Conference - Business trips Protocol PHT 2025
The general rule is that staff members visit one (inter)national conference per year. Only in exceptional cases will a second trip be allowed. We also ask you to reflect on the necessity to go outside of Europe and consider options within Europe.
Costs are paid only when the staff member presents a poster or paper or is otherwise engaged in the conference so that the work of PHT is visible. An exception are international meetings that are mandatory for your project.
We hope to pay conferences as much as possible from project budget, so when you apply for funding, it is good to add costs for conference visits to the budget!
WHEN YOUR REQUEST IS ACCEPTED, YOU CAN PLAN YOUR TrIP.
- According to UT policy, flights can only be booked via our secretaries, Daniëlle and Talitha
- Make hotel registrations yourself (preferably)
- If you need to cover the costs, you can apply for a prepayment (advancement) by the financial department (Unit4).
- If you go abroad you need to register for a travel insurance and international travel registration
(see International registration and travel insurance). - Keep payment receipts of all the expenses you incur. Keep in mind the rules for daily expenses per country differ.
(check article 8 in this link) - We use Unit4 to declare the expenses.
