Reimbursement of expenses for business trips in the Netherlands
If you want to travel on business in the Netherlands, you must request permission to do so from your manager. If you travel for work, you are entitled to an allowance for travel and subsistence expenses.
In principle, you travel by public transport, unless that is not possible, in which case you may use your own means of transport, a taxi, or a rental car, but you should discuss this beforehand with your manager.
Allowance
- If you travel by public transport, you will be reimbursed for the actual costs incurred. If travelling by train, you should travel second class. You can use your Shuttel card, which will automatically register your journey in the app/My Shuttel. Please indicate in Shuttel that this is a business trip. Then select ‘business’.
- If you use your own means of transport, you will be reimbursed €0.23 per kilometre. Please register this trip in Shuttel to receive the allowance.
- When entering a business trip in Shuttel, you will see a field for a project code. Here you can enter the number to which the costs can be booked. The system automatically checks whether the number you entered actually exists. You can ask your manager which number you should use.
If you cannot get to your destination by public transport or some other means of transport, you can, exceptionally, hire a taxi or rental car in consultation with your manager. The procedure you need to follow is as follows:
- Discuss the option with your manager.
- After approval, you can book the taxi/rental car and submit the expense claim in the expense application in BAS InSite.
- When claiming a taxi or rental car, make sure you include your receipts and your trip statement, so we can reimburse your expenses in full.
See reimbursement rates and conditions
Reimbursement rates as of 1 January 2026
| Type | Amount |
|---|---|
| Dinner |
€ 33,57 |
| Lodging |
€ 164,52 |
| Breakfast |
€ 16,07 |
Conditions
You will receive an allowance for dinner, accommodation and breakfast untaxed and regardless of the amount you actually spent, provided you meet the following conditions:
- You actually incurred these expenses in a designated establishment.
- You do not need to include receipts for these expenses in your claim. However, dinner time (between 6 p.m. and 9 p.m.) must fall within your business trip.
- The breakfast allowance and accommodation allowance only apply to overnight stays during a business trip.
Claim your business trip in the Netherlands
You can claim your travel expenses in Shuttel. You can claim a taxi/rental car (exceptionally) via the expenses application in BAS InSite Self Service, as well as subsistence expenses (dinner, accommodation, and breakfast).
Staff that are not employed by the University
Assessors are not employed by the University and are entitled to reimbursement of commuting expenses. Assessors can file their claim via the expenses claim form for staff that is not employed by the University.
Want to know more?
- More information about the mobility policy
- More information about Shuttel
The Institute for History covers the following for all permanent staff members:
- Public transport within the Netherlands (via Shuttel) and Flanders (Belgium) for meetings, research or taking part in an opposition committee of a PhD defence;
- BKO courses for staff members required to obtain a BKO certificate;
- PhD supervision course (HRM) for eligible staff;
- Dutch language courses at ATC up to the highest level.
An application is not required for these costs, but participation must be reported in advance to the secretariat or Institute Manager. You will then receive the cost center (number) for the invoice or your claim.
Funding application
Permanent staff members of the Institute for History can apply for funding for research and professional development. The following can be applied for:
- Conference visits
- Research trips
- Conference or workshop organization in Leiden
- Interlibrary loan services
- Editing and translation (Dutch to English)
- Dutch language acquisition other than through the ATC
- Courses via HRM Training or ICLON
- Language acquisition (other than Dutch) via ATC for research purposes
An application can be submitted via the Research and Professional Development Budget application form.
More detailed information and conditions can be found in this overview or in the application form.
Other facilities for staff
The Institute for History has further facilities for staff, including an annual budget for social activities for teams and the PhD/Postdoc community, moving expenses for staff members in tenured positions, business cards, etc. The secretariat can provide you with more information.
Staff on projects
All staff working on projects, including PhD candidates and postdocs, should discuss reimbursement of costs for research and professional development on the project with their PI. Note that there are often restrictions to what can be claimed on projects (NWO/ERC).