Allowances and expenses
If you have incurred costs for your work, you may be entitled to reimbursement. This could include office costs as well as travel expenses. See the options below.
Expense claims
If you have incurred costs for your work, you may be entitled to reimbursement.
- Submit your expense claim as soon as possible but no more than three months after the end of the calendar year.
- Ensure that you have an electronic copy of your proof or purchase, for instance an original receipt, before you submit your claim.
- Your activity holder and budget holder must approve your claim.
To submit an expense claim, first log in to eduVPN and then to BAS InSite.
Allowances and expense claims
Commuting allowance
You will receive a commuting allowance through Shuttel. The amount you receive depends on your mode of transport and the number of kilometres you travel.
- Commuting allowance
If you commute by public transport, this will be paid for in full as long as you use the Shuttel card provided by the university and select ‘commute’ as the reason for travel (‘motive’) in the app. If you use your own transport, you are eligible for an allowance for single journeys of more than 10 kilometres (up to a maximum of 45 kilometres). You will therefore be reimbursed for 35 kilometres per single journey. You must record the journey in the Shuttel app to receive the allowance. - Offsetting your commuting expenses through the Terms of Employment Individual Choices Model
You can apply for a supplementary kilometre allowance via the Terms of Employment Individual Choices Model. This is based on the commuting days you enter in Shuttel.
Bicycle allowance
If you cycle to work or to and from a bus or train station, you can offset the costs of purchasing a bicycle, insurance and maintenance against your gross salary, end-of-year bonus or holiday allowance.
Business travel allowance
If you travel on university business in the Netherlands or abroad, you are entitled to a travel and subsistence allowance.
You must register business trips in the Netherlands in the Shuttel app. The amount of the allowance depends on your mode of transport and the number of kilometres you travel.
Other allowances including sports membership and union fees
Expense claims for people who are not employed by the university
If you work for the university but are not an employee, you can still submit a claim for certain expenses. Attach proof of purchase for everything that you wish to have reimbursed. Remember to scan your receipts beforehand. The activity holder and budget holder of the department for which you work must approve your claim.