Until 30 November 2025 you could download your payslips (‘salary specifications’) and annual tax statements in SAP Self Service. These tiles have now closed. From January, the monthly payslips for 2026 will be available in BAS InSite, within your own My InSite environment. The payslips for 2025 will be available in BAS InSite from the end of February 2026.

SAP will be closed for ‘staff changes’ from Sunday 30 November 2025. This means that all approvals for ‘entering employment’ and ‘staff changes’ must have been completely finalised in the HR Service Portal (HRSP) before that date. Once the Service Centre International Staff (SCIS) has approved a procedure, the contact with international staff and the permit application will continue as normal in the background via the SCIS portal, which will independently remain in operation. SCIS does, however, need to have a signed employment contract or guest letter with annex in order to initiate the procedure with the IND (Dutch Immigration and Naturalisation Service). You should take the necessary steps as soon as possible in anticipation of any staff members entering employment or contract extensions that will need to take place before the end of this year. During the period after SAP has closed, no new procedures can be initiated; new applications will only become possible again from the beginning of January 2026. 

There will be an application freeze for non-EU student assistants from 20 October 2025 to 5 January 2026.  

For more information contact SCIS.

If invoices are submitted by 9 December 2025 at the latest, they will hopefully be processed and paid before the end of this year. You can find all the information about invoices and deadlines on the Invoices web page. 

The suppliers used by the university will naturally be kept informed about the relevant changes that we’re implementing and what these changes will mean for them.  

For all the large suppliers, the process of informing them will be organised centrally, and information will be sent directly by the ASSC Financial department. For the smaller suppliers that you contact directly yourself, we have standardised information available, which you can send to them. You can find more information on the Invoices web page. 

The SAP numbers will no longer be used, because we are transitioning from SAP to the new BAS InSite administration system. These numbers will be replaced by a new system of reference numbers. More information about this will be available in November. 

We are working with ‘was/is’ lists. These lists will be converted to BAS InSite.

If you expect to need a National Mortgage Guarantee (NHG) employer’s statement at the end of 2025, for example for a mortgage application or loan, you should request it before the end of this month. After 30 November 2025, several systems will be closed and we will be very busy preparing for the transition to BAS InSite. An NHG employer’s statement is valid for 3 months. Please submit your request via the Helpdesk Portal.

You can’t do the administration for December’s travel allowance in advance, but fortunately this isn’t necessary: you will still be able to register it in your own Shuttel environment. We will naturally create a link with the Shuttel administration for payment of travel expenses, which will proceed together with January’s salary round. More information about this will follow in November. 

Invoices that have not been approved in time will be processed in BAS InSite from 5 January 2026.

Invoices that we receive from 10 December to 31 December 2025 will be kept and then processed in BAS InSite from 5 January.

The regular year-end closing of the Finance directorate is the same as in other years:

• Period 12 closes on Wednesday 14 January 2026 at 17.00. 
• Period 13 closes on Wednesday 21 January 2026.

Invoices that are received during the 'freeze' period between 10 December 2025 and 5 January 2026 will be kept by ASSC Financial Administration and processed in BAS InSite as from January 2026.

1. Monday 5 January – Friday 9 January 2026.
   ASSC Financial Administration will start with processing the invoices that were ‘retained’ in 2025.
2. Monday 12 January – Wednesday 14 January 2026.
   ASSC Financial Administration will start with processing the invoices received from 1 January 2026.
3. Thursday 15 January 2026.
   ASSC Financial Administration will send the list of 2025 invoices entered to the controllers for decentral processing of period 13.
4. Thursday 15 January – Wednesday 21 January 2026.
   Controllers will assess whether an invoice must be entered under ‘accrued liabilities’ (transitoria), and will then enter the journal item (entry as an ‘accrual’ in SAP, cross entry in AFAS).
5. Wednesday 4 February 2026.
   ASSC Financial Administration will send the list of invoices entered (from 15 January up to and including 3 February 2026), limit amount € 100,000, to the controller for central processing of period 14.

The old SAP numbers can still be used until the end of December 2025; during the transition phase, ASSC will convert them automatically to cost centre numbers or project numbers. From January, these new numbers will have precedence, and orderers will be able to request them via their controller. This means that invoicing will still be possible throughout the transition period, even if payment of a fee will only take place after January, for example.

The Service Portal will continue to exist until BAS InSite goes live. After that, you will be able to find all the tiles very easily in My InSite, which is highly intuitive to use.

No, a deadline has not been announced yet. For this, please go to the SuccessFactors website.

Time recording can’t be done in advance in SAP, but approvals are still needed. SAP can still be accessed for viewing until 23 December 2025. Time recording will move to Vidatum from 1 December.

Yes, you can enter interviews in the new GROW system.

You will not be able to submit any expense claims in SAP in December. You will have to save them until January and then enter them in:

1. BAS InSite, for employees with a personal account; and
2. the Finance Portal in BAS OutSite, for external workers.

The system is highly intuitive, so this will be very easy to do. We expect that the ‘expense claims’ element will not be immediately accessible, but more information about this will follow later.

Staff members will use BAS InSite to do their own administration (requesting leave, submitting expense claims, reporting sickness and recovery). This new system will replace SAP Self Service and the HR and financial tiles on the Service Portal. 

For more information specifically for managers, we refer you to the newsletter for managers and the training webinar that will be available in November 2025. 

Within Leiden University, we’re working on further development of our administrative services. As part of the broader ‘Building on Collaboration’ (Bouwen aan Samenwerking: BAS) change approach, the AFAS InSite system will be introduced here and will be known by the name: Basic Administration System InSite | BAS InSite. 

• Basic refers to the system’s fundamental role in the day-to-day support of staff members in the area of HR and financial administration.
• Administration emphasises that the system is intended for accurate, transparent and efficient recording of data and transactions.  
• System means an integrated platform that links different processes and departments together.  

BAS InSite is the part of the AFAS platform that facilitates and secures the processes. My InSite is the personal portal for staff members to access this functionality. In this way, we create a clear distinction and distance from the supplier’s organisation name. 

There will be training courses for each role, such as work planner, manager and controller. When the training courses are offered, an invitation link will be sent to the relevant people. In addition: 

• BAS InSite is highly intuitive and gives good user self-reliance. You can log in on both the computer and the handy Pocket App, where you can do your own administration ‘as normal’; 
• A clear explanation of each field in the system is provided by the explanatory texts you will find there; 

• On every page, you can find more information by clicking on direct links to the knowledge items on the Helpdesk portal or the underlying policies on the university website. 

Programme BAS was introduced at the end of 2023, initially based on ‘harmonisation of HR processes’ and with the later addition of the financial element. The aim was to look for a new system that will not only replace the current SAP system but is also particularly aligned with Leiden University’s ambition to improve processes. 

The programme has a Programme Office, which supports the entire implementation process, with its four tracks. In addition, the necessary aspects at the local level are organised in the form of Local AFAS Teams (LATs), with a chair as the point of contact (CLAT). These teams are actively engaged in reducing the impact of this transition on their own organisational unit. The internal communication advisers are also closely involved in the process, to ensure that everyone is well informed at all times.