Preparation
Before the EP arrives there are quite a few things to do:
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Reception Booklet
Flatsearch
The best choice when it comes to finding a flat for an intern is WG Gesucht. Just send the contacts a standard mail
telling them you are part of a student organization and looking for a flat for an intern etc.
Optional (only if you had no success at all with WG Gesucht, because it is way more efficient!)
Another alternative for finding flats and rooms is the internet platform nestpick. You can even get a 10% discount with the following coupon code: NP-AIESEC-DE.
Ever since February 2018, nestpick has provided flats for a specific time frame. It operates in the following cities: Hamburg, Berlin, Köln, Frankfurt and Munich. However, this young company is rapidly expanding and plans to operate in more cities. The target group are international students looking for a place to stay. One benefit of this platform is, that they act as both an agent and an inspector (when it comes to security). For example, the lodger sends his/her deposit to nestpick, who will send it to the landlord when he/she moved in and is satisfied. In addition to that, landlords do have the option to rate their lodgers.
Buddy
For every intern you should appoint a Buddy, who is responsible for him/her. This doesn't necessarly need to be an iGIP / Reception Team Member. Every member in the LC should be able to work as a Buddy. A Buddy supports the intern during the visits at the authorities, takes him to LCM´s, events, parties and is his/her contact for every question & situation.
This file contains different buddy booklets: Here (Take note: these are only examples, you will have to adjust it to your LC and reality. Don't just send it to you Buddies.)
Reception Booklets
We recommend you to have a Reception Booklet for your EP in order to help them with their preparation for their stay and with their first days in your city. Here you can find some examples for Reception Booklets (Take note: these are only examples, you will have to adjust it to your LC and reality. Don't just send it to you EPs.)
PB-Bogen
In order to qualifiy for Financial Support during the EPs stay you need to apply for the P-Bogen (Praktikantenbogen) on finance.aiesec.de.
Step 1:
Log in with this Account
Login Name : AIESEC
Password: Gen1516
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Step 2:
Fill in all required fields, set the status on "Send to MC" and click on submit. (Any information needed should be on Hubspot.)
Please note that you can only reimburse interns for expenses within thier time spent in Germany, so the arrival date should be set accordingly.
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Step 3:
After a few days max, the status will be set to "Send to LC" and you can download the PDF from the form you previously filled.
Step 4:
Print the PDF and let the intern sign it.
Step 5:
Upload a scan of the document to Hubspot.
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Repeat for internship extensions!
Intern Insurance
In the following, the difference between the insurance situation for mandatory and voluntary interns will shortly be explained, also with regard to tax matters:
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Voluntary interns always pay social insurance when they work for longer than 2 months. They pay taxes when they earn more than 945 Euros. They will be registered at a health insurance programme BY THE EMPLOYER. You don't have to do anything for him/her concerning health insurance exept for registering him/her at the Einwohnermeldeamt. The employer will pay half of the social insurance, including health insurance for him/her. Voluntary interns need liability insurance (Haftpflicht) though. Please help him/her to get one before arrival. In case the employer cannot ensure the intern, feel free to use any of this insurance programmes - they have to governmental, private insurances do not apply!
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Cosmos (https://www.cosmosdirekt.de/)
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Hansemerkur (https://www.hansemerkur.de/versicherungen-fuer-auslaendische-gaeste/young-travel)
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AIESEC Student Insurance http://www.aiesec-student-insurance.com/
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Mandatory interns don't pay social insurance (this means they don't pay for Unfallversicherung, Krankenversicherung, Arbeitslosenversicherung, Pflegeversicherung und Rentenversicherung). They also need liability insurance (Haftpflicht). Mandatory interns don't pay taxes when they earn less than 945 Euros. However, they need a DAAD insurance, which covers health insurance AND liabilty insurance. You have to register the intern with DAAD insurance until he/she arrives but no earlier than 1 month before arrival. The day of insurance start should be the prospective day of arrival. PLEASE TAKE THIS VERY SERIOUSLY, we have had problems in the past with interns that didn't have an insurance, and that can become veeeery expensive! See below how to do it!
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When the intern requires a visa, it is common that the embassy wants to see an insurance from his country for his stay in Germany. Tell the intern that he should get the cheapest insurance possible, for he will be insured at his first day of work in Germany anyway and we don't want him to spend money for those insurance companies of course.
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As soon as the intern is registered in the Anmeldeamt, he/she will be given a social security number and a tax ID. This will be sent via physical mail and can take up to 2 weeks to arrive - make sure the interns name is on the letterbox so they can receive the letter. The intern has to give this number to the company as soon as he/she gets it.
REGISTRATION, TERM OF THE INSURANCE, PROLONGATION, CANCELLATION
The insurance can be applied including arrival and departure only for the period of the internship. For the arrival and departure the insurance can be taken out one month longer than the duration of the internship contract. After registration the insured person receives the documents by e-mail. You can apply up to 1 month before the inters arrival, but we suggest to do it 2 weeks before, when the flight is already booked.
In case of a prolongation the DAAD insurance section is to be informed in written form by e-mail: Versicherungsstelle@daad.de. The DAAD insurance section requires to check:
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the prolongation
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the reason to stay
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the time duration of the prolongation
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the valid address
After that the DAAD insurance section provides information concerning the conditions of extension.
The insurance is only provided for the time period for which the premium is timely paid on a monthly basis and in advance. Please note that you are responsible for the timely payment. The insurance premium cannot be paid by direct debit. The insurance premium must be received on the accout of the DAAD insurance office not later than the last day of the calendar month for the next month of insurance.
Any amendment, cancellation or termination of the insurance contract has to be indicated by e-mail to the DAAD insurance office: Versicherungsstelle@daad.de .
The DAAD Group Insurance will be granted 2-3 working days after application (under the condition all information are correct). If possible pay the first monthly fee immediately. Also you can pay the fee after you have opened a German bank account in Germany.
The insurance is only provided for the time period for which the premium is timely paid on a monthly basis and in advance. Please note that you are responsible for the timely payment. The insurance premium cannot be paid by direct debit. The insurance premium must be received on the accout of the DAAD insurance office not later than the last day of the calendar month for the next month of insurance
Furthermore graduates can also be insured by the DAAD, if they…
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are funded or supported by a partner organization of the DAAD (like AIESEC)
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are from the European Union and supported/sponsored by DAAD Programmes
are from the European Union and supported/sponsored by European Union Programmes (DAAD universities list)
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You can find more information in the DAAD Graduate Merkblatt and in the DAAD European Union Merkblatt.
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