Erlangen Benefits Center

List of Contacts

We recommend submitting grant applications through the app.

Requirements for First-Time Use

A paper application (initial application) is required before you can use the app for the first time. Once it is received:

• you will receive your subsidy payment and
• a personal authentication code (beginning with “A”) on your bank statement.

You can use this code to register in the subsidy app.

Download the app

You can find the Allowance Service App

• via the links in the section
  • App for Android users
  • App for Apple users
• or directly in the respective app store by searching for “Beihilfe Service.”

The app has a green icon, making it easy to distinguish from other Beihilfe apps.

Multiple User Accounts

• It is possible to register multiple users (with different email addresses).
• There is no link or synchronization between different accounts.
• Applications are only visible in the account through which they were submitted.

A comprehensive customer portal is not currently available. Applications can only be submitted

• digitally via the app or
• via paper application (mail)

.

Cases Requiring a Paper Application

A paper application is mandatory:

• for the initial application
  • Please fill out the application in full, sign it, and include a copy of your insurance certificate.
• in the event of changes in personal circumstances, e.g.,
  • change of address
  • Change in bank account information
  • Birth
  • Marriage
  • Retirement
• In the event of an accident ( see “Submitting a Paper Form”)

In these cases, please contact your assigned case manager (contact information under “Contact Persons / Contact”). In exceptional cases, changes may also be reported via email upon prior agreement.

Important Information on Using the App

Please note:

• Uploada maximum of 15 documents per application.
• Do not upload store receipts, other receipts, or payment reminders.
  • For medications, the filled prescription is the authoritative document; separate invoices or receipts are not accepted.
• Use a separate page for each document.
  • For example, do not place two prescriptions on a single page. Otherwise, they cannot be processed automatically and will have to be rejected and resubmitted.
• For fast processing, submit simple documents (e.g., prescriptions for medications, simple medical bills) separately from other documents.

These documents can be processed largely automatically within 48–72 hours without the need for a claims processor to intervene (electronic claims processing).

Process after uploading to the app

1. You upload your application in the app.
2. You will immediately receive a confirmation of receipt.
3. As soon as a claims processor can access the claim, the status changes to “in progress.”
4. You’ll receive an email as soon as your application has been processed.
5. You can view and download the decision via the app.

Note for Huawei devices

The app is currently not available on Huawei devices because important Google services are missing (e.g., for downloading or printing the decision).
In this case, please submit your application on paper.

The initial application must be submitted in paper form. The app can only be used starting with the second application.

Long-Form Application (Initial Application and Amendments)

Please:

1. Use the long application form (see “Downloads / Forms”).
2. Fill it out completely and sign it.
3. Enclose a copy of your insurance certificate and the relevant supporting documents (copies only!).
4. Send everything to the address printed on the application:

BeihilfeCenter
City of Erlangen
81534 Munich

You should also use the long-form application when there are changes to your personal information, such as:

• Marital status
• Retirement
• Account change
• etc.

If nothing has changed since you last submitted an application, you can use the short application form.

Accidents

When submitting documentation related to accidents, paper applications are always required.

• Please include a brief description of the accident with your claim (feel free to use a separate sheet of paper).

Important Notes on Paper Claims

• No more than 15 documents per claim
• No store receipts, invoices, or payment reminders
• Do not staple or clip receipts
• Copies only, no originals
• Do not send by certified mail (this is a P.O. box address)
• Submissions via email or fax are not accepted

• Claims for subsidies must be submitted within three years.
• The deadline begins on the invoice date of the expenses.
• Compliance with the deadline is determined by the date the application is received by the responsible scanning office in Munich.

Please note:

• Claims can only be submitted via the app or on paper.
• It is not possible to submit receipts or applications via email, fax, or a customer portal.
• Submit applications as soon as possible with all necessary receipts and attachments.
• Please note the limit of 15 supporting documents per application.

Download link:

https://play.google.com/store/apps/details?id=com.globalside.bsg.mobile&gl=DE

To register, you will need:

• Cell phone number
• Email address
• Benefit number (found on your most recent benefit notice)
• Authentication code (found in the “Purpose” field of your allowance payment on your bank statement; begins with “A”)

Instructions for the Android Benefits App

Download link:

https://apps.apple.com/de/app/beihilfe-service/id1494306322

To register, you will need:

• Cell phone number
• Email address
• Benefit number (found on your most recent benefit notice)
• Authentication code (found in the “Purpose” field of your allowance payment on your bank statement; it begins with “A”)

Instructions for the Apple Subsidy App

Expenses for medications, bandages, and medical devices prescribed in writing are generally eligible for reimbursement if:

• the medication is available only at a pharmacy and
• the prescription is issued to treat an illness (not for preventive purposes, e.g., motion sickness).

Exceptions are listed in § 18 BayBhV:

• https://www.gesetze-bayern.de/Content/Document/BayBhV-18

Please also refer to the sections “Copayment” and “Maximum Out-of-Pocket Limit.”

• Expenses incurred in other European countries are generally eligible for reimbursement.
• For European countries that are not members of the EU, reimbursement is granted only on the basis of a cost comparison.
  • The benchmark is the cost that would have been incurred and been eligible for reimbursement for a corresponding treatment at the place of residence within Germany.
• Expenses incurred outside Europe during a temporary private stay (e.g., vacation) are not eligible for reimbursement.
• Repatriation is not eligible for reimbursement under any circumstances.

We strongly recommend that you purchase international health insurance.

Information on:

• Eligible Expenses
• Maximum rates (e.g., medical treatments, alternative practitioners)
• Hospital, travel expenses, etc.

can be found at: https://www.gesetze-bayern.de/Content/Document/BayBhV

The following are eligible for assistance in particular:

• Judges
• Newly appointed civil servants
• Retired civil servants
• Retired judges
• Widows and widowers
• Orphans
• Employees who were employed prior to January 1, 2001,

provided that benefits are being paid or are not being paid solely due to suspension or crediting provisions.

Special Provisions:

• During parental leave, civil servants are entitled to a subsidy even if no salary is paid.

• During family-related leave, an employee may, under certain conditions, have an independent entitlement to health care benefits (see Art. 89 BayBG).

The law sets a maximum limit on out-of-pocket expenses for prescription drugs and medical supplies.

If the eligible out-of-pocket expenses for a calendar year reach this limit,

• upon request, they will no longer be deducted for the remainder of the calendar year, or
• any excess copayments will be refunded.

The deduction limit is:

• 2% of annual salary or pension benefits (excluding child-related portions of the local and family allowances) as well as pensions from the statutory pension insurance and supplementary old-age and survivors’ benefits,
• 1% for those with chronic illnesses.

The Allowance Office determines your individual deduction limit based on your earnings and, if applicable, pensions that are applicable in January of the respective calendar year.

The annual income is

• reduced by 15% for married beneficiaries and
• for each eligible child by the amount specified in § 32(6), sentences 1 and 2, of the Income Tax Act (EStG)

.

The subsidy is a percentage (subsidy rate) of the eligible expenses.

The assessment rate is generally:

• 50% for active civil servants
• 70% for active civil servants with at least two eligible children.
  Please note: If both parents are employed in the public sector and are eligible for the allowance, only one person receives the increased assessment rate of 70%.
• 70% for retired civil servants
• 70% for civil servants on parental leave, regardless of the number of children
• 70% for eligible spouses and domestic partners,
  • provided their income in the second-to-last calendar year prior to the application did not exceed €22,648 (as of 2026)
• 70% for recipients of widow’s or widower’s benefits
• 80% for children eligible for the family allowance
• 80% for orphans eligible for assistance

Spouses and registered domestic partners are eligible for consideration if

• the total amount of their income (Section 2(3) of the Income Tax Act) in the second calendar year prior to the filing of the application
  • did not exceed22,648 € (as of 2026) or
• is expected to be below that amount in the current calendar year.

Please submit the corresponding income tax assessment upon request.

Children are eligible for consideration if

• they are eligible for a local and family allowance and
• they do not have their own entitlement to a subsidy or medical care.

As a general rule:

• Eligibility extends until the child reaches the age of 18
• Extension up to age 25 at the latest if the child is enrolled in school, vocational training, or college.

If both parents are employed in the public sector and are eligible for the allowance:

• the allowance is generally paid to the person who receives the child-related portion of the local and family allowance.
• A different arrangement may be made, provided that other allowance regulations (federal or state) do not prescribe a fixed allocation.

In such cases, please contact your assigned case worker (see “Contact Persons / Contact”).

The following forms are available:

• Long Application
• Short Application
• Accident Report
• Power of Attorney
• Contact Lenses

Please always submit your initial application on paper (see “Paper Application Form”). Fill it out completely and include your insurance certificate.

You will not be able to use the app until you

• have received a subsidy number and
• an authentication code.

Both are generated automatically when you submit your first application and cannot be sent separately.

For certain eligible expenses, co-payments under Article 96 of the Bavarian Budget Act (BayBG) must be taken into account.
Co-payments apply in particular to:

• Medicines and medical supplies
• Medical devices
• Optional services in hospitals (e.g., treatment by the chief physician, two-bed room)

The determined subsidy is reduced by €3 for each prescribed:

• medication
• Medical supplies
• Medical device

—but never by more than the actual subsidy granted.

The copayment for medications, bandages, and medical devices is waived

• for expenses related to
  • orphans
  • civil servants on probation
  • eligible children
• for those eligible for a health allowance and eligible dependents who are members of a statutory health insurance plan
• for expenses incurred by pregnant women in connection with pregnancy-related complications or childbirth
• for expenses incurred by donors pursuant to Art. 96, para. 2, sentence 8 of the Bavarian Civil Service Act (BayBG)
• to the extent that the out-of-pocket costs for those eligible for the allowance and their eligible spouses or domestic partners together exceed the financial burden limit (see the section “Financial Burden Limit”).

For optional hospital services, the established allowance is reduced by

• €25 per day for the chief physician’s optional service
• €7.50 per day for the optional service “two-bed room”

Travel expenses are eligible for reimbursement in the following cases:

• Trips related to inpatient hospital treatment
• Emergency ground and air transport
• Patient transport
• Trips to outpatient treatment or surgery, if this prevents an inpatient stay
• Trips for outpatient treatment in exceptional cases, provided they have been approved in advance by the determining authority

As a general rule, travel expenses are reimbursed only up to the amount of the costs incurred when using public transportation or a private vehicle. Higher costs are eligible for reimbursement only if they were unavoidable.
If you have any questions, please contact your designated representative.

Costs for return transportation due to illness during a private trip—particularly abroad—are not eligible for reimbursement.
We recommend taking out international health insurance for this purpose.

Expenses for family and household assistance are eligible for reimbursement up to the amount of the costs covered by statutory health insurance plans if

• the person eligible for assistance or eligible for consideration who would otherwise manage the household
  • is unable to manage the household due to necessary out-of-home care (e.g., hospitalization) or
  • due to death
    and
• at least one person in the household who is eligible for assistance or eligible for consideration remains,
  • who has not yet reached the age of 12 or
  • requires long-term care, and
• no other person in the household is able to continue managing the household—even on an hourly or daily basis.

Expenses for family and household assistance are also eligible for benefits:

• during the first seven days following the end of an out-of-home stay (e.g., in a hospital)
• if, according to a medical certificate, a family and household helper can prevent an otherwise necessary inpatient hospital stay

You can find all the necessary forms in the “Downloads / Forms” section :

For information on follow-up treatment (AHB), see:

https://lff.bayern.de/themen-lebenslagen/bezuege-leistungen/beihilfe/informationen/

Look for the section titled “REHA and KUR.”

You can also find information on inpatient rehabilitation (REHA) and spa treatments at:

https://lff.bayern.de/themen-lebenslagen/bezuege-leistungen/beihilfe/informationen/

in the “REHA and KUR” section .

As a general rule:

• It is generally not required to submit a treatment and cost plan before treatment begins.
• Section 96 of the Bavarian Health Insurance Act (BayBG) and the Bavarian Health Insurance Regulation (BayBhV) do not provide for a general pre-approval procedure, even for extensive dental procedures.

Exception:

• For orthodontic treatments, submission of a treatment and cost plan before treatment begins is required (see the “Orthodontics” section).

The amounts listed in the treatment and cost plan—for both dental fees and material and laboratory costs—are only preliminary. The amounts eligible for reimbursement can only be definitively determined based on the final invoice.

The Reimbursement Center therefore generally limits itself to outlining the general principles of Sections 7 and 8 of the Bavarian Reimbursement Regulations (BayBhV) when providing cost estimates. A binding calculation of the reimbursement is made only after the final invoice has been submitted.

Principles Governing the Eligibility of Dental Services for Reimbursement

Pursuant to Art. 96(2) of the Bavarian Civil Service Act (BayBG) in conjunction with the Bavarian Reimbursement Regulation (BayBhV), the following applies:

• Expenses are eligible for reimbursement if they
  • are medically necessary in substance and
  • are reasonable in amount, and
  • eligibility is not expressly excluded (Section 7(1), first sentence, of the BayBhV).

Dental Implant Services

Expenses for more than two implants per half of the jaw (including existing implants for which subsidies or comparable benefits were provided by public funds) are generally not eligible for reimbursement. (Section 17 BayBhV)

Functional analysis and functional therapy services

Expenses for services listed in Appendix 1, Nos. 8010–8100 of the GOZ are eligible for reimbursement only if at least one of the following indications is present (Section 16 of the BayBhV):

1. Temporomandibular joint and muscle disorders (myoarthropathies, craniomandibular dysfunctions, myofascial pain syndrome)
2. Treatment of gum diseases (periodontal diseases)
3. Extensive dental restorations (at least eight posterior teeth requiring restoration or missing)
4. Extensive orthodontic treatments (including orthodontic-oral surgical procedures)
5. Treatment with bite splints with adjusted surfaces (GOZ Nos. 7010 or 7020)

The corresponding findings must be documented in an appropriate manner, e.g.,

• a justification in the invoice or
• by a completed supplementary form on the Clinical Functional Status (available at: https://www.dgfdt.de/richtlinien_formulare).

Fees and Material/Laboratory Costs

Fees

Under the GOZ, the dental fee is generally eligible for reimbursement up to 1.8 or 2.3 times the standard rate.

Higher multiplier rates (up to 2.5 or 3.5 times) are eligible for reimbursement only if special circumstances existed and the dentist justifies this in the invoice.

Material and Laboratory Costs:

Expenses for materials and laboratory costs pursuant to § 9 GOZ (e.g., precious metals, ceramics) as well as separately billable practice costs (§ 4(3) GOZ) are eligible for reimbursement for services listed in Appendix 1, Section C, Nos. 2150–2320, Section F (prosthodontic services), and Section K (implantology services)

• are 60% eligible for reimbursement.

For information on the maximum eligible amounts for medical treatments (e.g., physical therapy, massages, occupational therapy), see:

Appendix 3 to the BayBhV: https://www.gesetze-bayern.de/Content/Document/BayBhV-ANL_3

You can find the maximum amounts for eligible services provided by alternative practitioners in:

Appendix 1 to the BayBhV: https://www.gesetze-bayern.de/Content/Document/BayBhV-ANL_1

Expenses are eligible for assistance for:

• Purchase or rental
• Repair and replacement
• Operation and maintenance
• Instruction in the use

of assistive devices, provided they are prescribed in writing by a physician.

Details are provided in the Assistive Devices Guidelines in Appendix 4 to the BayBhV:

https://www.gesetze-bayern.de/Content/Document/BayBhV-ANL_4

Expenses for general household items are not eligible for reimbursement, e.g.:

• Allergy-friendly bedding
• Blood pressure monitors

Expenses for hearing aids are eligible for reimbursement if prescribed by a doctor.

The maximum amounts eligible for reimbursement (including incidental costs) are, for individuals aged 10 and older:

• up to €1,500 per ear

This applies to:

• Hearing aids, including ear molds
• Pocket hearing aids
• Hearing glasses
• Sound-conducting devices (e.g., CROS devices)
• Wireless hearing aids

If applicable, expenses for a medically necessary remote control may be added.

Additional costs exceeding the maximum amount are eligible for reimbursement if

• according to a specialist medical opinion (Section 48(7) BayBhV) due to
  • bilateral hearing loss bordering on deafness or
  • comparably serious circumstances
    it would otherwise not be possible to provide adequate care for individuals with severe hearing impairment.

Expenses for preventive vaccinations are generally eligible for reimbursement if

• the vaccination is recommended by the Standing Committee on Vaccination (STIKO) at the Robert Koch Institute.

These include, in particular:

• Routine vaccinations
• Booster shots

Vaccinations required solely for private travel to countries outside the EU are not eligible for reimbursement.

Expenses for orthodontic services are eligible for reimbursement for those entitled to subsidies and eligible dependents under the conditions set forth in § 15 BayBhV:

https://www.gesetze-bayern.de/Content/Document/BayBhV-15

Eligibility for reimbursement depends in particular on the type and severity of the dental or jaw misalignment.

Important: Pleasesubmit the treatment and cost plan to the subsidy officebefore beginning treatment .

Expenses for medically necessary hospital treatment are generally eligible for reimbursement.
This applies to both:

• general hospital services as well as
• optional services (e.g., a two-bed room, treatment by the chief physician).

For treatment at private clinics, please note:

• The costs are not always fully eligible for reimbursement.
• The reimbursement is limited to the costs that would have been incurred for comparable treatment at an approved hospital.

Recommendation:

• Before undergoing planned treatment at a private clinic, check the implications under the subsidy regulations. Please contact your designated representative for this.

Please submit the following with your reimbursement claim:

• the hospital bill and
• if applicable, the agreement for optional services.

Expenses for artificial insemination procedures may be 50% eligible for assistance under the conditions set forth in the BayBhV.

Eligibility for reimbursement depends, among other things, on:

• medical necessity
• the treatment method used
• subsidy regulations (e.g., age limits, number of attempts)

Before treatment begins:

• Please submit the treatment plan to the subsidy office for review.
• The review must generally take place before treatment begins.

For more information, please contact your designated representative (see “Designated Representatives / Contact”).

As with medical expenses, you must submit an application for reimbursement for long-term care expenses (form available under “Downloads / Forms”).

When submitting your first application for long-term care benefits, please include the assessment notice from your long-term care insurance provider.

Please note:

• The subsidy office cannot provide advice on individual long-term care services or on classification into a care level.
  
• Please contact your long-term care insurance provider for this. They also make the final decision regarding the care level.

The allowance is based on the benefits provided by the long-term care insurance. The classification notice serves as the basis.

Please also include the following supporting documents with your application, if applicable:

• Approval notices for
  • in-home emergency call systems
  • care aids
  • Measures to improve the living environment
  • other approved benefits

Please send written inquiries, such as

• cost estimates
• Treatment and Cost Plans
• detailed descriptions of the facts

not via the app, but rather:

• by mail / internal mail, or
• by email.
• The mailing address is City of Erlangen, BeihilfeCenter, 91051 Erlangen. Please do not send any applications to this address. For applications, please use the address printed on the application form.
• You can find your contact person’s email address under “Contact Persons / Contact.”

Expenses for vision aids (e.g., eyeglasses, contact lenses) are eligible for reimbursement under the regulations governing reimbursement benefits.

Please submit:

• the invoice for the vision aid
• if applicable, a prescription from an ophthalmologist (if required)

Additional documentation may be required when purchasing contact lenses for the first time or in special cases.
You can find the corresponding form under “Downloads / Forms.”

Employees whose employment relationship began before January 1, 2001, receive allowances in accordance with the provisions applicable to civil servants.

• An existing entitlement to allowances remains in effect if the employee was transferred directly—that is, without any interruption—from a public-sector employment relationship entitling them to allowances to municipal service.
• Upon termination of the employment relationship, the entitlement to allowances with the previous employer expires.
• Upon retirement (including in the case of a temporary disability pension), the entitlement to the allowance also expires, as no remuneration is paid any longer.

Eligible dependents also receive the allowance:

• spouse or civil partner as defined by the Civil Partnership Act,
  • provided their income in the second-to-last calendar year prior to the application did not exceed €22,648 (as of 2026),
• children for whom there is a claim to child benefit.

No allowance is granted to employees covered by a collective bargaining agreement for expenses related to long-term care needs —regardless of whether they have statutory or private health insurance.

Expenses incurred as a result of an accident or injury may generally be eligible for reimbursement.

When submitting your application, please provide the following information:

• Circumstances of the accident
• Time and place of the accident

and include any supporting documentation (e.g., accident report, police report), if available.

In the case of a recognized work-related accident, you must first seek benefits from the work-related accident assistance program.

• Please submit the relevant documents to your employer.
• The Benefits Office cannot take action until responsibility under workers’ compensation law has been clarified.

Eligible individuals may authorize another person in writing to handle their financial assistance matters.

A power-of-attorney template is available in the “Downloads / Forms” section .

This power of attorney specifically authorizes the representative to

• submit applications,
• to request information,
• receive correspondence (e.g., notices).

Important:

• For data protection reasons, no information may be disclosed to third parties without this power of attorney.
• The power of attorney must be submitted to the benefits office either as an original or as a scan/copy.
• A power of attorney that has been granted may be revoked at any time with future effect.

The revocation must be communicated to the financial aid office in writing.

Regular preventive medical checkups are intended to facilitate the early detection of diseases and maintain good health.

Expenses for preventive measures recommended by a physician and recognized under the regulations governing health insurance benefits are generally eligible for reimbursement. These include, in particular:

• Screenings for the early detection of cancer
• Health and preventive medical examinations in accordance with the currently applicable guidelines of the Federal Committee of Physicians and Health Insurance Funds

Services are not eligible for reimbursement

• that exceed the scope of the recognized preventive care programs or
• that do not comply with the provisions of the health insurance subsidy regulations.

If you have questions about specific preventive care services, you can contact your treating physician or your health insurance provider and then submit your documentation to the subsidy office.

If you disagree with a decision made by the benefits office, you may file an appeal against the benefits notice. The relevant information (address, form, deadline) can be found in the notice of appeal rights at the end of your notice. Please observe the appeal deadline specified there .

Brief excerpt from the notice of appeal rights (not exhaustive):

• The appeal must be submitted in writing or electronically.
  
  
  • In writing or on the record
    The appeal may be filed in writing or by oral statement.

• The address is:
  91051 Erlangen, Street address: Rathausplatz 1, 91052 Erlangen
• Electronically
• The appeal may also be filed electronically using the city’s appeal form at https://erlangen.de/widerspruch. When submitting via publicly accessible networks, electronic proof of identity must be provided in accordance with Section 18 of the Identity Card Act, Section 12 of the eID Card Act, or Section 78(5) of the Residence Act.
• In addition, the groups of persons specified in Section 55d of the Administrative Court Rules (VwGO) may file the objection electronically via the government email account.

To help us process your appeal promptly, please provide:

• a brief statement of reasons,
• and, if applicable, supporting documents or statements that back up your position.

Expenses for dental prostheses are considered dental services under the subsidy regulations and are assessed in accordance with the general rules of the BayBhV.

Please note:

• Details regarding the eligibility of dental prostheses (e.g., crowns, bridges, implants, dentures) for reimbursement can be found in the section
  “Treatment and Cost Plans for Dental Care” on this page.
• That section also includes special provisions regarding
  • implants,
  • functional analysis services,
  • material and laboratory costs
    .

A treatment and cost plan prior to the start of treatment is generally not required—except in the case of orthodontics.