Checklist for Hosts

CHECKLIST FOR HOSTS

Pre-Arrival

WHEN WHAT TO DO WHO 1 As soon as possible Get in touch with the Welcome Center and sign up your new guest. Department (ASAP) Please let us know what services he/she needs or wishes (accommodation, child care, schooling, German courses for guest or partner…)

2 ASAP Invitation letter for the visa application. The letter should include Department sends to guest following details:  Guest’s name (as appears in passport), birth date and birth place

 Planed research project

 Length of stay

 Host’s name, department and faculty

 How will the research stay be financed

 If already known, address in Regensburg

3 After steps 1-2 - If your guest will be working at UR with a contract, then please Department contact the Human Resources Department

- If your guest is pursuing a doctoral degree at UR, please find out whether he/she wants to enroll at UR

4 After step 3 Help your guest to search for accommodation Department gets in touch with Welcome Center We help and assist you to find appropriate accommodation. Please note that you need to sign up your guest at the Welcome Center for this service. WHEN WHAT TO DO WHO 5 After steps 1-4 Should your guest need childcare or schooling options for his/her Department gets in touch with child/ren, please let us know Welcome Center

We help you willingly to find appropriate child care / school

6 After step 4 Email account for your guest - Department

Please inform your computer administrator with plenty of time so that your guest has internet access from the first day on.

7 1-2 months before Organize an appropriate working area Department arrival Your guest may need an English version of the operating system or Microsoft Office program. Consider whether it is necessary to have a keyboard with other characters.

8 1-2 months before Pick-up service Department arrival Check whether someone can pick up your new guest from the train station and accompany him/her to the flat/hotel. In case your guest arrives with the airportliner, note that this service can be booked through: www.Airportliner.com. Upon Arrival

Right after your guest arrives there will be plenty of formalities to take care of. The Welcome Center can assist and help you and your guest with the following steps:

WHEN WHAT TO DO WHO Arrival day Pick up from train station or airport Department, if desired

Within the first week Guest picks up Welcome Package Department makes an Please make an appointment with us to come by the Welcome Center. appointment with Welcome Center

Within the first week Apply for a MensaCard, Library Card and Sports Card Department In case your guest does not have a working contract with UR, we will issue a Status-Letter, which will ease the process. Status-Letter (only for guest without a contract) issued by Welcome Center 1 Within the first week Formalities at the Immigration Office (apply for the residence permit and Guest register at the Municipal Immigration Office).

The following documents need to be attached: If desired, the Welcome Center . Filled out application form can assist with filling out the forms. Please make an . Copies of passport and visa appointment

. Biometric photograph (3,5 cm × 4,5 cm)

. Proof of health insurance

. Proof of how you are financing your research period

. Work contract / enrolment, if applicable

2 After step 1 Open a bank account Guest WHEN WHAT TO DO WHO 3 After step 2 Take out health insurance  If your guest has a work contract at the UR, he/she must apply to one of the statutory health insurance companies for social security coverage (in case his/her salary is over the income threshold, your guest may also apply to a private health insurance). Please get in touch with the  If your guest’s research stay is financed with a scholarship or Welcome Center for any from own resources, it is compulsory to take out a private health questions related to health insurance with a German company (unless you already have adequate insurance coverage).

4 After step 3 - if your guest is hired (work contract) => get in touch with the Human Department contacts: Resources Department - HR Department

- if your guest wants to be enrolled as a doctoral student=> get in touch - Welcome Center with Frau Wunderlich

5 After step 4 Apply for a Tax-ID and an income tax card, if applicable Guest

A written confirmation of the electronic Tax-ID can be requested at the Tax If desired, the Welcome Center Office (Finanzamt) (after registering at Municipal Registration Office). can help 6 After step 3-4 Take out other insurances (liability, etc.) If desired, advice is offered at the Welcome Center 7 After signing rental In case a change in accommodation, that is from short-term to permanent Guest contract accommodation, is planned => notify your change of address to the Municipal Registration Office

8 After signing rental Register with the utility companies (electricity, gas, water, TV, internet, Guest contract telephone, Broadcasting fee)

9 After step 1 If necessary, apply for a German driving license Guest