Reimbursement of expenses for business trips abroad
If you travel abroad for your work, you are entitled to reimbursement of expenses for lodging, meals, minor expenditure, and transport. The amount reimbursed depends on the country you travel to. If you book your business trip via UniGlobe, you do not need to advance the money for your trip.
Important: Depending on the colour code of the country where you intend to make your business trip, you will need prior written permission for the trip from the Faculty Board/Expertise Centre Director and/or the Executive Board. Make sure you submit your request no later than 8 weeks before the planned trip.
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.
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.
- We want you to travel in the most sustainable way possible. The University 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.
- We reimburse accommodation costs, meals and small expenses. There are fixed reimbursement rates for these costs and you must meet a number of conditions.
The Dutch government establishes the amount reimbursed. 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
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.
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.
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.
Submit your expense claims
- Submit expense claims through Self Service.
- If you are not on a University computer, please use Remote Workplace to login to 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.
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.
As business trips abroad can entail large sums at the time of booking, you may request an advance via Self Service. However, you must submit an expense claim no more than six weeks after your business trip.