Universiteit Leiden

nl en

Business travel

If you travel on University business, you are entitled to a travel and subsistence allowance. If you book an overseas trip through Uniglobe, the University is billed directly, which means you do not need to pay in advance.

If you receive a travel allowance from a party other than the University, this will be deducted from the sum for which you may claim.

Travel expenses in the Netherlands

Travel with public transport unless this is unfeasible, in which case you may use your own vehicle, a taxi or a rental car, but do discuss this beforehand with your manager. The following travel expenses will be reimbursed:

  • If you travel with public transport, your actual costs will be reimbursed. If you travel by train, you may travel first class and will be reimbursed for this.
  • If you have permission to travel with your own car, you will be reimbursed € 0.19 per kilometre.
  • If you have permission to travel by taxi or rental car, the full cost will be reimbursed.
  • If you have a disabled badge, you will be reimbursed € 0.19 per kilometre and any parking fees.

Please note: if you regularly take the same route on University business, use a route card or the like to reduce costs.

Travel expenses abroad

If you book a trip abroad through Uniglobe, you do not have to pay in advance. You can claim the following expenses when travelling abroad:

  • If you travel by train, you may travel first class and will be reimbursed for this.
  • If you travel by another form of public transport or by boat or plane, you must travel in the lowest, but safest, class of travel. The cost of this will be reimbursed. If you wish to travel in a higher class, for instance on health grounds, you must request permission beforehand. If you are granted permission, the relevant cost will be reimbursed. Such permission is only granted in exceptional cases.
  • The University wants its staff to travel in the most sustainable way possible. It has therefore decided that trips of six hours or less must be taken by train rather than plane.
  • If you travel using your own vehicle or by taxi or rental car, you will be reimbursed as long as you have permission to use this form of transport. The allowances and conditions are the same as apply to travel in the Netherlands.

Subsistence expenses in the Netherlands and abroad

If you are travelling on business in the Netherlands and the trip takes longer than four hours and is further than one kilometre from your place of work, you are entitled to a number of subsistence expenses: for instance, for breakfast, lunch, dinner and minor expenditure. You will also have these expenses reimbursed on business trips abroad. In both cases, you will receive a fixed allowance and must meet a number of conditions. See the reimbursement rates and conditions for business trips in the Netherlands and abroad.

Advance

As business trips abroad can entail large sums at the time of booking, you may request an advance. However, you must submit an expense claim no more than six weeks after your business trip.

Expense claims for business trips

You can submit expense claims for business trips in the Netherlands and abroad through Self Service. You can also request an advance via Self Service. Submit your claim as soon as possible, but no later than three months after the end of the calendar year.

Submit

This website uses cookies. Read more