching position?

Only if all criteria are met is billing as a guest lecture permitted.