For expenses exceeding €100, a project proposal must be submitted to the department for financial affairs as early as possible - at least two weeks in advance. Do not forget to obtain the signature of your cost center manager. Purchases may only be made once the project proposal has been reviewed and approved by the department for financial affairs.

Cost limits must be adhered to. If quotes are required, they must be submitted with the project proposal. A decision by the Finance Committee or the Student Council may take several weeks; in such cases, it is essential to contact the department for financial affairs well in advance!

What should be included in the description?

The description should outline the key points of the project. If applicable, please provide an approximate number of participants or units. If the project cannot be summarized briefly, please include an overview or a cost breakdown.

Project number?

You will receive the project number once your project proposal has been approved by the department for financial affairs. You should include it on all related forms so that we can link them together.

Don’t forget to have the person in charge of the cost center review and sign the request.
The original invoice must always be submitted along with the form.

Payment to invoice issuer and Refunds:

If invoices are related (e.g., the same project) and the payment recipient is the same person, multiple invoices can be combined on a single form.

What is used when?

Prepayment, Direct Debit, “Werkvertrag”, paid with advance payment:

This is only possible with prior consultation with the department for financial affairs!

Useful information on how to fill out a cash register log:

• The cash register log is used to record cash flows.
• Every cash transaction must be entered into the log in chronological order.
• At no time may the cash balance be negative.
• A cash register log can only be closed if the total of income is equal to the total of expenses. If necessary, the remaining cash must be deposited into the HTU account at the bank in order to close the cash register log.
• A separate line must be used for each receipt.
• The cash register log must be submitted to the department for financial affairs along with all corresponding original invoices.

Here is a sample cash register log showing what a cash register log might look like after an event. It is important to record only purchases that were paid for with cash from the cash register. Purchases paid for by debit card or similar methods should be processed via a reimbursement form using an incoming invoice. Don’t forget to have the person in charge of the cash register and the person responsible for the cost center sign the form.

The advance payment request is explained under Events/Advance Payment.

Travel expenses incurred by car will be reimbursed only after prior consultation with the department for financial affairs.