Business trips abroad
If you plan to make a business trip abroad, you must apply for prior permission in writing, no later than 8 weeks before your trip. The University will assess all applications to ascertain whether the trip is necessary and should be allowed to proceed.
Plan your business trip abroad by following these five steps:
Step 1: Ask for permission
Before planning a business trip abroad, you need to ask permission from the university. You should request permission no later than 8 weeks before the planned start date of your trip. The request procedure includes a personal risk analysis that can help you to prepare for potential risks, understand what to expect and take precautions.
Any country you travel to is likely to have its own coronavirus measures in place, such as compulsory testing or quarantine. The situation in a country can also change at short notice, so you should check the travel advice and the colour codes regularly.
Step 2: Book your trip via UniGlobe
The easiest way to organise a business trip abroad is to book your trip via UniGlobe. UniGlobe will send their invoice directly to Leiden University, so you don’t need to worry about it.
If you are booking a train journey with another organisation, you can apply for an advance for your expenses via Self Service. You must however submit your expenses claim within six weeks after the end of your business trip.
Step 3: Install the Chubb Travel app and download the insurance card
For business trips abroad, you do not need take out business trip insurance, since you can make use of Leiden University’s collective insurance. The policy conditions and insurance card can be found on the Work-related travel insurance page. Before you leave for your trip, make sure your download the insurance card and install the Chubb Travel app. With this app, you can receive warnings about the region where you are travelling. In case of emergency, university staff who have the appropriate authorisation can also see where you are during your trip and take any necessary measures.
Step 4: Make an appointment for vaccinations
If you plan to travel to a country with increased health risks, you can make an appointment with the Healthy, Safety and Environment department. They can provide you with advice, vaccinations, and a prescription for malaria medicine.
Step 5: Submit your expenses claim via Self Service
Please claim your expenses for accommodation, meals, minor expenditure and transport via Self Service. Some expenses are subject to fixed reimbursement rates, and you must meet a number of conditions to qualify for them. For more information, see the notice on Reimbursement of expenses for business trips abroad.
This period has been difficult, but it has also demonstrated the possibilities the digital world offers us. Ask yourself whether you really need to take a business trip, or whether you could get a similar result from online meetings.