Complete cancellation of the leave: You cancel the "Leave" incorrect reason application under "Application list > Incorrect reason > All proposals". Please remember that the requested leave can only be cancelled in full and not in part.

Changing the period of leave: The period ofleave can be changed within a reason for absence under "Request list > Reason for absence > Correction".

For example, if you fall ill while on holiday, submit a new proposal with the reason "Illness" for the corresponding period under "New proposal > Reason for absence" after the cancellation/change.

In this context, please remember to submit your leave card for amendment as well as your notification of illness or resumption of work to Division 1 Personnel/Organisation.

Please first check that the entries in Smart Time match the days you have requested on your holiday card. If they match, please log in at and let us know the current balance of your holiday days as shown on your holiday card.

In addition to the absence reason "illness", a clock-in and clock-out time must always be entered. The attendance time for the day is then counted as working time and the difference to the target working time is also counted as substitute time.

Retrospective entries can generally only be made for a period of up to 6 weeks. If working hours or reasons for absence prior to this period need to be added retrospectively, please contact us at . In this case, please CC your line manager and let us know straight away the date on which the system will be activated so that you can enter the data.

Full-day/multi-day business trip: First select the reason for absence "Business trip" under "New proposal > Reason for absence". Please do not enter any times in this case. You will be credited with the maximum planned working time per day.

Arrival/departure day: First select the reason for absence "Business trip" under "New proposal > Reason for absence". Times must be allocated to the business trip under "From/to".

Business trip within a working day: You clock in at the terminal at your place of work in the morning ("arrives"). At the start of the business trip, you clock out ("leaves"). You can enter the time of the business trip under "New proposal > Reason for absence > Business trip", specifying the "from/to" times. As soon as you are back at your place of work, you can book it again "coming" and "going".

Business trip on site: You can book this directly at the terminal (click on the "suitcase" shown).

As a rule, working hours at weekends and outside the flexitime period are not counted.

Saturdays: In exceptional cases, working hours on Saturdays may be approved for credit. To do this, please send an email in advance to with a brief explanation, and put your line manager in cc. Please note that the statutory requirement for a 5-day working week must be observed. In the week in which you work on a Saturday, you must take one day’s time off in lieu.

Night work (after 9.00 pm): In exceptional cases, hours worked after 9.00 pm may be included in the calculation. To do this, please send an email in advance with a brief explanation to and copy your line manager in cc. Please note that the statutory requirement for a rest period of at least 11 hours before starting work on the next working day must be observed.

Teleworking and mobile working are not recorded separately in the time recording system. Please enter your "clock-in" booking online when you start work and your "clock-out" booking via Smart Time when you finish work.

The change of workplace between the home workplace and the university workplace (or vice versa) does not constitute working time. You must clock out during this time.

As a matter of principle, the organisation options resulting from flexible working hours (flexitime, time off in lieu, breaks) must be used for private errands.

If, in the case of medical treatment, it is not possible to fulfil the employee's medical wishes, time off work must be granted during core working hours. Time for medical treatment must be recorded under the incorrect reason "time off work". However, only times within core working hours - i.e. between 9.00 and 11.30 a.m. or between 2.00 and 3.00 p.m. - are credited as substitute time. No overtime can be credited under the reason for absence from work. The reason for absence from work is only to be used for the reason for absence for medical treatment.

In this case, the incorrect reason "Full-day leave of absence" must be used. This includes authorised leaves of absence:

• Birth of the spouse/life partner within the meaning of the Life Partnerships Act
• Death of spouse, civil partner within the meaning of the Civil Partnership Act, child or parent
• 25 and 40-year work anniversary

For a short-term leave of absence that does not cover the entire working day, the missing reason "Short-term leave of absence" must be entered with an indication of times. This includes, for example, work as a lay judge.