7 April 2025

For five months now, we've now been using Shuttel to register our journeys and homeworking days. This has generated positive feedback, but some people still have questions about deadlines, expense claims, the Individual Choices Model, homeworking days and privacy, for example. So here's a summary of the key information.

Deadline for registering journeys and homeworking days

Be mindful of the deadline in Shuttel to avoid having to pay for your own travel costs. You can classify a trip as 'commute' or 'business' until the last day of the following month at the latest.

Example: you travelled by public transport on 11 March 2025. You need to classify this as 'commute' or 'business' travel by 30 April 2025 at the latest. If you do not classify the trip, the system will automatically assume after ten weeks that it was private travel. The amount will then be deducted through the payroll administration system.

The same deadline applies for registering travel by private transport (including car) and homeworking days.

Example: you worked from home on 13 March 2025. You have until 30 April 2025 to register this as a homeworking day. You will then be reimbursed in May. If you registered your homeworking day by 13 March 2025, you will be reimbursed in April 2025.

Tip: set a reminder in your calendar at the end of each month to check that you've registered everything correctly.

Submit your expense claims through Shuttel

Expense claims for domestic business trips and commutes by public transport can no longer be submitted through Self Service. We now use our Shuttel cards for our business travel and commutes.

If you travel for business using your own transport, you need to register this trip in Shuttel as well. Make sure you select a classification ('business' or 'commute') for the trip.

With domestic business trips, the only expense claims you can still submit through the 'Expenses' application in Self Service are for accommodation.

Although there is a way to submit expense claims in the Shuttel app and in the My Shuttel environment, you can only do this if you do not have a Shuttel card yet or did not have it with you.

The Individual Choices Model: register in Shuttel

If you want to use an (additional) kilometre allowance through the Individual Choices Model, you need to register your journeys in Shuttel. The requesting process is the same, but the calculation is different as it is based on your travel information in Shuttel.

Do not load money onto your Shuttel card

You do not need to load money on your Shuttel card. Shuttel will ensure that there is always enough money on it.

Register homeworking days in Shuttel

To receive an allowance for your homeworking days, you need to register these days in Shuttel. However, you are not allowed to register more homeworking days than your standard number of working days.

From a tax perspective, you cannot receive both a commuting allowance and a homeworking allowance for the same day. Shuttel will send you a notification if you have claimed both allowances for the same day. The system prioritises a commute by public transport, followed by a homeworking day and finally a commute by private transport.

Example: you claim the homeworking allowance for the morning and then take the train into Leiden in the afternoon. You then mark that day as a commute, which means you will not receive the homeworking allowance.

NB: you can combine a homeworking day with a business trip, in which case you will be reimbursed for both.

Your privacy guaranteed

At our request, Shuttel has clarified its General Terms and Conditions. They will send you a message about this soon. It's also good to know that the university does not receive information about the journeys you make using the Shuttel card.