Information Overview for Newcomers
The following page comprises useful tips and information to help you navigate through the necessary administrative procedures at your new workplace. If you have further questions, please do not hesitate to contact our staff for further assistance.
Nearly all the required administrative procedures mentioned here can be found in the KUS-Portal of the UHH
KUS-Portal : University of Hamburg (uni-hamburg.de); Login via ‘B’ Login ID
Organizational Structure and Contact Persons of the MIN-faculty
Prof. Dr.-Ing. Norbert Ritter
Speaker of the Dean’s Office
Head of the Department
Prof. Dr. Christian Lohr
Institute of Plant Science and Microbiology (IPM)
The telephone prefix at the IPM is 42816-. Within the building, only the last three digits must be dialed.
Executive Director: Prof. Dr. Sigrun Reumann
Institute of Cell and Systems Biology of Animals (IZ)
The telephone prefix at the IZS (as at most other UHH institutions) is 42838-. Within the building, only the last four digits must be dialed.
Institute of Marine Ecosystem and Fishery Science (IMF)
The telephone prefix at the IMF (as at most other UHH institutions) is 42838-. Within the building, only the last four digits must be dialed.
Institute of Wood Science (IHW)
The IHW is currently located at the campuses in Lohbrügge and Barsbüttel.
The University of Hamburg is a subtenant there and cooperates with the Thünen Institute for Wood Research (Federal Government).
At the IHW in Lohbrügge, the telephone prefix is 73962-.
At the IHW in Barsbüttel, the telephone prefix is 822459-. Within the buildings, only the last three digits must be dialed.
Executive Director: Prof. Bodo Saake
A P.O. box can be set up in the institutes via the corresponding contact person.
The installation of a P.O. box will be carried out by the respective working group.
Requested transponders/keys may be retrieved via the corresponding contact persons in the institutes.
Key/transponder retrieval at IPM
Submit applications to Hans-Peter Starck
Submit applications to Sigrid George
Key/transponder retrieval at IZS
Submit applications to Peter Steiner
Key/transponder retrieval at IMF
Key/transponder retrieval at IHW-Lohbrügge
Key/transponder retrieval at IHW-Barsbüttel
Upon termination of your employment at UHH, all keys and / or transponders must be returned to the respective issuing office!
Copy cards may be obtained at IPM and IZS
Copy cards may be obtained at IMF – Olbersweg / Palmaille
Copy cards may be obtained at IMF – Große Elbstraße
Copy cards may be obtained at IHW
There are no copy cards at the IHW.
Please use the functional mailbox:
Team 614: Stellenausschreibungen
Carina Carlsen (Lz.: -642.2-)
All requests for hiring, ongoing employment, funding changes, increases, etc., that are not exclusively financed by external funds, must be sent to Ms. Frischke. In the future, this will be done via a digital workflow that will be implemented in the Department of Biology starting in June 2021.
For all other requests, please CC Ms. Frischke in your correspondence.
You can find all information on the topic of personnel recruitment and continued employment on the KUS Portal of the UHH under Personnel Recruitment, Continued Employment etc. : KUS-Portal : Universität Hamburg (uni-hamburg.de)
All consultations and process checks on hiring, continued employment, salary upgrades, etc., which do not concern resource management (position and finances), are carried out by the clerks in Department 6.
This includes consulting on and reviewing the completeness and accuracy of
- Job descriptions (and resulting job ratings)
- Personnel selection forms and attachments
- Advertisement texts
- Applicant lists
- Advertisement waivers
- Declarations on qualification time limits
- Job descriptions
- Application documents
- Requests for exceptions
- Salary upgrade
Personnel administrators in the presidential administration
Personnel administrators in the presidential administration
If you have any questions about your finances and account items, please contact
You can find all information about purchase request procedures in the KUS-Portal of the UHH under Purchasing: KUS-Portal : Universität Hamburg (uni-hamburg.de)
Purchase requests may be processed using the SAP SRM or the purchase requisition form.
SAP SRM (Supplier Relationship Management) is a web-based solution that allows the user to formulate purchase requests and map the approval process electronically. The web-based requisition (shopping cart) replaces the paper-based purchase requisition that was previously received by the purchasing department via in-house mail, email, or fax.
For requests for web-based purchases, please contact:
Dienstleistungszentrum Einkauf Mittelweg
Mittelweg 177 , Raum S 3035
Order by Purchase Requisition:
The requisition form can be found on the KUS Portal at:
Purchase Requisition : KUS-Portal : Universität Hamburg (uni-hamburg.de)
If you want to make a purchase with the requisition form, you must state your purchase request, delivery address, supplier, cost center, and PSP element in the appropriate fields. After you have added your signature, you can send the form to the purchasing department by mail.
The DLZ Purchasing Bahrenfeld is responsible for requests made from the Department of Biology. You can reach them at the following group mailbox:
If you need a direct contact, please contact:
Leave of Absence
All information about business trips can be found in the KUS-Portal of the UHH
Business trips : KUS-Portal : Universität Hamburg (uni-hamburg.de)
Please also CC the responsible administration of the respective institute!
Please use the functional mailbox for contacting the administrative team for business trips
You can find all information about sick leave in the FAQs of the KUS-Portal of the UHH under FAQ zum Verhalten im Illness : KUS-Portal : Universität Hamburg (uni-hamburg.de)
On the Forms page you will find everything you need to consider when completing the documents.
Notifications of illness in the IPM
Notifications of illness in the IZS
Notifications of illness in the IMF
Notifications of illness in the IHW
For the first three days of illness, you do not need a certificate of incapacity for work (AU) from a doctor. It is only from the fourth day of illness that an AU must be submitted to the employer. The calendar days count here - not just the working days. If there are weekends or public holidays between the days of illness, these days are also counted.
Example: If you fall ill on Friday and are still ill on Monday, you need an AU from Monday at the latest (fourth day of illness).
If the doctor's office does not yet process the sickness certificates electronically (the procedure was introduced on 01.01.2023), you must send the original of the sickness certificate (here the copy for the employer) directly to your personnel department. Please send a copy/photo of the AU certificate to email@example.com, which will be handed over to you.
We have created compact instructions for vacation requests and ask department staff to follow them.
The provided forms are centrally located in the UHH Communication and Service Portal (KUS). We ask you to use the available forms found there in the future.
Regulations for the academic staff
Professors, junior professors, research assistants and other academic teaching staff must take their vacation during the lecture-free period. The other members of the academic staff must also take their vacation during the lecture-free period due to the close interrelationship between their duties and those of the above-mentioned teaching staff, unless logistical reasons also permit vacation during the lecture period.
Information for supervisors
The vacation allowance of your employees must be documented in a vacation list. After the end of the vacation year – usually no later than September 30 of the following year - the vacation lists must be finalized. They remain with the employment offices and are kept for a period of five years.
The responsible personnel department must be involved before a vacation request is rejected, as this measure is subject to co-determination by the personnel council in accordance with § 87 Para. 1 No. 2 of the Hamburg Personnel Representation Act (HmbPersVG). Submission to the personnel council is made by the responsible personnel department.
Vacation Requests IPM
Submit application to Frau Ruzica Latincic
Vacation Requests IZS
Submit application to Frau Hara Ortiz Hernandez
The application form can be found under the following link:
Occupational Health Care Notifications
All information on accident reports can be found in the KUS-Portal of the UHH under Accident Report : KUS-Portal : University of Hamburg (uni-hamburg.de).
Specific actions at the Department of Biology
Please report accidents immediately to your respective work group or to student affairs office, if you are a student (Studienbüro : Fachbereich Biologie : Universität Hamburg (uni-hamburg.de)) .
The working group or the student affairs office must report the accident immediately to the respective administrative service of the institute.
Information about the Occupational Health Service can be found in the KUS-Portal of the UHH under
Occupational Health Service (AMD) : KUS-Portal : Universität Hamburg (uni-hamburg.de)
The administrative service of the respective institute contacts the employees upon hiring and arranges everything else.
In the case of a planned start of a hazardous activity, the departments must contact the administrative service of the location.
If you have any questions about occupational health care please contact: