Terms of employment

Business travel

When you are required to travel in or outside the Netherlands for your position, this qualifies as a business trip. Commuter traffic, travel on campus and travel between campus and the ITC are not considered business trips by the UT. Temporary employment elsewhere in the Netherlands or abroad does not qualify as a business trip.


A business trip must always be coordinated beforehand with your manager and/or the authorizing officer. If your business trip has been approved, the UT will pay for the necessary costs for travel and accommodation. More information on the conditions to be met is available in the UT Business Travel Reimbursement Scheme (pdf).

Domestic business travel

Where possible, domestic business travel is to be done by public transport. for this travel you will use a NS Business Card of the UT. If travelling by public transport is not possible or practical, your manager can grant you permission to travel by car. In that case, you will be entitled to a tax-exempt allowance of €0.19 per kilometre. If you travel with one or more colleagues per car, only the person whose car is being used has the right to this reimbursement.

International business travel

Plane tickets for international business travel are booked through the UT's business travel agent: VCK Travel. If required, this travel agent will also arrange for international train tickets and hotel reservations.

Since 20 March 2017, VCK Travel is the contracted travel agent for the University of Twente. VCK Travel is in the middle of the process of setting up a new online booking tool. For now, bookings can be made through the UT Travel Unit.

In order to book complex business trips (combination travel, group travel, special destinations, booking adjustments, etc.) you can also use the services provided by the UT Travel Unit. The UT Travel Unit can also offer advice on applying for a visa.

If you will be taking an international business trip, make sure to apply for the UT's collective travel insurance in a timely manner. To do so, use the 'International registration and travel insurance' web application.

Practical information