Information on Expenses

The Regulation on Business Expenditure at the University of Zurich (“Spesenreglement UZH”) dated 21st of November 2023 covers the reimbursement of business expenses. As this reimbursement directly benefits the recipient, expenses are subject to specific regulations. Business expenses can be divided into expenses for business trips, representation and other work-related expenses. The following overview summarizes the basics (the “in general”). For more detail, please check the FAQ and the regulation itself.

Business trips include all travel mandated by UZH. This can range from extended field trips in research to transfers between on-site places of work within the same day. The journey to work (from one’s place of residence) is not a business trip. UZH compensates all necessary work-related expenses, except those resulting from negligence (e.g. missed cancellations). Expenses for private activities during or following the business trip are born by the employee.

Cost of representation relates to expenses in caring for UZH’s guests (e.g. invitations to meals or events). These expenses follow the same rules as the so-called “other staff cost” (invitations involving internal staff). UZH compensates the full cost, provided the following:
•    the owner of the corresponding (read: “paying”) area of responsibility has approved the expense,
•    expenses commensurate with the purpose of the event (e.g. its benefit to UZH),
•    when submitting the expense claim, the names and functions of all invitees must be listed.

Other work-related expenses include the aforementioned “other staff cost” as well as expenses for operating material required at short notice (e.g. replacing broken IT or other equipment during a business trip). UZH compensates the full cost.