Provisioning External Persons

Applications possible via the TU Portal

Staff and students at TU Berlin have access to a wide range of IT applications and services, including a personalized email address, access to the Eduroam WiFi network, and registering on the University's electronic learning platform ISIS. Using these applications and services requires a TU Berlin user account, or TU account for short.

The process of registering for an account is known as provisioning at TU Berlin. Beginning 5 May 2022, this option has been made available again for external persons, in other words people who are not employed at TU Berlin but whose work requires them to use the University's resources. This includes contract teachers, visiting scholars, or persons providing IT services.

TU Berlin has set up a new procedure for provisioning external persons in SAP. Applications and approvals are via the TU Portal.

Below you will find FAQs as well as fact sheets with everything you need to know about the external account files application.

 

Q&As

How do I apply for/approve provisioning for external persons?

If you wish to submit an application and are authorized to do so, please log on to the TU Portal. You can find the tile "Externe Konten-Akten" by clicking on the tile "Administration & Faculties." Select the command "Akte erstellen" (create file) and complete the form.

If you are authorized to approve applications, please also log on to the TU Portal where you will find submitted applications under "Administration & Faculties" ➡️ "Externe Konten-Akten."

Further information can be found in the fact sheet for applying and the fact sheet for approving applications. Please also refer to the Guidelines for external accounts.

How does provisioning for external persons work?

Once an application has been submitted and approved by the responsible person within the relevant unit, external persons wishing to provision will receive an email explaining how to set up a new TU account.

Who is eligible to apply?

For the faculties, the heads of the academic chairs and research groups as well as administrative coordinators are eligible to apply. For the central administration, the heads of departments and teams as well as administrative coordinators are eligible to apply.

In other words:

  • Anybody employed as an administrative coordinator within an organizational unit at TU Berlin, including the academic chairs and research groups, administration, etc.
  • Anybody employed as a professor at TU Berlin, including visiting professors, junior professors, and endowed professors

Eligibility is automatically granted on the basis of certain job titles. 

Further information is available in the fact sheet for applying. Please also refer to the Guidelines for external accounts.

Who is entitled to approve applications?

Approval is granted by the head of the unit or the person designated by them for this purpose.

In other words:

  • Heads of departments and the persons they nominate to deputize for them
  • Heads of the faculty service centers and the persons they nominate to deputize for them
  • Heads of the central institutes and the persons they nominate to deputize for them

Further information is available in the facts sheet for approving applications. Please also refer to the Guidelines for external accounts.

What requires approval?

Certain types of work, such as conducted by contract teachers, require approval. Approval is also required for anyone receiving payment from TU Berlin and who consequently has to be set up as a "creditor." Please note: Bank details (IBAN) and a tax ID are required when creating a creditor to enable Financial Accounting to make payments.

Is it necessary to set up new accounts for all "external" accounts which existed prior to the attack on TU Berlin's IT systems?

Externally provisioned persons who already had a TU account prior to the attack on our IT systems are required to register again in the system. When re-registering, you have the option to transfer the old account and keep the same account name, password, aliases, roles and authorizations. Please do not create a completely new account, as this will result in you losing access to your old data.

How can I set up a deputy?

It is currently not possible to set up deputies.

How can I amend personal details for external persons?

Please send any changes regarding a person's name, address, or bank account by email to: exakt(at)tu-berlin.de:

  • Please enter "Änderung Externe" in the subject line
  • Please also include their staff number
  • Please enter the date from which the changes apply

What's next?

Additional requirements for the new "Externe Kontenakte" app will be collated by May/ June 2022 and then evaluated. We will then introduce additional elements and make necessary changes. Beginning September 2022, it will be possible to extend accounts/persons as required.