Formalities from A-Z

Accommodation

Housing in Germany is either let unfurnished, partly furnished, or fully furnished. Unfurnished accommodation is the most common, and it really is „unfurnished”, so it comes without lamps or kitchen appliances. An available built-in kitchen will usually be mentioned separately in the advertisements.

Looking for an Apartment
Looking for an affordable apartment in Potsdam and Berlin can be quite time-consuming. On arrival in Germany, you may find it necessary to stay in temporary accommodation for a few weeks or months until you can move into your own apartment. Please arrange your temporary accommodation at least 2-3 months before arrival.

Shared apartments: For those who are coming to Germany alone, „WGs” or „Wohngemeinschaften” (shared living arrangements) are often a good option as you can live at lower costs and meet new people. You will note that most WG rooms are not furnished. You can find them on websites like wg-gesucht.de.
Temporary accommodation: If you intend to stay in Germany for a limited time, you might consider subletting a flat. This means that you will sign a contract with the tenant, rather than the landlord. Sublets can generally be found under the terms „Untermiete” or „Zwischenmiete”.

… in newspaper	Please contact the department secretaries for details
… in the FHI Guest House	Advertisements for all kinds of accommodation can be found in various local newspapers on Saturdays. You can also place an advertisement in the newspaper yourself.
… on the internet	studierendenwerk-berlin zweitehand kleinanzeigen.ebay studentenwerk-potsdam.de/wohnen housinganywhere immobilien.de immobilienscout24.de coming-home immonet berlin.homecompany.de (+ commission)

Alternative Options
Shared apartments: For those who are coming to Germany alone, „WGs” or „Wohngemeinschaften” (shared living arrangements) are often a good option as you can live at lower costs and meet new people. You will note that most WG rooms are not furnished. You can find them on websites like wg-gesucht.de.
Temporary accommodation: If you intend to stay in Germany for a limited time, you might consider subletting a flat. This means that you will sign a contract with the tenant, rather than the landlord. Sublets can generally be found under the terms „Untermiete” or „Zwischenmiete”.

Terminology

3 Zi. – Whg.	Three room apartment
3 ZKDB	Three rooms plus kitchen, hallway, bath
AB	Old building (before 1949)
Abstand	You are required to buy fixtures or furnishings
App	Apartment
BJ	Year of construction
CT	Brokerage fee
DG (Dachgeschoss)	Loft apartment
EB (Erstbezug)	First time occupancy
EBK (Einbauküche)	Built-in kitchen
EG (Erdgeschoss)	Ground floor
HH (Hinterhaus)	Rear building
K (Kaution)	Deposit
Kalt	Heating is billed additionally
KM (Kaltmiete)	Rent bill without heating
KN	Kitchenette
MVZ (Monatliche Vorauszahlung)	Rent in advance
Nachmieter	Tenant, who takes over an old lease
NK	Additional costs (waste, cleaning of staircase etc.)
NMM (Nettomonatsmiete)	Net monthly rent (plus costs for heating, electricity, gas, water, waste disposal)
NR (Nichtraucher)	Non-smokers
Prov. (Provision)	Commission
Qm (Quadratmeter)	Square meter (Size of flat)
TG (Tiefgarage)	Underground garage
VH (Vorderhaus)	House facing the street
WBS erford.	„Wohn-Berechtigungsschein” required, i.e. subsidized housing only rented to holders of a special permit (WBS)
WG (Wohngemeinschaft)	Shared flat
Wfl (Wohnfläche)	Living space
WM (Warmmiete)	Warm rent (rent including heating)
ZBB	Room/Bath/Balcony
ZH (Zentralheizung)	Central heating
Zi. (Zimmer)	Room(s)
ZKB	Room/Kitchen/Bath
Zzgl. NK	Plus extra charges (heating, electricity etc.)

An even more comprehensive list of common abbreviations on accommodation is published by the Uni Potsdam, another searchable list on a private homepage is available here.
Rent is generally given in terms of basic rent („Kaltmiete“) which means that you will have to pay additionally for water, heating and waste disposal („Nebenkosten“) and electricity. In contrast these subsidiary charges are often included in the rent for furnished flats („Pauschalmiete“). When you are looking for a flat, note that „Warmmiete“ includes all costs, whereas „Kaltmiete“ does not.

Lease and Deposit
Before signing the lease, read the document very carefully, including the small print. If you are interested in an apartment, be sure to ask the landlord for a draft of the lease! The lease will usually be in German, so ask a German-speaking colleague to have a look at it.
To rent the flat you will be required to pay an immediate deposit of up to 3 months’ rent. This will be refunded to you in full when you move out as long as you leave the apartment without causing damages.
Normally, the lease includes the rent amount and additional costs, the payment for any necessary repairs up to about 80 EUR, responsibility for renovation costs when moving out, length of lease and terms of rent increase. Furthermore the lease may contain additional arrangements (use of garden, parking lots etc). To keep a pet, you will need the landlord’s permission. The lease also includes general house rules like cleaning the hallway, staircase, entrance area or the basement.
Before moving into your new home, you should make an appointment with your landlord to inspect the apartment for any damage (scratches, stains, wear and tear). Any details should be documented, even if the damage appears very slight. Otherwise you may be charged for repairs or your deposit will not be refunded when you move out, because it is assumed that the respective damage has been caused by you. The list of defects and damages has to be signed by the landlord. You are required to keep this list until you move out.

You are required to have health insurance for the duration of your stay in Germany. In general you will need either statutory or private insurance, depending on your work contract with the FHI. Please consult the website of our Welcome Office or www.euraxess.de for more information.
If you have further questions, please contact our by email or phone personal department +49 30 84133120 or +49 30 84133126.

The webpage aerzte-berlin.de offers you a list of physicians in Berlin. You can also specify your search according to the doctor’s language competencies.
You can get prescription and non-prescription drugs at the pharmacy. In case of an emergency, there is at least one pharmacy open in your area around the clock. The pharmacy at the Berlin Main Station („Hauptbahnhof“) is open 24/7. You will find the „Notdienst” pharmacies online at www.akberlin.de/notdienst.html.
For Potsdam, please visit info-potsdam.de/notdienst.

Money

Opening a Bank Account
To open an account you will need your passport and registration certificate (Anmeldebestätigung).
The most common form of an account in Germany is a „Girokonto“ (checking or current account). Most financial transactions are completed using this type of account. In general, a current account allows you to withdraw money from your bank using a Girocard. This is normally free of charge at your own bank's ATMs, but a fee of a few EUR may be charged for withdrawing money from other banks' ATMs. You can also transfer money to pay bills using transfer forms, set up regular fixed amount payments (e.g. your rent) paid by standing order („Dauerauftrag“) and set up regular payments (even of variable amounts, e.g. telephone bills and health insurance contributions) to be paid by direct debit.
At many banks you can choose between several current accounts with various facilities (e.g. online banking, interest, a credit card at no charge, etc.) but the fees differ. As a student you can apply for exemption from the usual account charges („Kontoführungsgebühren“).
You should always take your studentcard with you.

Electronic Cash
When you have opened a current account, you can order a „Girocard“ from your bank. This debit card works like a credit card with the same advantages and risks. If you lose your card, contact your bank as soon as possible. You can also report your loss to the emergency service (116 116 within Germany; otherwise/international +49 116 116); please have your bank account number and bank code at hand.
If you have frequent payments from or to your bank account in your home country, ask your home bank whether it cooperates with a bank in Germany. This could shorten and cheapen the transfer of money between banks.
For example, the Postbank offers bank accounts without any charges as long as more than 1.000 € per month are paid to the account. You can also check the DKB (account without charges, worldwide free money withdrawal with your credit card), the N26 or any other bank that suits your needs.
Online comparison portals like FMH (in German only) will help you finding the best banking partner.

Registration in Germany

Residence Registration
As soon as you find a place to stay in Berlin or Potsdam (even in our guest house), you are required to register your address within two weeks at the local Residence Registration Office („Einwohnermeldeamt/Bürgeramt“), usually located in the town hall.

Each subsequent change of address also has to be registered with the relevant local authority.

Please ask at your secretariat for assistance with the forms („Anmeldung“ and „Wohnungsgeberbescheinigung“).

Registration Offices in Berlin	you will find a „Meldebehörde“ for each borough to register your address. Please go to Bürgeramt where you will find all boroughs. Click on yours to find the address and phone number of your registration office.
Registration Offices in Potsdam	If you live in Potsdam, you have to register at the Stadtverwaltung Potsdam, Bereich Bürgerservice, Friedrich-Ebert-Straße 79/81, 14469 Potsdam, Phone +49 331 / 2891111 vv.potsdam.de (in German only)

Residence Permit

To apply for a residence permit („Aufenthaltsgenehmigung“), first get your registration certificate („Anmeldebestätigung“, see above). Then take that to your Berlin or Potsdam foreigners’ registration office („Ausländerbehörde“) to get your residence permit. You will be required to present the registration certificate and to fill in additional forms. These can usually be found at the information booths or in the waiting areas. The Berlin foreigners’ registration office provides the form in various languages online at www.berlin.de. In Berlin you can book an appointment online in advance.

Citizens of the EU, EEA, and Switzerland	are granted unlimited residence and working permit by default
Citizens of the UK	should check both British and German Government information on the internet please. Regulations may change during the transition period and after the withdrawal.
Citizens of the United States of America, Australia, Canada, Israel, Japan, New Zealand, and the Rep. of Korea	may apply for a residence permit after entering Germany without a visa
Citizens of other countries	are required to apply and obtain a visa prior to entry (an option also open to US citizens) at a German embassy or consulate in their country of residence

When applying for a residence permit, you usually have to present the following documents:

application form (two completed)
lease agreement for accommodation
confirmation from your landlord
valid passport
2 passport photographs (biometric)
proof of valid health insurance (Germany)
contract of employment/grant/fellowship
proof of residence/address in Germany / copy of residency registration
certificate of academic degree for BlueCard applications (only for TVÖD employments, not stipends)
research agreement („Forschervereinbarung nach § 20 Aufenthaltsgesetz“) - if applicable
marriage certificate - if applicable
birth certificate – if applicable
documents mentioned above for every accompanying person
fee of 60 € - 110 € per person

Scholarship/fellowship holders have to prove their fellowship with a document from the Max Planck Institute.

After your arrival in Germany and the start of your work at FHI, please contact our Welcome Office by email and enclose your passport and your current visa.
The Welcome Office will contact you regarding the application for your following residence and work permit.

Health Insurance and Services

Social Security Plans

As soon as you have a permanent employment contract in Germany you are subject to social security. If you are required to contribute to the German pension plan, you can apply for refunds but only after 24 months after your contract has ended and only if you were not compulsorily insured in Germany within this time.

Tax Number

Every employee in Germany is required to have a tax number („Steuernummer“). Once you are employed and registered at the „Bürgeramt”, you will receive this number via mail soon thereafter. Please make sure that you receive this tax number and forward it to the personnel department immediately. More information, e.g. about where your tax office („Finanzamt“) is located, can be found at EURAXESS.
Scholarship/Fellowship holders do not need a tax number, as they do not pay taxes.

Work Permit Application

In general, foreigners from non-EU countries, countries not affiliated with the European Economic Area or persons who are not married to a citizen of the EU or the European Economic Area require a work permit to work in Germany.

However, there are some exceptions. Scientific employees of research institutions who are financed mostly or solely by public funds do not need a work permit, provided that their skills and abilities are of public interest to Germany. Because of this, most Max Planck scientists do not require a work permit. Nevertheless, you are required to submit a copy of your contract, job description, academic transcript and university degree to be exempt from applying for a work permit. Sometimes it is difficult to convince the officials of this fact, but things usually work out. Before you go to the registration office, call them to check out the latest details. Requirements can change, so try to get as much information as possible to avoid multiple visits (e.g. because of a missing document). Also check opening times before you go there.

Foreign fellowship holders do not require a work permit because they are no employees. The same applies for students working fewer than 90 days or 3 months per year.

All other foreigners, including the scientists´ spouses, require a work permit for Germany. This can be obtained at the employment office for foreigners („Arbeitsamt für Ausländer“).
The form required there must be filled in by yourself and by your potential employer. According to German law, you are required to wait 4 weeks before receiving a work permit and you are not allowed to work while your application is being processed. During this time officials assure that no other German or EU jobseeker is equally or more qualified for your position. You have to renew your work permit every year. In order to receive a residence permit, you must take your work permit to the foreign registration office along with your residents’ registration, documentation of health insurance, a valid passport and a passport photo.
After your arrival and the registration at the local Residence Registration Office you have the possibility to contact our International Office by Email international-office@fhi.mpg.de. They will help you to collect all necessary documents for your application of your residence and work permit and will get in contact with the Foreigner’s Registration Office.