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Commuting allowance

As university employee you are entitled to an allowance for the cost of travelling to work if you live more than 10 kilometers from work. The amount of your travel allowance depends on the number of kilometers and your actual travel days. If you relocate, your commuting allowance is recalculated and adjusted if necessary.

If you live within a radius of 10 km from your work and you travel to your place of work on an incidental basis:

  • You are not entitled to a commuting allowance.
  • From 1 February 2021 you may claim the allowance for the days that you do travel to work via the Terms of Employment Individual Choices Model.

If you live more than 10 km from your work and you travel to your place of work on an incidental basis:

  • You are entitled to a commuting allowance. You can claim your actual travel days at the end of each month using the regular expense claims process.   
  • From 1 February 2021 you may also request a supplementary allowance via the Terms of Employment Individual Choices Model.

What happens if you always work on location?  

  • If you are deployed by the University to work all your working hours on location, and
  • you live more than 10 km from your place of work,

you do not need to claim your travel days, and your commuting allowance will still be paid automatically. You will see this on your salary slip. You can also request a supplementary allowance via the Terms of Employment Individual Choices Model. You do not need to claim your actual days of travel to receive this allowance.  

  • If you live within a radius of 10 km from your work,

just as previously, you are not eligible for the commuting allowance, but you can request a supplementary allowance via the Terms of Employment Individual Choices Model. To receive this allowance, you do not need to claim your actual days of travel.

What happens if you fall under the guarantee scheme or alternative written arrangements have been made with you?

  • If you fall under the guarantee scheme for commuting costs, or
  • If alternative written arrangements have been made with you,

There will be no change and you will continue to receive this allowance. You will see this on your salary slip. You can request a supplementary allowance via the Terms of Employment Individual Choices Model. You do not need to claim your actual days of travel to receive this allowance.

Are you a student assistant or a student on placement?
If you are a student assistant or a student on placement and you have a student OV-chipweekkaart, you are not eligible for an allowance.

There is no change in the amount of the commuting allowance. The rules are as follows:

  • There is no allowance for the first 10 km.
  • Above this, you receive € 0.07 per km up to a maximum of € 45 net per month.
  • You can claim travel costs up to three months after the date that the costs were incurred.

The allowance will be paid separately from your salary, along with any other expense claims.  

The likelihood is that in 2021 we will still have to work largely from home. You are not entitled to a commuting allowance for the days you work at home, so you will no longer receive the automatic commuting allowance in 2021. However, the University will still provide an allowance for those days when you travel to your University workplace. As it is not possible to predict which days these will be, from 1 January 2021 you can claim your actual commuting days every month after the end of the month.
 

The system calculates the allowance based on the distance between your home and work addresses and your actual days of travel. Routenet is used to calculate the fastest route, and the number of kilometres is rounded to the next full kilometre.

Example calculation

You live 23 kilometers from your work and you traveled 5 days in January. You declare your travel days at the end of the month. How much will you receive?

  • 23 km - 10 km = 13 km
  • 13 km x 2 (back and forth) = 26 km
  • 26 km x € 0.07 = € 1.82
  • € 1.82 x 5 travel days = € 9.10

You will receive a travel allowance of € 9.10 for the month of January.

If you live within a radius of 10 km of your place of work and you want to make use of the kilometre allowance from the  Terms of Employment Individual Choices Model:

  • At the end of each month submit your actual days of travel via Self Service > ‘Travel and Expenses’. Refer to the "Quick Reference card - claiming travel expenses" for more information on how to submit a claim. As you are not entitled to a commuting allowance, the Self Service ‘Travel and Expenses’ calculation will amount to €0. The system also uses your data to calculate the kilometre allowance via the Terms of Employment Individual Choices Model.
  • From 1 February 2021 you can request the kilometre allowance via the Terms of Employment Individual Choices Model using the ‘Individual Choices Model’ form in Self Service. You only need to submit this request once a year.

If you live more than 10 km from your place of work:

  • At the end of each month claim your actual days of travel via Self Service > ‘Travel and Expenses’.
  • From 1 February 2021, you can request the kilometre allowance via the Terms of Employment Individual Choices Model using the ‘Individual Choices Model’ form in Self Service.
  • For all forms of leave, with the exception of holidays, the compensation will be stopped after 30 calendar days. On the first day that you go back to work, you can claim any travel days between home and work.
  • If you have been off sick for a long time, you can claim actual travel days again as soon as you are 25% or more fit for work.

When the new commuting allowance regulations were implemented in 2015, it was decided that employees should not receive a lower commuting allowance than they would have been entitled to in the 2005 regulations.

If you fall under the guarantee scheme for commuting costs, there will be no change and you will continue to receive this allowance. You will see this on your salary slip. The guarantee scheme only expires if:

  • you move from salary scale 5 or lower to salary scale 6 or higher; 
  • you have successive temporary contracts that together amount to longer than 3 years; 
  • your home address changes; 
  • your work address changes; 
  • your average number of commuting days per week changes.

Opting for the kilometre allowance via the Terms of Employment Individual Choices Model gives you a tax advantage.

How?
The system calculates the number of kilometres travelled between your home and your work based on the actual days of travel, and multiplies this by € 0.19. The system reduces your gross salary by the amount calculated, so that you pay less income tax.

The system then adds the same amount to your net salary (the gross amount becomes a net amount). If you have already received a commuting allowance, this amount will be deducted from the tax allowance.

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