Reimbursement of expenses for business trips in the Netherlands
If you want to travel on business in the Netherlands, you must request permission to do so from your manager. If you travel for work, you are entitled to an allowance for travel and subsistence expenses.
In principle, you travel by public transport, unless that is not possible, in which case you may use your own means of transport, a taxi, or a rental car, but you should discuss this beforehand with your manager.
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 your home-working allowance, your internet allowance, and the kilometre allowance via the Terms of Employment Individual Choices Model.
Allowance
- If you travel by public transport, you will be reimbursed for the actual costs incurred. If travelling by train, you should travel second class. You can use your Shuttel card, which will automatically register your journey in the app/My Shuttel. Please indicate in Shuttel that this is a business trip. Then select ‘business’.
- If you use your own means of transport, you will be reimbursed €0.23 per kilometre. Please register this trip in Shuttel to receive the allowance.
- When entering a business trip in Shuttel, you will see a field for a project code. Here you can enter the SAP number to which the costs can be booked. The system automatically checks whether the number you entered actually exists. You can ask your manager which SAP number you should use.
If you cannot get to your destination by public transport or some other means of transport, you can, exceptionally, hire a taxi or rental car in consultation with your manager. The procedure you need to follow is as follows:
- Discuss the option with your manager.
- Once they have approved your request, you can book the taxi/rental car, and claim the expenses via the expenses application in Self Service.
- When claiming a taxi or rental car, make sure you include your receipts and your trip statement, so we can reimburse your expenses in full.
Reimbursement rates as of 1 January 2025
| Type | Amount |
|---|---|
| Dinner |
€ 32,37 |
| Lodging |
€ 152,19 |
| Breakfast |
€ 14,87 |
Conditions
You will receive an allowance for dinner, accommodation and breakfast untaxed and regardless of the amount you actually spent, provided you meet the following conditions:
- You actually incurred these expenses in a designated establishment.
- You do not need to include receipts for these expenses in your claim. However, dinner time (between 6 p.m. and 9 p.m.) must fall within your business trip.
- The breakfast allowance and accommodation allowance only apply to overnight stays during a business trip.
Claim your business trip in the Netherlands
You can claim your travel expenses in Shuttel. You can claim a taxi/rental car (exceptionally) via the expenses application in Self Service. Subsistence expenses (dinner, accommodation, and breakfast) can also be claimed via the expenses application in Self Service.
Staff that are not employed by the University
Assessors are not employed by the University and are entitled to reimbursement of commuting expenses. Assessors can file their claim via the expenses claim form for staff that is not employed by the University.
Want to know more?
- More information about the mobility policy
- More information about Shuttel
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.