Commuting allowance
You are entitled to an allowance for your commuting expenses. The amount of your commuting allowance depends on your means of transport and the number of kilometres.
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Watch the video on the original website orReimbursement of travel costs
The costs of travelling by public transport will be reimbursed in full. If you use your own means of transport, you are eligible for reimbursement if the commuting distance is more than 10 kilometres (and not more than 45 kilometres). You will therefore be reimbursed 35 kilometres per single journey.
New mobility policy
From 1 November 2024, we have a new mobility policy that encourages sustainable commuting. You can keep track of your trips and allowances in the Shuttel app. The new mobility policy also has consequences for the reimbursement of your business trips in the Netherlands, your home-working allowance, your internet allowance, and the kilometre allowance via the Terms of Employment Individual Choices Model.
This policy was established in consultation with the Local Consultative Body. It was agreed that the policy will be reviewed in 2025. The change in policy applies for one year. In September/October 2025, it will be decided how the policy will be shaped hereafter.
Register your travel in Shuttel
In its role as employer, Leiden University is required to keep track of CO2 emissions associated with travel. To do this, we use the Shuttel app, in which you can register not only your commuting trips, but also your home-working days, and your business trips in the Netherlands. You can also easily track your travel, and get instant insight into your commuting allowance. For step-by-step instructions for the app, please use the Quick Guide to Shuttel.
If you prefer to use your desktop or laptop rather than an app on your phone, you can also register your trip in My Shuttel.
How much is the allowance?
Do you commute to work by public transport?
You will be reimbursed 100% of your travel expenses. Simply use the Shuttel Card (instead of your OV chip card).
Do you come to work with your own means of transport?
You will be reimbursed 7 cents per kilometre. Note that the first 10 kilometres are not reimbursed, and there is a maximum of 45 kilometres per single journey. This means that you will be reimbursed for a maximum of 35 kilometres. This applies to any type of transport other than public transport, including coming to work by car, motorbike, bicycle, scooter, or on foot. You can register your commute in Shuttel.
How do I register my commute?
You register your commute in Shuttel. Public transport commutes using the Shuttel card are added automatically. If you are new to Leiden University, you will automatically receive an e-mail to register for a Shuttel card and to activate your account. To get reimbursed, register your commute no later than the last day of the following month. Please note: you will not be reimbursed if you have not registered your commute.
You can also register your home-working days in Shuttel to claim your home-working allowance and internet allowance. Make sure you also register these allowances by the last day of the following month.
Registering a combined commuting trip using your own transport
What should you do if you use more than one means of transport and your journey is more than 10 kilometres? For example, you have to cycle 2 kilometres and then travel 10 kilometres by car. Register this as one trip and select the means of transport that you have used the most. In this example, you would choose the car. This will ensure you receive the correct allowance.
What should you do if you use more than one means of transport and your trip is less than 10 kilometres? Then, if you wish, you can register the different parts of the trip separately. As the total trip is less than 10 kilometres, there will be no allowance.
What happens if I don’t register anything?
If you do not process your registration in Shuttel or you do so too late, you will not receive any allowance. We only reimburse actual and registered trips and home-working days.
Who is entitled to a different arrangement?
If you work for Leiden University from abroad
In principle, your place of employment is Leiden and/or The Hague, and you live and work in the Netherlands. If other arrangements have been made with you, and you live outside the Netherlands, you can of course still incur travel expenses or make a business trip while in the Netherlands. In that case, the commuting allowance and registration in Shuttel also apply to you. Please consult with your manager about the number of home-working days and the number of days you work on location.
Please note: Your travel expenses claims must match the agreements you have made with your manager about working from home in your country of residence. This is important because it helps us determine whether you are socially insured. Please contact your HR adviser to request advice on this matter from Global Mobility.
If you are a student assistant or a student on placement
If you are a student assistant or a student on placement and you have an OV chip card with a student travel product, you are not eligible for an allowance. Student assistants and students on placement who incur demonstrable commuting expenses are eligible for an allowance. This must be demonstrated and recorded when you are hired or apply for a placement.
If you are an on-call worker, freelancer or PhD scholarship student without an employment contract
On-call staff (through JobMotion or not), freelancers, PhD scholarship students without an employment contract, and students are not eligible for a commuting allowance.
Want to know more?
- More information about the mobility policy
- More information about Shuttel