If you go on a business trip, you are entitled to reimbursement of your travel and subsistence expenses. If you are planning a business trip abroad, please follow the five steps outlined below.
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.
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.
Business trips in the Netherlands
For business trips in the Netherlands, you should in principle use public transport. If this is not possible, you may in consultation with your supervisor use your own car, a taxi, or a rented vehicle. For more information on reimbursement of expenses, see Reimbursement of expenses for business trips in the Netherlands.
Business trips abroad
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 your supervisor and the Faculty Board or the Director (in the case of green or yellow regions). If you intend to travel to a region with safety risks (classified as orange or red) for your work, you will also need to obtain prior permission from the Executive Board and your business trip must satisfy additional conditions.
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.
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.