CHECKLIST FOR HOSTS
Pre-Arrival
1
WHEN
As soon as possible
(ASAP)
WHAT TO DO
Get in touch with the Welcome Center and sign up your new guest.
Please let us know what services he/she needs or wishes
(accommodation, child care, schooling, German courses for guest
or partner…)
WHO
Department
2
ASAP
Invitation letter for the visa application. The letter should include
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
Department sends to guest
3
After steps 1-2
4
After step 3
-
If your guest will be working at UR with a contract, then please
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
Help your guest to search for accommodation
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.
Department
Department gets in touch with
Welcome Center
5
WHEN
After steps 1-4
WHAT TO DO
Should your guest need childcare or schooling options for his/her
child/ren, please let us know
WHO
Department gets in touch with
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
arrival
Organize an appropriate working area
Department
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
arrival
Pick-up service
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.
Department
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:
1
2
WHEN
Arrival day
WHAT TO DO
Pick up from train station or airport
WHO
Department, if desired
Within the first
week
Guest picks up Welcome Package
Please make an appointment with us to come by the Welcome
Center.
Department makes an
appointment with Welcome
Center
Within the first
week
Apply for a MensaCard, Library Card and Sports Card
In case your guest does not have a working contract with UR, we will
issue a Status-Letter, which will ease the process.
Department
Within the first
week
After step 1
Formalities at the Immigration Office (apply for the residence permit
and register at the Municipal Immigration Office).
Status-Letter (only for guest
without a contract) issued by
Welcome Center
Guest
The following documents need to be attached:
 Filled out application form
 Copies of passport and visa
 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
If desired, the Welcome Center
can assist with filling out the
forms. Please make an
appointment
Open a bank account
Guest
3
4
WHEN
After step 2
After step 3
WHAT TO DO
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).
 If your guest’s research stay is financed with a scholarship or from
own resources, it is compulsory to take out a private health
insurance with a German company (unless you already have
adequate coverage).
WHO
- if your guest is hired (work contract) => get in touch with the Human
Resources Department
Department contacts:
- HR Department
- if your guest wants to be enrolled as a doctoral student=> get in
touch with Frau Wunderlich
5
Please get in touch with the
Welcome Center for any
questions related to health
insurance
-
Welcome Center
After step 4
Apply for a Tax-ID and an income tax card, if applicable
Guest
If desired, the Welcome Center
can help
6
After step 3-4
A written confirmation of the electronic Tax-ID can be requested at
the Tax Office (Finanzamt) (after registering at Municipal Registration
Office).
Take out other insurances (liability, etc.)
7
After signing rental
contract
In case a change in accommodation, that is from short-term to
permanent accommodation, is planned => notify your change of
address to the Municipal Registration Office
8
After signing rental
contract
Register with the utility companies (electricity, gas, water, TV,
internet, telephone, Broadcasting fee)
Guest
9
After step 1
If necessary, apply for a German driving license
Guest
If desired, advice is offered at
the Welcome Center
Guest