Research
University to switch from SAP to Vidatum for research time tracking
Starting from 1 December 2025, Leiden University will begin using Vidatum instead of SAP Self Service to track time spent on externally funded research projects. We already use Vidatum for research project budgeting and we’re now expanding its functionality to include prefilling, recording and approving hours.
Time tracking plays a key role in managing externally funded research projects. Recorded hours form the basis of the financial reporting to funding bodies and help monitor project expenditure. By integrating time tracking into Vidatum, we’re creating a single web-based platform for managing hours, deadlines and budgets, with real-time project data at your fingertips.
What does this mean for you?
As a prefiller, time tracker or approver
Your workflow will remain largely the same. You’ll continue to prefill, record or approve hours, but now in Vidatum, a simple and user-friendly system. We’ll support you throughout the transition and will publish instructions on how to start tracking time in Vidatum on Monday 17 November.
Important dates
Recording hours (for time trackers)
- By 7 December 2025 at the latest: record your November hours in SAP Self Service.
- From 1 December 2025: record your hours in Vidatum.
Approving hours (for approvers)
- By 23 December 2025, 17:00 hrs. at the latest: approve hours for November in SAP Self Service.
- From 1 January 2026: approve hours in Vidatum.
Adding time trackers (for project controllers)
- By 30 November 2025 at the latest: add time trackers to budgets and approvers to project teams. Then time trackers can start recording hours in Vidatum from 1 December.
Questions?
For more information or questions, see the Vidatum webpage or contact your faculty contact person.
Vidatum: one system for managing externally funded research projects
Vidatum helps researchers and research support professionals manage externally funded research projects. This web-based system makes it easier to track budgets, deadlines, hours and financials – all in one place. Read more about Vidatum.