UT employees may be eligible for allowances to help pay for moving costs, temporary accommodation and daily travel to and from work. You must, however, meet certain conditions. For UT employees these conditions are set out in the Regulations for relocation, temporary accommodation, and commuting allowances.
If you are not eligible for a travel allowance, you might be able to use the Optional model for employment conditions to exchange hours of leave or gross salary for a tax-free kilometre allowance. You can also use the Optional Model to have the costs of purchasing or maintaining a bicycle reimbursed – again by trading in hours of leave or gross salary. This exchange will give you a tax advantage. Employees using the 30% scheme are not entitled to uses this option.
- Commuting travel
Do you have a temporary employment at UT and are you living outside your work location area at the start of your employment? If this is the case, and if you are travelling to and from work using public transportation, you are eligible for a travel allowance. Your work location is the area within a 25km radius of the place where you perform the majority of your work-related duties (the UT campus). You can only request a kilometre allowance for travelling to and from work by car if travelling by public transportation is wholly impractical.
UT employees must use the NS-Business Card (second class) for their daily commute. This personal NS-Business Card is issued by UT, and is also used for official trips within the Netherlands. Your allowance will be based on your address at the start of your appointment at UT. If you move to a new address closer to your work location at a later date, your allowance will decrease. Your allowance will cease if your new address is located within a 25-km radius of your workplace. If you move to an address further away from your work location, your allowance will not increase.
If a yearly public transportation subscription, an NS yearly subscription or an NS route subscription is the most inexpensive way to pay for your commute, the UT will purchase this subscription for you. You will then receive a personal NS-Business Card linked to your subscription.
If you use other tickets because you live outside of the Netherlands and cannot use the NS-Business Card for your commute, you can submit your statements of expenses using the Expense statement for commuter travel web application. You will find this web application under 'My apps' on the employee portal.
If you have a permanent employment or live within the work location area, you are not eligible for a travel allowance for your daily commute. You might, however, be able to use Optional Model for Employment Conditions to exchange hours of leave or gross salary for a tax-free kilometre allowance. This exchange will give you a tax advantage.
- Temporary accommodation outside your place of residence
You might be eligible for a temporary accommodation allowance if you meet the following conditions:
- at the time of your employment, you do not live within a 25km radius of the location where you carry out your main duties;
- you are unable to commute to work on a daily basis due to the travel distance/time;
- you have a temporary employment contract or your new employment contract is in addition to a primary employment elsewhere.
UT defines temporary accommodation as lodging in a town or city other than your main place of residence that is within a 25km radius of the place where you carry out your work. Your unit will decide if you are eligible for an allowance.
The actual costs incurred for temporary accommodation will be reimbursed, up to a maximum of €300 a month. Employees using the 30% scheme are not entitled to use this option.
You can submit your statement of expenses via "My Claims" in MyHR/Afas. Make sure to include proof of the costs incurred. Please note that the statements of expenses must be submitted within six months. If you do not submit your statements of expenses within this period, you will not receive an allowance for those expenses.
The allowance is paid by payroll administration. After two years, the allowance will be paid gross. This has to do with the fact that the allowance is subject to wage levy after two years.
If you receive a temporary accommodation allowance, you are also entitled to a travel allowance to pay for travel to your place of residence once a week. UT employees living in the Netherlands must use the NS-Business Card (second class) for this commute. If you live abroad or if you use public transportation services other than NS, you can submit your tickets or a statement of expenses for a kilometre allowance (of € 0.19 per kilometre) via "My Claims" in MyHR/Afas. You will receive an allowance of up to a maximum of €400 a month for these travel costs.
- Moving House: relocation allowance
You are eligible for a relocation allowance if you meet the following conditions:
- At the time of employment, you must live outside the area defined by the UT as your place of work. This is an area within a 25km radius of the place where you perform the majority of your work duties.
- Within two years of being appointed, you must move to an address within your work location.
- By moving, you must reduce the distance between your home and your workplace by at least 60%.
The allowance amounts to €3,500. If you are moving to your work location from abroad, you are also entitled to a reimbursement of the one-way ticket(s) to the Netherlands for yourself and your closest family members (spouse/child) (a return ticket is also permitted, provided the price is equal to or cheaper then a one-way ticket).
If you and your partner will both be working at UT, only one of you is allowed to request a relocation allowance This relocation allowance is paid tax-free, if at the time of payment the UT is permitted to pay the net amount under applicable fiscal rules. In all other cases, the UT must deduct wage levy from the allowance. If you meet the conditions to qualify for a relocation allowance you can apply for the allowance via "my claims" in myHR/AFAS.
You are entitled to two extra days’ leave if you are moving to your new work location because you are commencing employment at UT, or if you are relocating as a result of having been transferred to a new work location. In the latter case, you will receive an additional two days’ leave to look for a new home.
Place of Work
Your place of work is the area within a 25km radius of the place where you perform the majority of your work-related duties. For most UT employees, this will be somewhere on the UT campus. The place of work for these employees includes – but is not limited to – the following towns and cities: