Effective as of August 1, 2004, the Collective Agreement on Application of Collective Agreements for Public Service (Tarifvertrag zur Anwendung von Tarifverträgen des öffentlichen Dienstes, abbreviated Anwendungs-TV Freie Universität Berlin) applies to all employees of Freie Universität Berlin. For details of this collective agreement, please see FU personnel memos Nos. 5 dated July 7, 2004 and 1 dated January 8, 2007, both of which you received when you were hired. If you do not have these documents, you can review the FU personnel memos at the offices of your department administration or office administration or access them online at www.fu-berlin.de/service/zuvdocs/personal/2004/pb052004.pdf and www.fu-berlin.de/service/zuvdocs/personal/2007/pb_012007.pdf, respectively.
The terms and conditions of your employment will be set out in a written employment contract. Please sign your employment contract at the appropriate personnel office before you start work. Civil servants are appointed in line with the provisions of law and do not receive employment contracts.
Before the beginning of your service or employment, all areas of doubt should be clarified, and the Personnel Office should have all of the hiring documents that have been requested. This applies in particular to those documents that form the basis for payment of earnings, including your current wage tax card (Lohnsteuerkarte) or substitute certification, certificate of membership in a health insurance plan, statement concerning the local or family supplement (Orts- oder Familienzuschlag), etc.
If your position should change over your time at Freie Universität, your assignment to perform different duties, with a different value, is deemed binding if the appropriate Personnel Office has issued a determination to that effect.
Your claims under your employment will lapse if they are not asserted in writing by the employee or the employer within an exclusion period of six months after such claims fall due.
Contracts for work and services and teaching assignments are issued by the appropriate organizational units (Departments, Central Institutes, etc.) directly.
According to the Service Agreement on the Continuation of Flex Time (Dienstvereinbarung über die Weiterführung der gleitenden Arbeitszeit) dated September 29, 2004, the following rules apply in the Dahlem division for those employees of Freie Universität Berlin who are represented by the Staff Council: Dahlem:
Flex time (gleitende Arbeitszeit) consists of core time (Kernzeit), during which the employees are fundamentally required to be at the workplace, and a flex component (Gleitzeit), during which the beginning and end of employees’ daily work hours can be chosen freely.
Monday through Thursday 9:00 a.m. through 2:30 p.m. Friday 9:00 a.m. through 12:00 p.m.
Flex Time (Gleitzeit or Rahmenzeit):
Monday through Friday 7:00 a.m. through 7:30 p.m.
The average weekly work hours are currently as follows for the following groups of full-time employees, not including breaks:
For employees who are exempt from the work hours set out in the collective agreement, and for employees who work according to a shift schedule or other special service schedule, there are separate rules that are set out in those employees’ employment contracts. Shift and service schedules are set by agreement with the local Staff Council responsible for the area in question.
The following rules apply to breaks:
The detailed rules on work hours and breaks have been published in Personnel Memo 10/2004 and can be accessed online at www.fu-berlin.de/service/zuvdocs/personal/2007/pb012007.pdf.
For the Botanic Garden and Botanical Museum , there is a different service agreement with respect to work hours, which can be reviewed online at www.fu-berlin.de/zuv/abt-1/formulare/personal/sonstige/sonstigepdf/DVGLAZ_BGBM.pdf or at the offices of the administrative management.
Pursuant to § 102 Para. 3 of the Berlin Higher Education Act (Berliner Hochschulgesetz, or BerlHG) , full university professors and junior professors (university instructors) are not subject to the provisions on work hours. Their service obligations are governed by § 99 BerlHG
Overtime is the term for hours of work performed, upon a supervisor’s instructions, in excess of the regular work hours scheduled for the week. Because provisions applicable to civil servants, provisions of labor law, and/or budgetary regulations must be observed, overtime must be ordered in writing by the appropriate personnel office with jurisdiction. In the event that overtime is ordered, the appropriate employee representative may have a say in the decision (Mitbestimmungsrecht).
Supervisors who are requesting overtime for their employees should make sure to request overtime promptly when it becomes clear that they should expect additional work. These requests must indicate the number of hours and contain a statement of consent from the employee in question.
For each year for which vacation is calculated (Urlaubsjahr, which is equivalent to the calendar year), employees of Freie Universität Berlin receive vacation time (Erholungsurlaub) for which they are paid vacation pay (Urlaubsvergütung). The provisions of the collective agreement, or the provisions stipulated by law, as the case may be, apply to the calculation and approval of vacation time, leave of absence (Arbeitsbefreiung), or special leave time (Sonderurlaub).
The amount of vacation time per year for which vacation is calculated (Urlaubsjahr) is as follows for civil servants, salaried employees, and wage earners whose weekly work hours amount to five days per calendar week:
Up to age 30
From age 30 to age 40
Age 40 and over
|Salary Grades (Besoldungsgruppen)||Working days||Working days||Working days|
|A 1 - A 14, C 1, R 1||26||29||30|
|A 15, R 2, C 2
Up to age 30
From age 30 to age 40
Age 40 and over
|Salary Grades (Besoldungsgruppen)||Working days||Working days||Working days|
|I and I a||26||30||30|
|I b - X||26||29||30|
Up to age 30
From age 30 to age 40
Age 40 and over
|In all Wage Groups (Lohngruppen)||26||29||30|
The amount of vacation for student assistants is 31 working days.
Academic staff with teaching duties are required to take their vacation when courses are not in session (during the vorlesungsfreie Zeit). University instructors’ vacation entitlements are deemed met by the periods when courses are not in session.
Vacation for the employees of the departments, central institutes, central services, and other organizational units must be approved by the respective supervisors or the head of the institution in question (for example, the managing director). Please request your vacation ahead of time: Employees are not permitted to take any vacation until their vacation requests have been approved. In case of doubt or questions, the appropriate personnel office will decide the matter.
All employees should submit requests for leave time for special reasons (Sonderurlaub), via their direct supervisors, to the department administration or office management, which will forward them to the appropriate personnel office.
In addition to the regular vacation granted, Freie Universität Berlin also gives you the option of taking up to four weeks’ additional leave, offset against your earnings at Christmas time. For more information on this option, please see FU Administrative Memo No. 9/97, dated November 21, 1997, last amended by FU Memo No. 06/03, dated June 2, 2003, which you can review at the offices of your department administration or office management. Your personnel office will also be happy to provide you with additional information.
If you are ill or have suffered an illness or accident and are unable to go to work or to perform your duties as a result, please let your office management or, if there is no office management in your case, your direct supervisor know right away.
If an employee is unable to work for more than three calendar days, the employee is required to present a doctor’s certificate (ärztliches Attest) to the abovementioned institutions by no later than the next working day thereafter. Sundays and holidays also count as calendar days. Supervisors forward these doctor’s certificates to the appropriate personnel offices. If the employee does not wish to send a doctor’s certificate to his or her direct place of employment, he or she is also permitted to send it to the appropriate personnel office directly. In this case, please call your direct place of employment at the same time to notify them that you are unable to work and how long the situation is expected to last.
There must be doctor’s certificates to cover the entire duration of your inability to work, without gaps. This also applies if the time limits for continued payment of salary (Entgeltfortzahlung) stipulated by law or the collective agreement have already expired. Please note that specific groups of employees who perform regular services (Dienstkräfte) are not permitted to be absent from work except with the prior approval of their employer or direct supervisor. If the circumstances dictate that these parties’ approval cannot be obtained beforehand, please request it immediately, meaning without any culpable delay, including by phone if applicable. In the case of unauthorized absence, not only do these employees forfeit their claim to pay, but they may be subject to additional disciplinary consequences, including with respect to their employment.
For more information on what to do in the case of an occupational or workplace accident, please see homepage of the Health and Occupational Safety Service at www.fu-berlin.de/baas.
If you are ill and unable to work as a result during your regular vacation, your illness will not be counted toward your vacation time if you present a doctor’s certificate (ärztliche Bescheinigung) and report your illness right away. Your supervisor’s prior approval is required if you wish to add the same number of days to your vacation. If you are unable to work and the fault lies with a third party, please notify the appropriate personnel office right away so that the Personnel Office can assert claims for damages as warranted by the circumstances.
If an employee has a child who has not yet reached the age of 12 and that child is ill, the stipulations on payment of illness benefits (Krankengeld) pursuant to § 45 of the German Social Code (Sozialgesetzbuch, SGB) V apply to regular employees. Civil servants are permitted to request special leave in accordance with the Regulations on Special Leave (Sonderurlaubsverordnung). The department administration, the office management, or your personnel office can provide information on this.
Pursuant to § 84 Paragraph 2 of the German Social Code (Sozialgesetzbuch, SGB) IX, Freie Universität Berlin is obligated to offer support in the form of occupational integration management (betriebliches Eingliederungsmanagement) to all employees who are or have been unable to work or perform services, during a single year, for an uninterrupted period of more than six weeks or for more than 42 calendar days over repeated instances within the same year.
A voluntary discussion should be held in order to discuss possible workplace-related reasons for the employee’s inability to work or perform services, such as insufficient work materials, illness-causing working conditions, or excessive strain, and so that the employee and employer can agree upon measures to take to remedy the situation causing the illness. A follow-up discussion should be held to review the success of these measures.
For more information on BEM, please see the informational brochure on that topic, which you can find at www.fu-berlin.de/gesundheit or obtain from your department or institute administration or office management.
The Continuing Education Center (Weiterbildungszentrum) of Freie Universität Berlin offers a number of courses, seminars, and workshops each semester – from languages to office organization and even preventive occupational health topics.
The Continuing Education Center publishes a continuing education schedule (Weiterbildungsprogramm) for employees of Freie Universität each semester. For registration forms for the individual courses, please see your department administration, the office management, or the Continuing Education Center itself. You can also access the schedule and the registration requirements online at www.fu-berlin.de/weiterbildung.
If you need a specific type of continuing education for job-related reasons, but the kind of training you need is not offered, please contact the employees of the Continuing Education Center, who will be happy to accept your suggestions. Please feel free to call them at +49 (0)30 838-514 25 and +49 (0)30 838-514 58. The Service Agreement on Continuing Education at Freie Universität Berlin (Dienstvereinbarung zur Fortbildung an der Freien Universität Berlin) entered into force on April 1, 2002. For more information on this agreement, please see FU Personnel Memo 2/2002, which you can obtain from your office management and/or department administration.
Pursuant to the Berlin Higher Education Act (Berliner Hochschulgesetz), professors and mid-level faculty members who have teaching assignments are obligated to devote part of their work to teaching. The scope of their teaching obligations is governed by the Regulations on Teaching Obligations at Institutions of Higher Learning (Verordnung über die Lehrverpflichtung an Hochschulen, abbreviated LVVO), in the version thereof currently in effect.
Academic staff with teaching assignments are obligated to prove each semester that they are fulfilling their teaching obligations. FU Administrative Memo 01/05, dated January 5, 2005, specifies the process used to provide this proof. You can obtain this memo from your Department administration or office management of your division or online at www.fu-berlin.de/service/zuvdocs/fu-rundschreiben/2005/V1-05.pdf.
Forms for proving your teaching activities are available online at www.fu-berlin.de/zuvabt1/formulare.
Secondary activities and employment (Nebentätigkeit) are generally subject to approval. Please note that the Personnel Office must grant its approval before you begin the secondary employment.
Please submit requests for approval to the Personnel Office via your direct place of employment (and, where applicable, the Office of the Dean). Approval is not possible if job-related interests would be adversely affected by the proposed secondary employment or activity. The obligation to report secondary employment and activities also extends to beginning courses of study or vocational apprenticeships (Berufsausbildung); the Personnel Office is the point of contact in these cases as well.
If you would like to make use of facilities, materials, and/or staff of the university as part of your secondary activity or employment, compensation for the use thereof (Nutzungsentgelt) is typically required. In some circumstances, employees who earn income from secondary employment or activities while holding public office may be required to surrender those earnings (Ablieferungspflicht).
For more information on the terms and conditions and requirements that apply, and on applying for and performing secondary activities and employment, please see FU Administrative Memo No. 07/02, dated January 3, 2002, which you can review at the offices of the appropriate office management or Department administration.
Request forms are available from your Department administration, office management, or as a PDF file from www.fu-berlin/zuv/abt-1/formulare/personal/pdf_personal/NT_Antrag_y.pdf.
Employees of Freie Universität Berlin may not accept rewards, perquisites (“perks”), or gifts except with the consent of their employer. The rules governing these matters are set out in FU Administrative Memo 1/01, dated February 7, 2001, and your Department administration or office management will be happy to provide you with further information.
On August 1, 2004, Freie Universität Berlin became a party to the Collective Agreement for Employees in Municipal Public Service (Tarifvertrag für Arbeitnehmer/innen im kommunalen öffentlichen Dienst, abbreviated TV-EUmw/VKA), dated February 18, 2003. Based on the provisions of this collective agreement, Freie Universität Berlin offers you the following options to accrue additional pension insurance by way of deferred compensation (Entgeltumwandlung):
Deferred compensation (Entgeltumwandlung) is an attractive form of pension plan available to you: You invest a specific amount monthly, but actually only spend a smaller portion of that amount. Contributions are tax-exempt (§ 3 No. 63 of the Income Tax Act (Einkommensteuergesetz, EStG)) and exempt from social insurance contributions, up to four percent of the respective contribution ceiling (Beitragsbemessungsgrenze) under statutory pension plans (gesetzliche Rentenversicherung).
On behalf of Freie Universität Berlin, the BVUK association offers informational events and individual consultations on the topics of pension funds, pension plans, and direct insurance. For information on the schedule of events, please contact the Billing Matters Working Group (Arbeitsgruppe Abrechnungsangelegenheiten) at the Division of Administration of Staff and Finances.
You can reach the appropriate contacts there at Tel. : +49 (0)30 838-540 77 and 522 75 or by fax at +49 (0)30 838-526 66 or email to Entgeltumwandlung@zuv.fu-berlin.de.
For more information on this topic, please see Personnel Memo 8/2004, Employer-sponsored Retirement Plans by Way of Deferred Compensation at the Versorgungsanstalt des Bundes und der Länder (VBL) (Betriebliche Altersversorgung im Wege der Entgeltumwandlung bei der Versorgungsanstalt des Bundes und der Länder (VBL)) at www.fu-berlin.de/service/zuvdocs/personal/2004/pb082004.pdf and Personnel Memo 02/2005, Employer-sponsored Retirement Plans by Way of Deferred Compensation through the Verband Betriebliche Versorgungswerke für Unternehmen und Kommunen e. V. (BVUK-Verband) (Betriebliche Altersversorgung im Wege der Entgeltumwandlung über den Verband Betriebliche Versorgungswerke für Unternehmen und Kommunen e. V. (BVUK-Verband)) at www.fu-berlin.de/service/zuvdocs/personal/2005/pb022005.pdf.
Under certain conditions, Freie Universität Berlin grants allowances, upon request, in the event of illness. When you were hired or appointed, you should have received a data sheet containing information on subjects including the requirements for the granting of an allowance. If not, or if you need further information, please see www.fu-berlin.de/zuv-abt1/formulare/beihilfe.
The Landesverwaltungsamt (State Administrative Office) of Berlin is responsible for processing your requests for the granting of an allowance or for reimbursement of expenses for a stay at a health resort (Heilkur) or in a convalescent or nursing facility (Sanatorium). Please use the appropriate forms for requests to this effect. You can obtain these forms from your Personnel Office or download them from
Please send all applications, along with the necessary supporting documents, via interoffice mail to
- Abteilung VB B -
- C - .
Or call the representatives at the business office at Tel. +49 (0)30 9012-5107, Room 2048.
Requests are accepted at the following times
Mon., Wed., and Thurs. 8:30 a.m. to 2:00 p.m.
Tues. 2:00 to 5:00 p.m.
Mon. and Fri. 9:00 a.m. to 12:00 p.m.
Tues. 2:00 to 5:00 p.m.
Which representative is responsible for you is determined by the first few letters of your last name. You can reach the appropriate group managers at the following phone numbers during the above office hours:
|A – GRD||5458/6323||LEK-SCHE||4089/4068|
|GRE – LEJ||6949/6907||SCHF – Z||5495/5478|
You will receive the notice of whether you have been granted an allowance via interoffice mail to your place of employment at Freie Universität Berlin. Persons who are eligible for allowances (Beihilfeberechtigten) and cannot be reached at their places of employment (e.g., due to a longer period of leave or after the end of their employment) and emeritus professors receive these notices at their home addresses. In this case, when you submit the request, please make a note that your notice needs to be sent to your home address.
Trial period for new rules for urgent (Eilt) requests
The Landesverwaltungsamt (State Administrative Office) of Berlin has announced that effective immediately, it is instituting a trial period during which requests for allowances that meet the prerequisites set out below can be labeled “urgent” (Eilt) requests. As previously, requests labeled “urgent” will take precedence over all other requests and will be processed by the appropriate allowance office within ten working days after receipt. To this end, request forms must be clearly labeled “EILT” and “LAUFBAHN.” This will make it easier for processing employees to distinguish rush requests and give them preferential treatment.
If requests are wrongfully labeled “urgent,” the notice as to whether the allowance is granted will contain a reprimand to the requesting party for the wrongful label, without any further consequences. If this occurs repeatedly, however, the State Administrative Office may stop processing the request and continue doing so subject to the regular processing times.
Employment references are issued solely by the Personnel Office, in cooperation with the employee’s subject-specific supervisor at Freie Universität Berlin, and are not issued except by request.
Please note that the exclusion periods and time limits for lapse of claims also apply to employment references.
Employees of Freie Universität Berlin are eligible for a reduced-price “Job Ticket” (Firmenticket) (discount is currently 5%) for the use of public transportation citywideUnfortunately, the Job Ticket is no longer available for trainees or apprentices.
Applications for the Job Ticket can be submitted for the periods beginning
March 1, May 1, September 1, and December 1
of each year.
For more information on prices and application deadlines as well as application forms, please contact:
Fax: +49 (0)30 838-550 87
or visit www.fu-berlin.de/zuv/abt-1/service/jobticket.
If you wish to attend professionally relevant events outside of Berlin, hold a talk or give a presentation or lecture in another city, or take a trip outside of your regularly scheduled work for other job-related business, please submit a request for business travel (Dienstreiseantrag) ahead of time. We consider “job-related business” to include all tasks you are directly assigned to perform as part of your activities at Freie Universität Berlin. Submitting a request for business travel is important both so that your absence from work can be approved and because approval of these kinds of requests grants you accident insurance coverage.
Approval for business trips is given by your direct place of employment, which is also responsible for reimbursing travel fares or mileage. The terms and conditions, requirements, and forms that apply to requests for business travel and to statements of accounts for business travel are set out in FU Administrative Memo No. 07/06, dated November 21, 2006. Like all memos, these documents are also available for your review at the offices of your department administration or office management. Memos and request forms for business travel are additionally available on the homepage of Freie Universität Berlin, at www.fu-berlin.de/zuv-abt1/formulare.