Manual-for-the-digital-business-trip-request - Online personnel service - University of Stuttgart

Oct 22, 2026

Manual outlining how to use the University of Stuttgart online personnel service to register, submit, edit, copy, view, and print digital business trip requests. It describes registration and login requirements, including VPN access, and provides troubleshooting steps for failed logins and password resets. The manual explains approval procedures, interim workflows, online service features, administration and team management roles, and follow-up actions after final approval, including required handling and confirmations.

LanguageEnglish

CategoryTechnology

FormatPDF

Pages27

Reading Time1 h 8 min

AccessFree to download

General information

Registration in the online personnel service of the University of Stuttgart

Data processing – business travel

General questions on business trips

Approval process

Interim workflows

Features of the online personnel service of the University of Stuttgart

Business trip request

New business trip request

Edit business trip request

View request status

Copy business trip request

Print business trip request

What happens after a business trip request receives final approval

Administration role

Administration role: New business trip request (Institute employees)

Administration role: Edit business trip request (Institute employees)

Administration role: Copy business trip request (Institute employees)

Alternative workflow for the Administration role – Request confirmation on request

Team management role

Team management role: Process requests

Team management role: Show all operations

Team management role: Manage business trip requests

Team management role: Permissions and deputies

Team management role: Authorized individual – Confirm financing

Manual for the digital business trip request form in the online personnel service of the University of Stuttgart Content 1. General information ............................................................................................................................ 2 1.1. Registration in the online personnel service of the University of Stuttgart................................... 2 1.2. Data processing – business travel ...................................................................................................... 2 1.3. General questions on business trips.................................................................................................. 2 2. Approval process ................................................................................................................................. 3 3. Interim workflows ................................................................................................................................ 4 4. Features of the online personnel service of the University of Stuttgart ........................................ 5 5. Business trip request ........................................................................................................................... 6 5.1. New business trip request .................................................................................................................. 6 5.2. Edit business trip request ................................................................................................................. 11 5.3. View request status ........................................................................................................................... 12 5.4. Copy business trip request ............................................................................................................... 13 5.5. Print business trip request ................................................................................................................ 14 5.6. What happens after a business trip request receives final approval............................................ 15 6. Administration role ............................................................................................................................ 16 6.1. Administration role: New business trip request (Institute employees) ........................................ 16 6.2. Administration role: Edit business trip request (Institute employees) ......................................... 18 6.3. Administration role: Copy business trip request (Institute employees) ....................................... 19 6.4. Alternative workflow for the Administration role – Request confirmation on request............... 21 7. Team management role .................................................................................................................... 22 7.1. Team management role: Process requests ..................................................................................... 22 7.2. Team management role: Show all operations................................................................................ 24 7.3. Team management role: Manage business trip requests ............................................................. 25 7.4. Team management role: Permissions and deputies...................................................................... 25 7.5. Team management role: Authorized individual – Confirm financing .......................................... 27 1. General information 1.1. Registration in the online personnel service of the University of Stuttgart You can register and sign in on the following website: [https://personalservice.uni-stuttgart.de](https://personalservice.uni-stuttgart.de)[ ](https://personalservice.uni-stuttgart.de)[Use your ac account to log in. The following devices are supported:](Use your ac account to log in. The following devices are supported:) [1](1). Any PC/lapto

FAQs

How do I register and sign in to the University of Stuttgart online personnel service for business trips?

Register and sign in via the provided personnel service website using your ac account. For access from outside the campus network, you must connect to the VPN.

What should I do if my initial login fails during registration?

The manual recommends troubleshooting: if you are logging in from outside the campus network, ensure you are connected to the VPN. For password issues, reset the password at the specified password reset link; this retriggers login data synchronization and enables access.

What retention rules apply to documents related to business travel and travel expense reports?

The manual states that accounting documents and invoices, including travel expense reports, have a retention period of 10 years. It also specifies minimum retention for tax-relevant records (at least six years) and notes additional constraints, including deletion timing for personnel file travel expense data after processing completion.

Oct 22, 2026

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