Relocation expenses
If you relocate for your work or if the University requires you to move, you may qualify for a relocation allowance or bonus.
Relocation allowance
The relocation allowance is a contribution towards the cost of relocation. This means removal costs and sometimes refurbishment costs.
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Removal costs
Removal costs are expenses incurred in moving your belongings. If you wish to have these reimbursed you must submit a quote, and this must be approved. You must also submit the original invoice.
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Refurbishment and other costs
You may be reimbursed for various other expenses, such as refurbishment costs. This is on a case by case basis. The allowance can never exceed the maximum tax-exempt amount of €7.750.
When are you eligible for a relocation allowance?
You are eligible for a relocation allowance if the University requires you to relocate. In some cases, you may be eligible for the allowance even if the University does not require you to relocate.
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Required relocation
If the nature of your work means that you have to live close to the University, you may be required to relocate. This would be for roles in which you must be at the University almost immediately in the event of an emergency. If the University requires you to relocate, you must move close to your work as soon as possible, and within two years.
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The University does not require that you relocate
If you meet certain conditions set by the Tax and Customs Administration (Dutch only), you may also be eligible for a relocation allowance, even if you have not been required to relocate. Even in this case, the compensation can never exceed the tax-exempt maximum amount of €7.750. If the University does not require you to relocate, you may request a relocation allowance with the University, but the University is under no obligation to pay it.
Relocation bonus
The University wants to encourage its staff to walk or cycle to work in order to reduce its environmental impact. You may therefore be eligible for a relocation bonus of € 2,500 if you move to within a radius of ten kilometres from your work address and do not receive a relocation allowance. You are eligible if you:
- have a permanent contract or the prospect of one
- are moving within ten kilometres of your work and will no longer receive a commuting allowance
- currently receive the maximum commuting allowance
If you work part time, the relocation bonus is calculated in proportion to the number of days you work per week or your contractual hours.
Repayment
If you resign from your post or are dismissed for misconduct or negligence within a year of being granted the allowance or bonus, you will have to repay it. If you resign or are dismissed between one and two years of being awarded the allowance or bonus, you will have to repay 50%.
Applying for the allowance or bonus
You must apply for the relocation allowance or bonus within three months of moving.
The Institute for History offers reimbursements and subsidies for the following research-related activities/matters:
- Conference visits
- Conference or workshop organisation in Leiden
- Editing costs
- Business (research) trips
- Some personnel costs (moving expenses, language courses, business cards)
- Costs related to the defence of a PhD
Detailed information about reimbursements and subsidies of the Institute for History, and how you can apply for them, can be found in this overview.
Matching funds
The subsidies granted are rather limited in nature and some restrictions apply. One is expected to apply for matching funds - if possible - from other organisations, such as the Leiden University Fund (LUF). Since the LUF committee - that decides on who will receive grants for academic activities - only meets a few times a year (and not during the summer months), and no subsidies are awarded for past activities, it is imperative that you apply for a LUF grant well in advance.
A prerequisite for the LUF subsidy is that one third of your total costs will be paid for by the Institute for History. So, first of all you have to apply for a subsidy at the Institute for History. When you receive a confirmation from the institute, you can attach the confirmation letter to your LUF application.
Application forms
If you want to apply for a subsidy from the Institute for History (for research-related travel or for conference organisation in Leiden), you can use the following forms.
Application form for research-related travel for conference attendance (abroad) or research travel.
Application form for conference organisation at Leiden University.