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A1 certificate

Since 2010, employees need an A1 certificate for every trip abroad within the EU - but only recently has control been introduced. If you don't have an A1 certificate printed out with you, you run the risk of being refused entry to the country, admission to hotels, science fairs, conferences, etc. In the worst case, a cash fine is due immediately, the ZMT must pay a fine, and/or the social security contribution must be paid again/double.

This EU Regulation (EC) Nr. 883/2004 on social security has been in force since 1 May 2010 and coordinates the social security systems of the member states of the European Union. It applies to all EU countries as well as Iceland, Liechtenstein, Norway and Switzerland. Since this regulation came into force, anyone temporarily employed in an EU member state must carry an A1 certificate - regardless of how long they have been working there.

How to proceed (please, two weeks in advance):

  1. Filling out the business trip application form
  2. Fill out the the questionnaire for the application for A1 certificate (download here)
  3. Submitting documents to the Travel Management
  4. Final clarification and submission of the application by Nele Witt
  5. Notification of A1 certificate issued by Mrs Witt to the traveller

Contact person: Nele Witt

 

Allowances for travel abroad (per diems, lodging)

Travel allowances

 

Appeal, right of

Right of appeal

 

Bank details of the ZMT

Bank name: Sparkasse Bremen
IBAN: EN24290501010001047109
BIC: SBREDE22XXX
This information may only be used in consultation with the administration.

Contact person: Nicolas Dittert

 

Bremen Criteria

ZMT conducts research projects in close cooperation with the partners from the tropics. In order to provide a clear guidance to these projects to implement the cooperation goals, ZMT has developed specific criteria. These "Bremen Criteria" contribute to meeting the scientific and developmental needs of the tropical partner countries by promoting the establishment of long-term projects with intensive involvement of partner scientists and unrestricted exchange of data and information.

Bremen Criteria

 

Business trip / Travel

Travel Management in the administration takes care of booking business trips for ZMT employees and is responsible for accounting travel expenses. The necessary forms can be found in the Intranet under Service Point > Printable Forms > Business Trips.

Contact for travel booking: Sarah Becker

Contact for reimbursement: Mercè Sánchez

 

Cafeterrias of the University

see > Mensa

 

Canteens of the University

see > Mensa

 

Capacity Development Strategy 2025 of ZMT

In accordance with its mandate, ZMT creates the scientific basis for the sustainable management of tropical coastal ecosystems. The internalisation and implementation of sustainability principles in management are closely interlinked with comprehensive and holistic capacity development at all levels of society. The ZMT contributes to capacity development by promoting academia in tropical (mostly) developing countries and also focusing on the empowerment of women.

More information: Capacity Development Strategy 2025

 

Career and family

The Leibniz Centre for Tropical Marine Research (ZMT) promotes the compatibility of career and family with various measures. In 2018, the institute was awarded the berufundfamilie audit certificate for its family-friendly personnel policy.

Contact: Donata Monien

 

Certificate of employment

Employees need the certificate of employment to submit it to the Federal Employment Agency in order to apply for unemployment benefit. It serves as the basis for calculating the amount of unemployment benefit. Further information can be obtained from HR Management.

 

Company agreements

A company agreement is a contract between the employer and the works council, which not only establishes the rights and obligations of these parties, but also (like a law or a collective agreement) formulates binding standards for all employees of a company. According to § 77, Subsection 2, Sentence 3, BetrVG the employer must interpret the works agreement at a suitable place in the enterprise. At the ZMT all works agreements are available here.

 

Company medical officer

The company doctor of ZMT is Mr. Broek of Betriebsarztzentrum Bremen e.VSchillerstr. 10, 28195 Bremen (Tel. +49 421 322770). The opening hours are from Monday to Friday from 8 a.m. to 4 p.m. Attention: Guests and student assistants need a cost acceptance declaration. No declaration no treatment. Please contact the HR Management.

Preventive medical checkups: The ZMT offers various preventive medical checkups. Appointments must be arranged independently.

Contact for guests: Lena Oehlmann

Contact for student helpers: Ulrike Schumann

 

Corona Virus (COVID 19)

ZMT has  set up a page with relevant information on the Corona virus.

Please see: Preventive measures taken by ZMT in response to the coronavirus

 

Daycare centre

The ZMT currently has 4 places reserved at the Technologiepark e.V. day-care centre for children and thus has the opportunity to provide employees with a company place. If there is a need to receive a place in a child care centre or day care centre, employees can register this with the administration, including naming the start of the period.The administration then checks the availability of free places and informs the employees accordingly about the further procedure.

Contact: Donata Monien

 

Departments

Information on the four scientific departments can be found here.

Information on the research infrastructure can be found here.

 

Doctoral Studies Circle

At ZMT there is a Doctoral Studies Circle that organizes the doctoral program. As representatives of all status groups, it consists of a head of department, two heads of working groups, two postdoctoral students and two doctoral students. The Doctoral Studies Circle meets monthly.

 

Doctoral study regulations

PhD guidelines

 

Door plate

Each office is equipped with a door plate.

Contact for changes, relocations or errors: Nele Witt

 

Equal Opportunities

In the Federal Republic of Germany, the Equal Opportunities Officer (at the ZMT: Women's Representative) is a person or a position within a company who deals with the promotion and implementation of equal rights and equal opportunities for women and men and who performs internal tasks for the respective institution or company. A page with information about the Women's Representative can also be found on the intranet under "Women's Representative".

Contact person: Annette Breckwoldt

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

see also > Women's Representative

 

Family and career

see > Career and family

 

Foreign countries‘ educational qualifications

The recognition of foreign qualifications cannot in principle be paid from ZMT budget funds. Payment from third-party funded projects can be reviewed on a case-by-case basis.

 

German language courses

ZMT offers (together with UBRA > U Bremen Research Alliance) German languange courses from beginner's to advanced level. The courses are offered once a week for 1.5 hours per semester (approx. 12 weeks) and start in March and September. The German courses are open to all ZMT employees and guests who are at ZMT for the entire duration of the course.

Contact: Janine Reinhard

 

Guests

We want to ensure that our guests receive the necessary equipment upon arrival. Therefore, all guests staying longer than one day at ZMT must be registered. The registration form must be sent to Elke Kasper as soon as possible, but no later than 14 days before the guest's arrival. In order for our guests to be insured, it is important that they sign the guest's registration form in the HR Management at the latest on the first day of their stay.

Contact for registration: Elke Kasper

Contact for insurance: Lena Oehlmann

 

Holidays

According to the collective agreement (TV-L Bremen), the holiday entitlement is currently 30 days for full-time occupation. If part-time is distributed over fewer than 5 working days, the leave entitlement is calculated accordingly. The annual leave should be taken in the current calendar year. Holidays carried over into the next year can be taken until September 30, after which they eventually expire.

Contact: Nele Witt

 

Holiday application

The application for leave can be found here.

 

HR Management

Contact for personnel management guests, coordination of Operational Integration Management (BEM), coordination of health management, applicant management, external personnel statistics: Lena Oehlmann

Contact for personnel management (employees), internal personnel cost projections: Isabel Sanz Jannke

Contact for personnel management student helpers, basic data check wage/salary, personnel cost projections for project proposals: Ulrike Schumann

Contact for personnel management absences (holidays, sick leave, etc.), secondments (see also A1 certificate): Nele Witt

 

Impact Brochure

To be sure of fulfilling all aspects of our mission meaningfully and successfully, it is important to trace and critically reflect upon the societal impact of our activities: What difference does ZMT's work make in our partner countries? To what extent have joint efforts with our partners delivered sustainable solutions to real-world problems in the tropics? How do we want to shape our research and related activities to do better in the future?

The Impact Brochure "Concepts - Collaborations - Common Grounds: The impact of our work beyond research and academia" is available > here

 

Instructions to operate ActivePanel

In TheBox there is a large screen "ActivePanel". You can find the instructions > here.

 

Internship

ZMT offers various types of curricular internships, either as part of a bachelor's or master's degree programme, or as part of school internships. Proof must be provided that the internship is to be carried out on a compulsory basis. Remuneration will not be paid. Candidates are requested to contact the scientists directly. A guest application form must always be completed for each intern. As a general rule, school interns cannot be accepted in the laboratories. Non-curricular, voluntary internships (e.g. job-oriented internships) must not exceed a duration of 3 weeks.

 

Contact: Lena Oehlmann

 

IT code of practice

see > IT tutorials

 

IT ticket system

The IT ticket system allows IT-related topics, questions and problems to be quickly assigned and resolved. Here you can find the ticket system. IT Support will contact you shortly thereafter.

 

IT tutorials

All kinds of help in video format can be found in the IT tutorials. Topics are e.g.

  1. Alfresco
  2. Windows
  3. eduroam
  4. add printer
  5. map a network drive
  6. safe your files
  7. VPN certificate
  8. change Thunderbird signature
  9. edit your changeable data in the Intranet
  10. bookmarks in Firefox
  11. ZMT cloud
  12. web mail

IT code of practice/tutorials you can find here.

 

IT issues

The IT ticket system allows IT related topics, questions and problems to be quickly assigned and resolved. Select an appropriate category, describe your request and click again. IT Support will contact you shortly afterwards.

IT Helpdesk: Ticket system

 

Job ticket

All employees with an employment contract of at least 12 months can obtain a so-called job ticket through the personnel department. Costs are deducted directly from your salary. The ticket must be issued for at least one year.

Contact: Isabel Sanz Jannke

Further info (in German language only): Job ticket @Performa Nord

 

Language courses (German)

see > German language courses

 

Letter of recommendation

Letters of recommendation are available for various occasions. For example, you can include them as a reference in your own application. Students who want to enrol for a Master's after their Bachelor's degree are also asked by the university to submit a letter of recommendation from a former lecturer or professor. A letter of recommendation is written in the first person form. This is why letters of recommendation are much more personal than a testimonial. In terms of content, it is mainly about the skills and expertise of the person described - and about their personality. A letter of recommendation contains among other things Name and address of the addressee (not that of the applicant), subject ("Letter of recommendation for Max Mustermann"), self introduction (short), reason for the exhibition (e.g. end of internship), objective recommendation, qualifications achieved (e.g. degree), successes, subjective recommendation (soft skills, character). The letter of recommendation can be prepared by the supervisors.

 

Loan of literature at ZMT

The scientific library of ZMT MEDIA Unit provides ZMT staff with specialist literature. The library is also available to ISATEC students for work and research. In the library you can find A6-size loan slips, which have to be filled in completely by yourself; see > loan

Location: Second floor in the extension of Fahrenheitstraße 6, room 2209 (far back).

Contact: Christina Schrader

 

Manual to operate ActivePanel

In TheBox there is a large screen "ActivePanel". You can find the manual here.

 

Medical check-up

Preventive medical check-up

 

Mensa

All ZMT employees can obtain a Mensa Card in order to be able to pay quickly and cashlessly in the University's canteens and cafeterias. The Mensa Card is available at lunchtime (11.30 - 14.00) at the Service Point of the main cafeteria on the University Boulevard. Doctoral students must present their immatriculation certificate and an identity card. All other employees need their employment card. A deposit of 5 Euro at Mensa is also required.

Further info: Mensa, canteens and cafeterias

Menu (in German language only)

Mensa APP: Download web site

 

Minimum wage

The new statutory minimum wage has been 11.13 €/hour gross since 01.07.2019. For 450-euro employees (e.g. student assistants), the working hours will therefore be reduced. Legislative initiatives to let the 450-euro limit grow with the minimum wage have not been successful.

 

Ombudsman

The ombudsperson is a contact point for the implementation of good scientific practice. Further information can be found here. 

Contact: Achim Meyer

Deputy: Tim Jennerjahn

Further info: Ombudsman

 

Ophthalmologic preventive medical checkup

The ZMT offers preventive examinations to ensure the best possible vision. Shortly before the winter holidays, the need is assessed.

 

Orders

All orders have to be processed via the purchasing department. All ZMT employees can place orders through This email address is being protected from spambots. You need JavaScript enabled to view it. via e-mail. With the order, the cost unit and the required description (quantity, size, serial number if applicable, special properties, supplier if applicable and delivery date if applicable, etc.) must be provided. Please, note that for orders over 500 € the person responsible for the cost unit must explicitly agree and three offers of compromise must be provided.

 

Parental leave

After the birth of a child, both parents are entitled to a three-year leave from work, the parental leave. As there are many possibilities for parental leave and some questions will arise, HR Management should be contacted in good time (at least 2 months before the start, better earlier) to find the best solution.

Contact: Isabel Sanz Jannke

 

Parent-Child Office

The parent-child office is located in the main building of the ZMT (Fahrenheitstraße 6) and is equipped with two workstations in the front area. A permanently installed computer can be used with a ZMT account by all ZMT employees. A second desk can be used with mobile devices. The rear room houses the children's area. Painting and toys are available here. There is also a nappy-changing facility and a rest area.

Contact person: Donata Monien

 

Phd / PostDoc circle

see > Doctoral Studies Circle

 

PhD guidelines

The aim of these guidelines is to provide students and supervisors with the necessary information to ensure best practices in dealing with the doctoral research process at ZMT.

More information: PhD guidelines

Contact: Janine Reinhard

 

PostDoc / PhD circle

see > Doctoral Studies Circle

 

Preventive medical check-up

Everyone who works at ZMT and travels for ZMT has the obligation to undertake medical precautions for this. Each traveler is responsible for registering for the screening himself/herself. Registrations go to the company doctor (see Company medical officer). A preliminary appointment of at least 4 weeks before travel starts is appropriate. ZMT covers the costs for a preventive medical check-up. A cost assumption declaration can be obtained from the HR Management.

 

Promotional material

Advertising material, such as flyers and brochures, can be distributed to project partners or displayed at events. Small give-aways with ZMT logo can also be used. The materials currently available can be obtained from the PR department.

Contact: Andrea Daschner

 

Proof of employment

With the proof of employment, the employer certifies an existing employment with the employee. It serves as proof that the employee is currently employed by the employer. It contains, for example, information on the type of work, contract duration, salary and working hours. Further information can be obtained from HR Management.

 

 

Reimbursement of expenses

Expenses are an exception! Each procurement has to take place according to the procurement guidelines given by the country of the central purchase! If, as an exception, a procurement cannot be carried out by the purchasing department, the expenses can be reimbursed. The appropriate reimbursement form is in the Intranet Service Point > Printable Forms > Business trips

 

Right of Appeal

According to §13 AGG (Chapter 3 / Section 13 General Anti-Discrimination Act) every employee shall have the right to lodge a complaint with the competent department in the firm, company or authority when they feel discriminated against in connection with their employment relationship by their employer, superior, another employee or third party on any of the grounds of race or ethnic origin, gender, religion or belief, disability, age or sexual orientation. The complaint shall be examined and the complainant informed of the result of the examination.

In practice, there is a risk of conflicts of interest due to the dual mandate of the women's and the severely disabled representatives. At the same time, the works council cannot perform employer functions and is not obliged to forward the complaint. Therefore, the ZMT of the Bremer VFwF e.V. assumes the role of a complaints office.

Contact: Claudia Prang

 


Room reservation

Several meeting rooms of almost any kind and size are available at ZMT, which can be reserved. The easiest way is to reserve a room on the Intranet. (Home > Room reservation)

https://intranet.zmt-bremen.com/

 

Sabbatical

The sabbatical (or sabbatical year) is a working time model for longer special leave. In any case, a discussion should be held in advance with the head of the working group and the HR Management. There are many different possibilities to find the best solution for each individual. In addition, the social security institutions (health insurance, pension insurance, etc) should be consulted in advance.

 

Salary projection

If salary projections are required, for example, for third-party funding applications, contact HR Management. The information required is the salary group, the level of the salary group and the project duration or calculation period.

Contact person: Ulrike Schumann

 

Scientific Council

ZMT's internal Scientific Council (WiR) advises the management of the ZMT on important research-relevant topics.

Contact: Tim Jennerjahn

 

Secondary employment

Secondary employment must be notified and approved. The form is available from HR Management.

Contact: Isabel Sanz Jannke

 

Sick leave

In the event of incapacity to work (sick leave, etc.), the HR Management and the working group management must be informed immediately by e-mail (This email address is being protected from spambots. You need JavaScript enabled to view it.). If the incapacity for work lasts longer than three days, a medical certificate stating the existence of the incapacity for work and the expected duration must be submitted no later than the fourth day of sickness. Initially, it is sufficient to submit a scan/photo via e-mail. The original must be submitted at the latest when you are back at work. Attention: The calendar days count, i.e., if Friday is the first day of sick leave, the certificate must be submitted on Monday.

Contact: Nele Witt

 

Sick leave during holidays

If the incapacity to work occurs during holidays, these days will not be deducted from the total holiday entitlement IF the incapacity to work is reported immediately AND the respective medical certificate is submitted. Only the period after the notification of incapacity for work can be credited to the leave account.

Contact: Nele Witt

 

Sickness of children

Employees of the ZMT may - provided that they are no longer entitled to sickness benefit from the health insurance fund in accordance with § 45 SGB V - be released from work for up to four days per calendar year with continued payment of their salary if their child under the age of 12 living in the same household falls ill and requires care. In addition, employees have the option of using the parent-child room in the main building if, for example, the children cannot yet go back to kindergarten.

Contact : Nele Witt

 

Sports offer

Various sports courses are held at the ZMT at irregular intervals. Currently (as of April 2019) there is a running course for beginners on Mondays from 14.00-15.00 and a running course for advanced runners on Tuesdays from 14.30-15.30. On Thursdays there is a back fitness course from 10.15-11.00 a.m..

Contact person: Lena Oehlmann

 

Student assistants

Student assistants support the work of the scientists and staff of the ZMT infrastructure.
The precondition for working as a student assistant is enrolment at a university or college (for foreign students, a valid visa and work permit are also required).

For questions about the recruitment process: Ulrike Schumann

 

Styleguide

A consistent appearance in all media is of great importance also for a scientific institute. The goal is to be perceived as a homogenous and recognisable brand in the conscience of both the public and the decision-makers that are important to us. The purpose of this ZMT Styleguide is to provide an easy-to-use tool for all members of staff to be able to apply our new corporate design.

Contact: Andrea Daschner

 

Sustainability @ Leibniz

Sustainability is an important guiding factor for the Leibniz Association and its member institutions. As a research organisation, the Leibniz Association contributes to sustainable development in the fields of research and knowledge transfer, as well as through its management and operations. The political frame of reference is provided by the 17 UN Sustainable Development Goals (SDGs), which guide the Leibniz Association’s actions – through sustainability research and through sustainable research processes and operations.

=> Sustainability Mission Statement: The Sustainability Mission Statement provides a framework for a ‘culture of sustainability’ in the Leibniz Association and its member institutions – a culture that must be established and continuously built on within the various spheres of activity. The mission statement is also intended to encourage the employees of the Leibniz institutions to reflect on their actions and to contribute to the sustainable development of the association.

 

Testimonial

Every employee is entitled to a testimonial. A testimonial must only be issued if the employee requests it. However, the employer is always obliged to issue the certificate when a apprenticeship is terminated. Trainees do not have to request this first.

Testimonials can vary in scope. This depends on the duration of the employment and the wishes of the employee. The simple testimonial contains personal data as well as type and duration of employment. Activities must be described so completely and precisely that future employers can form a clear picture. However, no assessment of performance is made. The reason and circumstances of the termination of employment may only be included in the testimonial at your request. The qualified testimonial will also describe performance and behavior. Employees are entitled to the qualified testimonial after a relatively short period of employment if a rough assessment of their professional and personal abilities is already possible. According to the courts, this is usually the case after a few weeks. Employees can choose between a simple or a qualified testimonial.

Contact person for employees: Isabel Sanz Jannke

Contact person student assistants: Ulrike Schumann

 

Third-party funding

Applications for third-party funding from external research funding organisations/sponsors are more than welcome. A few details have to be considered before, during and after application submission; see Intranet Third-Party Funding. There you will also find further information on various national and international funding opportunities.

EU applications require specific information; this can be found on the Intranet under Third-Party Funding > EU Funding Additional Material

Contact: Agnes Richard

 

Ticket system

see > IT issues

 

Time off and special leave

A paid exemption is possible in any case if there is a reason according to §29 TV-L.
Should unpaid leave or special leave be necessary, HR Management will help to find the best individual solution.

Contact: Nele Witt

 

Timesheet

The timesheets for student assistants can be found here

Employees can find the time sheet and more information on working hours here.

 

Travel / Business trip

see > Business trip / Travel

 

Travel allowances

Pursuant to Section 16 of the Federal Travel Expenses Act (Bundesreisekostengesetz, BRKG), per diems and lodging/overnight allowances abroad are set at the amounts shown in the annex. This General Administrative Regulation on the new determination of foreign per diems and lodging/overnight allowances (ARVVwV) shall enter into force on 1 January 2020.

see > per diems and lodging/overnight allowances

 

University's restaurant(s)

see > Mensa

 

Webmail account information

For business trips and other types of mobile work, there is the possibility to use an web-mail access.

 

Women's Representative

In the Federal Republic of Germany, the Equal Opportunities Officer (at the ZMT: Women's Representative) is a person or a position within a company who deals with the promotion and implementation of equal rights and equal opportunities for women and men and who performs internal tasks for the respective institution or company. A page with information about the Women's Representative can also be found on the intranet under "Women's Representative".

Contact person: Annette Breckwoldt

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

See also > Women's Representative

 


Working hours

The weekly working time is based on the collective agreement (TV-L Bremen) and currently amounts to 39.2 hours. In the case of a part-time job, the number of hours is determined by the employment contract.

 

Working time recording

ZMT generally has a trust-based working time. The form for recording working time needs to be filled only if you are interested in compensating working days. Then, the daily working time must be recorded permanently and submitted to the HR Management at the end of the month. Check Compensation for overtime on the holidays application form.

Contact: Nele Witt

 

Works council

The works council is the institutionalised employee representative body of ZMT. The works council’s legal basis in Germany is the Works Constitution Act. The works council presents itself here (click "Betriebsrat")