The Welcome Center for International Researchers offers information and orientation regarding your research stay at the IPU Berlin.
Here you will find important information concerning the following topics:
This Guide for International Researchers provides an overview and general introduction to topics relevant to your stay at the IPU, in Berlin and in Germany. Further specific information on the individual points can be found on the website Euraxess Germany - Researchers in motion.
When planning a stay at the IPU, many questions will certainly arise. Entry requirements, insurance, finding an apartment, and organizing travels are only some of the topics that need to be considered. It is advisable to deal with these issues as early as possible. You may need to apply for necessary documents and then have them translated. Also, the visa application and issuance process can sometimes take several months. In preparation for your arrival, you are welcome to make an appointment for an initial interview with us before you enter the country. To schedule this, please email us at international(at)ipu-berlin.de.
You will need the following documents for your research stay in Berlin:
Valid passport or identification document (valid for the entire duration of your stay in Germany).
Visa, if applicable
Biometric photos for new documents
Confirmation of your funding (scholarship, salary from your home country) in German or English
Birth certificate and marriage certificate, if possible with German or English translation. Documents require an apostille or legalization depending on the country of issue. The Foreigners Office Berlin (Ausländerbehörde) only accepts marriage or birth certificates that have been apostilled or legalized by the German Embassy.
If you come with your family: copies and certified translations of your family members' birth certificates (if applicable with apostille or legalization)
Credit card and/or cash card
If necessary (international) vaccination certificate as well as documents about diseases or medication
If you want to drive a car during your stay in Germany: international driver's license and/or foreign driver's license
EU Member States, European Economic Area and Switzerland
If you come from EU member states, Iceland, Liechtenstein, Norway or Switzerland, you generally do not need an entry visa. Your valid identity card/passport is sufficient. If you plan to stay in Germany for longer than 90 days or if you want to work here, please contact the Berlin Immigration Office (Landesamt für Einwanderung, LEA).
Australia, Israel, Japan, Canada, New Zealand, South Korea and USA
Nationals of these countries do not require an entry visa. The Federal Foreign Office (Auswärtiges Amt) provides more information. For stays longer than 90 days you need a residence permit. You can apply for this after entering Germany. If you want to work here, please contact the Berlin Immigration Office (Landesamt für Einwanderung, LEA).
Nationals of all other non-EU countries
Visa for research
As a visiting researcher with a PhD degree, you need a visa for your entry and stay for more than 90 days in Germany. According to section 18d of the Residence Act, you can apply for a research visa at the German embassy/consulate of your home country. The research visa can be granted if you have a scholarship or other financial means amounting to approximately 1,600 euros per month (according to a case-by-case assessment, depending on your living expenses). You can find more information here.
To apply for the visa, you will need a hosting agreement. This agreement is formed between you and the IPU and is the legal basis for a visa being granted for research purposes.
As the IPU is still a small private university, it does not have its own housing facilities for international guests. They are responsible for finding accomodation on their own.
In comparison with other European capitals, the real estate market in Berlin is highly competitive. Keep in mind that the search for an apartment can be tiresome and may require a lot of time and patience. Therefore, it is advisable to start your search as early as possible.
There are furnished, partially furnished and unfurnished apartments. Please pay attention to which option you would like to choose when deciding on the apartment. In addition, some provide an additional service, such as cleaning or concierge.
To avoid fraud, please never transfer money from abroad to a supposed landlord without having visited the apartment first.
You can search for an apartment or room at one of the many online real estate portals. Usually, these are portals for private providers. Here are some of the most popular ones:
Housinganywhere (English)
Uniplaces (English)
Wunderflats (English)
Immobilienscout 24 (German)
Immonet (German)
Immowelt (German)
Wohnungsbörse (German)
Ebay Kleinanzeigen (German)
Valid health insurance is mandatory in Germany and must be proven, for example, when applying for a visa, when signing an employment contract or for the issuance of a residence permit. Insurance from abroad is only accepted in a few exceptional cases; very often, only insurance policies with German insurance companies are recognized. In Germany both private and state health insurance is available.
Whether you are eligible for private or state insurance usually depends on whether you are employed in Germany or self-funded in some other way (e.g. through a scholarship, funding from your home university, your own funds).
Detailed information on health insurance in Berlin can be found here.
Information for employees (with employment contract)
As an employee of the IPU Berlin, you will be compulsorily insured through a state health insurance provider. You can decide for yourself in which one you would like to be insured. You can find out about state health insurance providers on your own and choose one.
This is how you become a member of a statutory health insurance company:
1. Choose a health insurance provider. The largest providers are Techniker Krankenkasse (TK), AOK, DAK, Barmer GEK, BKK. State health insurance providers offer a basic range of services, but differ in some additional services, for example, in the coverage of special treatments such as health courses or homeopathic therapy.
2. Apply for membership at the health insurance company of your choice. This is usually possible online on the company's website. Indicate in the application that you will be employed at the IPU Berlin.
3. Give your documents to the human resources department of IPU Berlin. You will usually receive a confirmation and your social security number shortly after you submit your application for membership. You should submit both to the human resources department as soon as possible, as this information is needed for your salary payment. After they have received your documents, the employer (IPU Berlin) will make payments directly to your health insurance fund.
4. For doctor's visits you now only need your health insurance card, which you will receive from your health insurance company. Some health insurance companies require you to fill out a form for this health insurance card and send a passport photo. Check with your health insurance company if you have not received a health insurance card after several weeks. When you go to the doctor, you must present this card.
Exemption from obligatory state health insurance
As an employee, you are not compulsorily insured in the statutory health insurance if you have a gross income of more than €66,600 (2023). In this case, you can also take out insurance with a private health insurance company.
Information for visiting researchers (without employment contract)
For researchers who are not employed in Germany and were not previously covered by state health insurance in Europe, the only option is often to take out insurance with a private health insurance company. There are a large number of insurance plans, and their costs and benefits can vary significantly. Keep in mind that very low rates often do not give inadequate coverage. In order for your health insurance to be recognized (for example, when applying for a residence permit) it must offer comparable protection to state health insurance in Germany. It must cover all costs for medical treatment in case of acute illness and accidents in Germany, must not exclude any benefits, such as childbirth, and must not be limited to a maximum amount. Therefore, always check carefully which benefits are covered by the respective health insurance. We have compiled a list of offers below, most of which are specifically tailored to international visiting scholars.
Please note:
Options for private travel health insurance at a glance
Travel health insurance
Please pay attention to the following points:
Substitutive private health insurance
There are several providers of substitutive private health insurance that qualify as legally sufficient, but few are adapted to the specific needs of visiting researchers.
An overview can be found at EURAXESS Germany.
From the Berlin airport BER you can take the train (IC, RE, RB or FEX) to Ostkreuz station. Here you change to the regional train, the S-Bahn (S3, S5 or S7) to Bellevue station. From there it is a 10-minute walk along the river Spree to the IPU.
From Berlin Central Train Station, take the S-Bahn (S3, S5, S7 or S9) and get off at the next stop, Bellevue. Then it is about a 10-minute walk to the IPU.
Within 14 days of moving into an apartment, you must register (Anmeldung) at one of Berlin's 40 administrative offices for citizens (Bürgeramt). You can make an appointment online or by phone (115 Bürgertelefon). Appointments are usually hard to get and often already booked for a month in advance. For this reason, we recommend you begin your sesarch for appointments at least one month prior to your arrival. Registration at the Bürgeramt is free of charge.
*** If you cannot manage on your own, the International Office will be happy to help you make an appointment.
The following documents are necessary for your registration:
You can find all necessary forms for download on this page.
You will receive a confirmation of registration. Please keep it safe, because you will need it to apply for your residence permit or to open a bank account, among other things.
The visa only entitles you to enter and stay in Germany for a short period of time. For stays exceeding 90 days, you need a residence permit. Exceptions apply to nationals of EU/EEA countries: they do not need a residence permit, but simply to register their residence at the Bürgeramt in Berlin.
Residence permit for the purpose of research (§18d AufenthG)
A residence permit according to § 18d AufenthG is used for employment in science and research.
It can be granted to scientists who have (will have) an employment contract at the IPU Berlin or for whom an effective hosting agreement for the implementation of a research project has been formed with a recognized research institution.
You can find further information on how to apply for a residence permit for the purpose of research here.
In the following cases, you CANNOT apply for a residence permit:
Persons who entered Germany with a Schengen visa (C visa) cannot apply for a residence permit. They must leave after 90 days and can only apply for a national visa for entry in their home country (usually after a waiting period).
Nationals who can enter Germany without a visa must leave after 90 days and cannot apply for a residence permit. An overview of the visa requirement or exemption can be found here.
If you plan to stay in Germany for a longer period of time, receive a regular salary or scholarship and pay rent, you might need a German bank account.
You can open an account at any bank if you are staying in Germany for longer than six months. The individual banks have different conditions for this. To open an account, you usually need:
Some banks may additionally require proof of a residence permit from the Foreigners' Registration Office.
Banks near the IPU Berlin:
Another option is to open an account at an online bank. For this, you usually don't need the registration certificate. Here are three options that we recommend:
The tax identification number is issued to every person living in Germany. It is used by the German tax office to identify employed residents. At the beginning of new employment, you must provide your tax ID so that your employer can calculate your wage tax. You will usually receive your tax ID number after you have registered at one of Berlin's citizens' offices. If you do not receive it, you can also apply for it online. To do so, go to the following link, then click on "Private individuals" and then "Tax identification number". Under "How to get my IdNo" you can order a new tax identification number. The tax identification number will then be sent to you by mail.
In Germany, there is a mandatory monthly levy to finance the public broadcasters. These funds are used to finance 22 television stations, 67 radio stations and a large number of online platforms with a total of more than 25,000 permanent employees. A monthly fee of €18.36 is charged per residential unit, regardless of the number of residents. People with disabilities and recipients of social benefits can apply for a reduction or exemption. Further information can be found here.
The city of Berlin offers many opportunities to participate in events, experience culture, do sports, and more! Here, we will provide information about things that will matter during your stay: leisure activities, German courses, events and much more. With a longer stay, there are also always organizational things to take care of.
Learning the local language is an important part of social integration. In many cases, it will be important for international researchers at the IPU to have at least a basic level (B1) of German. If you plan to stay in Germany for a longer time, a high level of German language skills is a necessity (level C1 and higher). There are many possibilities to learn German in Berlin.
Language centers at public universities
The first option is to register for a course at the language center of one of the public universities. German courses (and other foreign language courses) of all levels are offered there at reasonable prices, also for employees of other universities. Please check the following websites for information on course offerings, prices, and registration:
Learning German at the Berlin Volkshochschulen
The Volkshochschule (VHS) is a semi-public educational institution that offers German courses at all levels, in addition to many other courses. The prices of the courses are reasonable and the facilities of the VHS are spread all over Berlin, so you also have the possibility to choose a course near your home. Please check the VHS website here for information about the German courses offered.
Private language schools
There are numerous private language schools spread throughout the city. Find here the websites of the most famous ones:
If you spend your research stay in Berlin as part of an employment agreement with an employment contract and stay longer than half a year, you will generally be taxed in Germany according to your total income and capital earned worldwide. The income tax is deducted directly from your salary and paid directly to the state by the employer, i.e. by the IPU Berlin. The amount of tax depends on income, marital status and tax class. Each registered person is assigned an identification number, which remains valid for life (tax ID). You will usually receive this number by mail one to two weeks after registering at one of Berlin's citizens' offices.
Double taxation agreement
To prevent foreigners from being taxed in Germany and in their home country at the same time, Germany has double taxation agreements with many countries. These determine in which country taxes have to be paid. If you stay in Germany for less than half a year (183 days), if you work for a foreign employer and if the double taxation agreement assigns the right of taxation to the home country in this case, the salary is taxed in the home country. There is an agreement with some countries that university teachers and researchers who come to Germany for a maximum of two years to do research here in a public research institution can pay their taxes in their home country. This can be seen in detail in the regulations on double taxation agreements that exist for EU member states and also some other countries.
Tax return
At the end of a calendar year, you have the option of submitting an application for wage tax equalization to the tax office responsible for your place of residence. With this, you may be able to get a partial refund of the taxes you have paid. You can obtain the documents required for this from the Berlin tax offices or online from the Federal Ministry of Finance. Alternatively, you can also submit your tax return electronically as an ELSTER (Electronic Income Tax Return). If you have already moved to your home country or to another country of residence, you can also submit your wage tax return from there. The deadline for submission of the tax return to the local office varies from year to year.
Once the tax office has processed the tax return, you will receive a tax assessment stating whether and how much tax will be refunded to you. In many cases, it is advisable to seek the assistance of a tax consultant for the preparation of a tax return, for which a fee is charged.
Catalog of forms of the Federal Ministry of Finance
ELSTER - The Electronic Income Tax Return
Church tax
A special feature in Germany is the church tax collected by the state. Under certain circumstances, religious communities have the option of having church taxes collected by the tax office. For the major churches, church tax (approximately 9% of income tax) is collected by the state along with your income tax and automatically deducted from your monthly salary. Therefore, you must declare your religious affiliation when you register at the Citizens' Office. If you belong to the Roman Catholic Church, Lutheran or Reformed Protestant Church, Jewish Community or certain Protestant Free Churches, you must pay church tax in Germany. This is not the case if you belong to the Anglican or Orthodox Church, for example. In cases of doubt, you can seek advice from the Citizens' Registration Office (Bürgeramt) of the City of Berlin.
Tax consultancy offices
In Germany, it is quite common to use the services of a tax consultancy office. Many people have their tax returns prepared by a tax consulting office. Please note that the services of tax consulting offices are subject to a fee.
Liability Insurance
Liability insurance is often considered necessary when staying in Germany for a longer period of time. By taking out this insurance, you are financially protected if, for example, you unintentionally cause an accident and damage someone else's property. Under certain circumstances, a similar insurance policy from your home country may also be valid in Germany. It is advisable to inquire about this before entering Germany.
Household insurance
It is also advisable to have household insurance. This insurance will reimburse a part of the damage, e.g., in case of fire or water damage, theft, etc. in the apartment. In some cases, it may even be mandatory to have household insurance when renting a room or apartment.
Emergency numbers
The two most important emergency numbers in Germany are:
Police: 110
Fire department and emergency rescue: 112
You can call both numbers free of charge from your mobile or landline. Even if your cell phone is blocked, you can still dial these numbers. The staff at the emergency call center usually speak German and English.
Other important help hotlines in Germany:
Medical emergencies
If you have a medical emergency that does not require an ambulance, but you still need urgent medical attention, you can go to the emergency room on your own.
The procedure is usually as follows: You do not have to register, but can simply come to the emergency room without making an appointment. Briefly describe your health problem and give the receptionist your health insurance card. It may take several hours until you see a doctor; be prepared to wait. A doctor will then treat you. You will either be sent home afterwards, or the doctor will decide to admit you for further treatment.
Some of the many hospitals in Berlin:
Psychological emergencies
The Berlin Crisis Service offers fast and professional help in cases of psychosocial crises and acute mental and psychiatric emergencies. Counseling is free of charge and available around the clock, 365 days a year. People in need of help can be assisted in person, by telephone and, in extreme situations, on site at nine Berlin locations without an appointment. Counseling can also be provided anonymously if desired. Further information and contact details for the crisis service can be found here.
General practitioners
If you feel ill, you can make an appointment with your general physician. The general physician is responsible for all non-urgent illnesses and injuries. You can find general physicians in your area by searching the Internet for "Hausarzt in der Nähe". You can either call or book your appointment online. In recent years, online services have become available for booking appointments with all kinds of doctors. Two alternatives are listed below:
Procedure: Find a general practitioner in Berlin (e.g., via online search) and make an appointment by phone or online (you will usually receive an appointment within a short time). Bring your health insurance card to the appointment. You will then be asked to fill out some forms about your health and then be directed to a waiting room. Sometimes the wait can be quite long. When it is your turn, your name will be called and you will be asked to go to the treatment room where you will meet the doctor. If necessary, you will receive a prescription from the doctor. To pick up the medication prescribed for you, please go to a pharmacy and drop off the prescription.
Your general physician can also send you to a specialist who will continue your treatment. If this is the case, you will receive a referral. You will now need to make an appointment with the specialist doctor.
If you feel so ill that you cannot work or attend an examination, ask the doctor to issue a sick note.
Specialized doctors
You can also go directly to a specialized doctor without the aforementioned referral from a general practitioner. There are several specializations, such as urology, gynecology, dentistry, dermatology, etc.
To make an appointment, search for a specialist online and either call or book the appointment online. The general procedure at the specialists' offices is the same as at the general practitioners' offices.
Child benefits
Under certain conditions, you can receive financial support in the form of benefits for children living with you in Germany. German and European citizens who are residents in Germany are entitled to receive child benefits. For other foreigners, it depends on whether they live and work permanently in Germany. Parents can receive child benefits for biological and adopted children, foster children and step-children. Child benefits are paid by the Federal Employment Agency upon written application to the Family Benefits Office (Familienkasse). Parents receive 250 euro per child, regardless of whether it is the first, second, third, or fourth born to the family. The duration of payment depends on the age or educational status of the children. Without limitation, child benefits are paid until the child reaches the age of 18, after which it may be continued under certain conditions.
You can find all the necessary forms to apply for child benefits here.
Childcare and daycare centers (Kitas)
Berlin has a wide range of childcare facilities that are free of charge for families. There are international and multilingual Kitas, facilities with a special educational focus and alternative educational concepts. Parents can decide for themselves what is most suitable for them; however, there are many children born in Berlin. Childcare places are therefore very popular and often in high demand. The family portal provides information on how to apply for a childcare voucher. You can find a daycare place and what other childcare options are available for you and your children on the Kita Navigator. Here you will find all the necessary information and downloads.
You can find all the important information about registering for daycare in this brochure.
School
You can use the School Guide to find information regarding schools in Berlin, educational pathways, and more.
There is plenty to see and do in Berlin. With so many options, you definitely won't be bored! Berlin's official website offers sightseeing recommendations, hidden spots, neighborhood guides, walking tours and more.
In the event of moving you have to proceed in the same way as in the case of registration. You are obliged to declare the change of residence within 14 days at the Bürgeramt.
In Berlin there are numerous companies that can help you with moving homes. Here is a list of the most popular ones.