Reimbursement of expenses for business trips abroad
If you travel abroad for your work, you can claim expenses for lodging, meals, minor costs and transport. The amount reimbursed depends on the country you travel to. You must have approval to travel from your manager.
To make a business trip abroad, you need prior permission from the University. Ask permission at least 8 weeks before your trip. Read more >>
The section Book a business trip abroad explains how you can book a business trip abroad.
Expenses
You can claim the following expenses when travelling abroad:
- Public transport (second-class) is the default. Most international business trips are made using public transport in the lowest but safest class of travel. This normally means travelling second-class or economy. We make an exception for train journeys of more than 500km or over six hours.
- 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.
- Train travel is the norm for destinations which can be reached within six hours by rail. Use our Travelmap (also available as a PDF) to see how quickly you can reach European destinations by train. Do you want to make a longer journey by train? You can book a first-class train ticket or a sleeping place in a night train, if your destination is over 500km away or will take more than six hours to reach.
- If you travel using your own vehicle or by taxi or rental car, you will be reimbursed if you have permission to use this form of transport. The allowances and conditions are the same as for domestic trips. Keep a logbook of your kilometres and add this to your claim.
- For accommodation costs, meals and small expenses, there are fixed reimbursement rates. You must also meet a number of conditions.
The Dutch government establishes the amount reimbursed (in Dutch). This amount depends on the country you travel to and consists of five components:
- Hour component for minor expenditure for every hour of the business trip
- Lodging component if your trip includes an overnight stay
- Breakfast component
- Lunch component
- Evening meal component
Conditions
You are entitled to reimbursement of your expenses for breakfast, lunch and evening meals tax-free and irrespective of the amount, as long as the following conditions are met:
- You must have actually incurred these expenses in an establishment intended for the purpose.
- You do not need to submit receipts for your expenses.
- Your business trip should include breakfast time (between 6.00 and 8.00 hrs), lunch time (between 12.00 and 14.00 hrs) and dinner time (between 18.00 and 21.00 hrs).
- If your business trip requires you to spend more than 60 days in one location, the reimbursed amount for minor expenditure, breakfast, lunch, and evening meals will be halved starting from the 61st day.
Hour component
You do not need to submit receipts for the hour component, and you are entitled to an hour component for minor expenditure for every hour of your business trip. The amount reimbursed will be halved starting from the 61st day if your business trip lasts longer than 60 days.
Accommodation component
You are required to submit receipts for the lodging component. You can claim your expenses via Self Service. The maximum amount reimbursed per night can be found in the tariff list (in Dutch).
Submit your expense claims
- You can submit your travel and accommodation expenses via Self Service.
- Log on to Remote Workplace.
- Choose SAP Self Service.
- Submit your 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.
- Before making a business trip, arrange permission from your manager. Your activity holder and budget holder must approve your claim.
- Note: When you book through Uniglobe the invoice will be sent directly to the university, so you don’t need to worry about it. Did you book via Uniglobe and pay with your own credit card? Then you can declare your costs.
Expense claims if you are not employed by the University >>
Book your trip via UniGlobe
Book your business trip abroad via UniGlobe. UniGlobe will send their invoice directly to Leiden University, so you don’t need to worry about it.
If you book your business trip abroad by train with another travel agency, then you may request an advance via Self Service. However, you must submit an expense claim no more than six weeks after your business trip.
The Institute for History offers reimbursements and subsidies for the following research-related activities/matters:
- Conference visits
- Conference or workshop organisation in Leiden
- Editing costs
- Business (research) trips
- Some personnel costs (moving expenses, language courses, business cards)
- Costs related to the defence of a PhD
Detailed information about reimbursements and subsidies of the Institute for History, and how you can apply for them, can be found in this overview.
Matching funds
The subsidies granted are rather limited in nature and some restrictions apply. One is expected to apply for matching funds - if possible - from other organisations, such as the Leiden University Fund (LUF). Since the LUF committee - that decides on who will receive grants for academic activities - only meets a few times a year (and not during the summer months), and no subsidies are awarded for past activities, it is imperative that you apply for a LUF grant well in advance.
A prerequisite for the LUF subsidy is that one third of your total costs will be paid for by the Institute for History. So, first of all you have to apply for a subsidy at the Institute for History. When you receive a confirmation from the institute, you can attach the confirmation letter to your LUF application.
Application forms
If you want to apply for a subsidy from the Institute for History (for research-related travel or for conference organisation in Leiden), you can use the following forms.
Application form for research-related travel for conference attendance (abroad) or research travel.
Application form for conference organisation at Leiden University.