Reimbursement of expenses for accomodation during business trips

With respect to business trips, in principle the University of Twente only reimburses actually made costs of accommodation. This means that you need to submit supporting documents with your statement of expenses. Any reimbursements for actually made costs which you received from another institute than the University of Twente, are deducted from the allowance provided by the UT. Also, if third parties make available facilities in connection with the business trip (for example accommodation), you will not receive any reimbursement for the costs component concerned.

Some faculties and service departments provide fixed allowances for the following components, irrespective of the costs actually made:

You can ask the secretariat of your faculty or service department which policy your unit employs.

DOMESTIC

The accommodation allowance is split into different amounts of reimbursement for the costs of accommodation, meals and petty expenses. The amounts are based on the rates employed by the government sector, and are adjusted regularly.

In order to compensate petty expenses during the business trip, you can receive a day component and/or an evening component. You are entitled to the day component for each business trip you make outside the place where you normally perform your activities and which lasts a minimum of four hours. You only receive the evening component if in addition to this an overnight stay is involved. Your faculty or service department can also decide to reimburse special costs which are closely related to the business trip.

Maximum reimbursements for accommodation in the Netherlands as from 1 January 2011

ABROAD

If in connection with a business trip you are to stay abroad, you receive a reimbursement that depends on the country where you are staying. In the development of the price level of the reimbursements, the University of Twente follows the rates used by the government sector. Click here for an overview of the standard amounts per country.

The reimbursement for meals and petty cash is made up of various components, expressed in general percentages of the standard amount for other costs from the overview (breakfast 12%; lunch 20%; dinner 32%; other 36%). For overnight stays there are separate maximum reimbursements. Your faculty or service department may decide to adjust the reimbursement for your overnight stay if the actual costs are considerably higher or lower than the standard amount.

The faculty or service department may also decide to reimburse certain costs which are closely connected to your stay abroad and which have not been included in the reimbursement for accommodation costs, such as costs for purchasing foreign exchange, any loss on exchange and vaccination costs.