Business travel

GENERAL

For domestic business trips by public transport, staff members will make use of the NS. Businesscard. It will not be possible to claim expenses for other tickets in case of a domestic business trip.

There are two types of NS. Businesscard: the personal card and the department card.

The personal card is issued in the name of/is administered by the staff member in whose name the card is issued. The NS. Business Card may only be used by this person. The unit (faculty, department) determines to whom a personal card will be made available.

The department card is issued in the name of/is administered by a unit. Staff members who do not receive a personal card, make use of a department card provided by the unit for domestic business trips.

By receiving a personal card or by signing the register of a department card, the staff member agrees to the conditions for using the NS. Business Card.

USE

1. As a rule, the NS. Business Card can only be used for UT domestic business trips by public transport. Use of the card for other purposes is only allowed in the situation described under 2.
2. A personal NS. Business Card to which a public transport seasonal ticket, purchased by the UT, has been linked, may be used for commuting by the staff member. Use of the card for other, personal purposes is only allowed if and in so far as the seasonal ticket linked to the NS. Business Card allows for this without any further costs being incurred.
3. The staff member may only use the NS. Business Card as a ticket for trips by public transport and for storing a bicycle in an NS. bicycle shed at the railway station. If the superior has given permission prior to the business trip, the staff member is allowed to use the NS. Business Card also for a (train)taxi ride from the station to his or her destination and for using the Q-Park P+R car parks. The use of any other services of the NS. Business Card is not allowed.
4. The staff member is not allowed to lend out the NS. Business Card to third parties or to have third parties use the NS. Business Card.
5. If used correctly, the staff member will not be charged any costs for using the NS. Business Card.
6. If the NS charges the UT an adjusted rate because a staff member has not used the NS. Business Card correctly, the unit may recover the costs associated with this incorrect use from the staff member concerned.
7. If a staff member makes improper use of the NS. Business Card, the UT will settle all costs associated with this improper use with the payments to be made to the staff member concerned (salary, allowances, reimbursements and such).
8. Improper use of the NS. Business Card is considered as neglect of duty in the sense of the Disciplinary Measures Regulation UT.

Theft, loss or damage

1. The staff member shall immediately report the theft or loss of the NS Business Card to the contact person of the unit (see 'help and contact' below).
2. If a staff member does not immediately report the theft or loss of the NS Business Card, the unit may recover the costs associated with the theft or loss from the staff member concerned.
3. Replacement of the personal NS Business Card in case of theft, loss or damage, runs via the contact person of the unit.

Handing in the NS. Business Card

1. The staff member to whom a personal NS. Business Card has been made available, shall hand in the Card to the contact person of the unit upon termination of the employment, no later than on the last working day.
2. The staff member who for a business trip has made use of the department card, shall hand in the NS. Business Card as soon as possible after return to the secretary’s office where the Card was collected.
3. The staff member to whom a personal NS. Business Card has been made available but who does not wish to make (continued) use of the Card, can hand in the card with the contact person of the unit (see 'help and contact' below).
4. In case of improper use of the NS. Business Card, it will be withdrawn.
5. If the staff member hands in the personal NS. Business Card of if it is withdrawn, he or she will be given proof of submission/return

You can view and alter your travel details in the Mijn NS Zakelijk portal.

To get access you have to create an account at the login page. If you forgot your password you can also request a new one at this page.

If you have trouble logging onto the portal or you lost all your login details, you should contact NS Customer service, phone +31 (0) 30 3001111, email nszakelijk@ns.nl

If you forgot your card, you should check the FAQ to find out what to do. If you have any questions about the NS-BC or what to do when your card is lost or stolen, you should contact the NS-BC contact within your department.

More information on travelling with your NS-BC: www.ns.nl/en/business. If you have any questions, you can contact NS Customer service by phone 030 300 11 11 or email nszakelijk@ns.nl.

Your taxi trip can be booked online by logging in via Mijn NS Zakelijk. You can also book by telephone no later than half an hour beforehand via 0900 204 2000 (€0.10 per minute). Before booking, make sure you have permission to take a taxi.

The taxi doesn’t wait for more than 5 minutes. You need to book at least 30 minutes in advance. You can change or cancell up to 30 minutes before departure. If you want to travel at night between 1.00 and 7.00, you need to book at least 24 hours in advance.

With your card you can park your bike at 36 NS Bicycle parkings. After you have had your NS-Business Card scanned in and a barcode has been affixed to your bicycle, you can put it in the supervised storage area.

NS Stations with parking facilities accessible with your NS-BC

Alkmaar, Alphen a/d Rijn, Amersfoort, Amsterdam Centraal (2 stallingen), Arnhem, Assen, Breda, Delft, Den Haag Centraal, Den Haag HS, Dordrecht, Ede Wageningen Zuidzijde, Eindhoven (2 stallingen), Gouda Noordzijde, Haarlem, 's-Hertogenbosch, Hilversum, Hoorn, Leeuwarden, Leiden (2 stallingen), Maastricht, Meppel, Nijmegen, Roermond, Rotterdam Centraal (2 stallingen), Tilburg, Utrecht (Oost- en Westzijde), Venlo, Weesp, Woerden, Zwolle.

Pilot parking at Station Enschede

In Enschede it should be possible to park and retrieve your bike using your NS-BC during opening hours. More information is on the NS Bicycle website.

You have free access to the lounges at Amsterdam Centraal, Rotterdam Centraal, Schiphol and Breda stations.

When you hold your NS-Business Card Dal up to the card reader as you drive in or out, the barrier will open. In Gouda and Sittard, you receive a ticket that you can pay for at the car park ticket machine using your NS-Business Card. Note that you are only allowed to use these services if you have permission from your manager.

If you want to use the taxi services you this has to be pre-approved by your manager.

Booking a taxi from the station using your NS-Business Card is very easy. There is no need for you any longer to pay it first, keep the receipts and then declare the expenses. Your taxi trip can be booked online by logging in using your card number and PIN code via Mijn NS Zakelijk. If you book a taxi trip using a departmental card, please also state your name in the comments field. You can also book by telephone no later than half an hour beforehand via 0900 204 2000 (€0.10 per minute).

Note!

• The taxi will wait for 5 minutes at the agreed upon spot
• A (train)taxi to the station can be booked online or by phone no later than half an hour beforehand. A taxi at the station can only be booked through the taxi stand on the spot.
• You need permission from your manager to use the taxi service.

GREENWHEELS CAR SERVICE

It is NOT ALLOWED to use the Greenwheels car service. Munsterhuis is the preferred car rental for UT.

It is permitted to use the OV bicycle for business travel.

In most cases the administration for the department card will fall to the secretariat or office. Department cards are added to the administrator section of your Mijn NS Zakelijk account by the UT administrator/contact.

In case you don’t have a Mijn NS Zakelijk account, you can create one by going to www.ns.nl/mijnnszakelijk (and following the instructions on screen). The UT contact/administrator can add the department cards to your account, under the administrator section.

When an workorder number (NS calls this “kenmerk”) needs to be changed, go to kenmerk aan reis toevoegen in your account. This gives you an overview of all transactions (“transacties”). Two days after a trip it is possible to view a transaction and alter an workorder number.

The next invoice (.csv) will show all characteristics. There is also an option to add a label (either personal, commuter or business) as a characteristic to a transaction. For a department card this is not necessary as it will always be business travel.

On your home screen there are also buttons for Taxi, Greenwheels and Fyra. These are options employees aren’t allowed to use (apart from the taxi services, permitted after approval upfront).

After a trip you have the option to change the workorder number via the transaction overview in Mijn NS Zakelijk. To do this, go to Kenmerk aan reis toevoegen on you home screen. Select a card to view all transactions made on the card. Note: for train trips it takes two days for transactions to be added to the overview. To add an workorder number, go to a specific transaction and select kenmerk toevoegen , enter the new workorder number (only numbers) and save (opslaan).

GENERAL

For domestic business trips by public transport, staff members will make use of the NS. Businesscard. It will not be possible to claim expenses for other tickets in case of a domestic business trip.

There are two types of NS. Businesscard: the personal card and the department card.

The personal card is issued in the name of/is administered by the staff member in whose name the card is issued. The NS. Business Card may only be used by this person. The unit (faculty, department) determines to whom a personal card will be made available.

The department card is issued in the name of/is administered by a unit. Staff members who do not receive a personal card, make use of a department card provided by the unit for domestic business trips.

By receiving a personal card or by signing the register of a department card, the staff member agrees to the conditions for using the NS. Business Card.

USE

1. As a rule, the NS. Business Card can only be used for UT domestic business trips by public transport. Use of the card for other purposes is only allowed in the situation described under 2.
2. A personal NS. Business Card to which a public transport seasonal ticket, purchased by the UT, has been linked, may be used for commuting by the staff member. Use of the card for other, personal purposes is only allowed if and in so far as the seasonal ticket linked to the NS. Business Card allows for this without any further costs being incurred.
3. The staff member may only use the NS. Business Card as a ticket for trips by public transport and for storing a bicycle in an NS. bicycle shed at the railway station. If the superior has given permission prior to the business trip, the staff member is allowed to use the NS. Business Card also for a (train)taxi ride from the station to his or her destination and for using the Q-Park P+R car parks. The use of any other services of the NS. Business Card is not allowed.
4. The staff member is not allowed to lend out the NS. Business Card to third parties or to have third parties use the NS. Business Card.
5. If used correctly, the staff member will not be charged any costs for using the NS. Business Card.
6. If the NS charges the UT an adjusted rate because a staff member has not used the NS. Business Card correctly, the unit may recover the costs associated with this incorrect use from the staff member concerned.
7. If a staff member makes improper use of the NS. Business Card, the UT will settle all costs associated with this improper use with the payments to be made to the staff member concerned (salary, allowances, reimbursements and such).
8. Improper use of the NS. Business Card is considered as neglect of duty in the sense of the Disciplinary Measures Regulation UT.

Theft, loss or damage

1. The staff member shall immediately report the theft or loss of the NS Business Card to the contact person of the unit (see 'help and contact' below).
2. If a staff member does not immediately report the theft or loss of the NS Business Card, the unit may recover the costs associated with the theft or loss from the staff member concerned.
3. Replacement of the personal NS Business Card in case of theft, loss or damage, runs via the contact person of the unit.

Handing in the NS. Business Card

1. The staff member to whom a personal NS. Business Card has been made available, shall hand in the Card to the contact person of the unit upon termination of the employment, no later than on the last working day.
2. The staff member who for a business trip has made use of the department card, shall hand in the NS. Business Card as soon as possible after return to the secretary’s office where the Card was collected.
3. The staff member to whom a personal NS. Business Card has been made available but who does not wish to make (continued) use of the Card, can hand in the card with the contact person of the unit (see 'help and contact' below).
4. In case of improper use of the NS. Business Card, it will be withdrawn.
5. If the staff member hands in the personal NS. Business Card of if it is withdrawn, he or she will be given proof of submission/return

Go to your card administrator at least one day before you have to travel by train (usually your office/ secretariat ). If you don’t know where you can to pick up a card, go to the contact of your unit.

Fill out and sign the register to get a department card. Make sure you enter the right workorder number. After your trip hand the card back to the card administrator as soon as possible.

The NS-BC can be used in trains, busses, metro and trams by checking in and out.

Note

• Make sure to always check in and out. If you forgot to check out, go back to a train station (on the same day) and check out.
• Always inform your card administrator in case the workorder number needs to be altered. When needed the card administrator has the option to change the number afterwards.

More information on how to travel with the NS-BC can be found on the NS website.

If your card has a defect, is stolen or you need a new one? Contact the contact your unit’s contact person.

For questions on how to travel with the NS-BC, you need to contact the NS directly: phone +31 (0)30 300 11 11 or e-mail: nszakelijk@ns.nl.

For questions on the distribution or in case of theft/loss contact your unit’s contact person.

With your card you can park your bike at 36 NS Bicycle parkings. After you have had your NS-Business Card scanned in and a barcode has been affixed to your bicycle, you can put it in the supervised storage area.

NS Stations with parking facilities accessible with your NS-BC

Alkmaar, Alphen a/d Rijn, Amersfoort, Amsterdam Centraal (2 stallingen), Arnhem, Assen, Breda, Delft, Den Haag Centraal, Den Haag HS, Dordrecht, Ede Wageningen Zuidzijde, Eindhoven (2 stallingen), Gouda Noordzijde, Haarlem, 's-Hertogenbosch, Hilversum, Hoorn, Leeuwarden, Leiden (2 stallingen), Maastricht, Meppel, Nijmegen, Roermond, Rotterdam Centraal (2 stallingen), Tilburg, Utrecht (Oost- en Westzijde), Venlo, Weesp, Woerden, Zwolle.

In Enschede it should be possible to park and retrieve your bike using your NS-BC during opening hours.

More information the NS Bicycle Website.

NS HISPEED LOUNGE

You have free access to the lounges at Amsterdam Centraal, Rotterdam Centraal, Schiphol and Breda stations.
www.nsinternational.com/nl/stations/nsinternational-lounge

When you hold your NS-Business Card Dal up to the card reader as you drive in or out, the barrier will open. In Gouda and Sittard, you receive a ticket that you can pay for at the car park ticket machine using your NS-Business Card. Note that you are only allowed to use these services if you have permission from your manager.

If you want to use the taxi services you this has to be pre-approved by your manager.

Booking a taxi from the station using your NS-Business Card is very easy. There is no need for you any longer to pay it first, keep the receipts and then declare the expenses. Your taxi trip can be booked online by logging in using your card number and PIN code via Mijn NS Zakelijk. If you book a taxi trip using a departmental card, please also state your name in the comments field. You can also book by telephone no later than half an hour beforehand via 0900 204 2000 (€0.10 per minute).

Note

• The taxi will wait for 5 minutes at the agreed-upon spot
• A (train)taxi to the station can be booked online or by phone no later than half an hour beforehand. A taxi at the station can only be booked through the taxi stand on the spot.
• You need permission from your manager to use the taxi service.

It is NOT ALLOWED to use the Greenwheels car service. Munsterhuis is the preferred car rental for the UT.

It is permitted to use the OV bicycle for business travel.

Your department or unit (faculty, department, service centre) has made a selection based on past business travel patterns. It is possible that your department or unit opts to use personalized cards, or (non personal) department cards exclusively. Employees who are not issued with a personal NS Business Card can use the department card, available through the secretarys office or card administrator, for their business train travels. Employees who are entitled to commuter travel by public transport issued by the UT will be provided with a personal business card (with season ticket).

The current NS Business Card (1 april 2014) is valid for 5 years. You will receive notification about the next stage before your card expires.

As of 1 March 2012, all UT employees can use either their personal or department NS Business Card for business travel by public transport within the Netherlands. From 1 March 2012, it will no longer be possible to claim expenses for other train tickets/cards used for business travel.

Each card has been linked to a specific workorder number. All travel costs are charged to this workorder number. If you travel using check in/out, you consult your travel history afterward (usually visible after 2 days) with Mijn NS Zakelijk. Go to "Kenmerk (aan reis) toevoegen" and specify the preferred workorder number in the annotation field. If an workorder number has to be changed permanently (because you switched projects/departments), you should contact your unit's contact person. 

Note. Make sure to change the workorder number in the same calendar month the trip occurred. Enter only the preferred workorder number and no additional text (and no hypen). Any additional text will make it illegible for the SAP programme to read.

For an overview of your travel details of a personal card, you can create a personal Mijn NS Zakelijk account. Travel data will be visible as of two days after journey. For an overview of travel details for a department card, you can ask your card holder to access the account for the department card.

A monthly invoice is sent to the University. Your NS Business Card contains a personal reference number (workorder number), which automatically charges the costs to your unit.

NS Business Cards will be distributed mid-March. Department cards will be available through secretary offices or through your unit's contact.

New employees or employees who didn't receive contract extention before 15 January (termination 1 April), but will after this date, can expect their card in April/May, and should use a department card in the mean time.

The NS Business Card can only be used for business travel by pubic transport within the Netherlands and in some cases for commuter travel (HR has informed you beforehand if you are entitled to commuter travel), NS Bicycle parking, taxi services and Q-park (with the condition that your supervisor gave persmission beforehand). The NS Business Card cannot be used for other products or services such as the OV bike or Greenwheels.

You can contact your unit's contact (see and call or email the NS customer services 030 300 11 11 (8:30 a.m. - 5 p.m.) / nszakelijk@ns.nl

The NS contact of your unit has access to a list with workorder numbers and related card numbers.

No. It will no longer be possible to claim expenses for other railway tickets. This applies to both paper tickets and private travel passes.

All cards are activeted for check-in/out upon receipt.

You can create a personal account by going to Mijn NS Zakelijk.

All cards are activeted for check-in/out upon receipt.

You can create a personal account by going to Mijn NS Zakelijk.

For online bookings or bookings by phone, you need a pincode or PIN. The default code is the same as the last 4 digits of the 16-digit card number. When you create you MijnNS Zakelijk account you will need to change this code. To change the code, you need a MijnNS Zakelijk account. Go to MijnNS Zakelijk and create an account. For department cards your card holder usually has the pin code.

Please report theft or loss of your NS Business Card immediately to the NS contact of your unit. If you aren't able to contact this person, try another NS contact on the list.

Return your card to the NS contact of your unit. Do this before your last day.

When you don't want access to a personal card, because of the risk of loss etc., you may hand in the card at your units contact. Note. When handed in, the card will be blocked for further use.

Report this to the contact of your unit and return your card. A new card will be ordered.

The NS Business Card is valid for 5 years.

No. When you use it responsibly, using the card is free and there are no additional costs. However you should use it for business train travel only.

No. The NS terms for the Business card, do not allow this. You can however use your card for all forms of public transport e.g. metro, busses, trams.

For commuter travel, employees use season tickets or a travel subscription. As of 2014 these tickets (when issued by HR/UT) are integrated on the NS-BC.

All cards are activeted for check-in/out upon receipt. You can use it immediately in bus, tram, metro and train.

Is is no longer necessary to book trips in advance. You should use the check-in / out option at the station or in the bus/tram.

If you transfer to a different NS train, you have to check out if you change carriers. If you transfer to another carrier, you will need to check out with the one carrier and check in and out again with the next for the remainder of your trip. For example, if you are travelling from Hengelo to Arnhem via Zutphen. You need to will need to check in with Syntus at Hengelo station. In Zutphen you need to check out with Syntus first and check in with NS after for the remainder of your trip. In Arnhem you check out for NS.

No, the NS Business Card an only be used by one person at the time. Some department cards however have a discount ticket on them, which allows travel companions to use the 40% "samenreiskorting".

The NS Business Card is delivered in the class setting as it was initially ordered in. Corresponding the UT travel policy this is 1st class. You are not restricted to this default setting. If you prefer to travel in a different class, you can change your settings at MijnNS Zakelijk.

It is not allowed to use the card for personal travel purposes. The NS Business Card is to be used for business travel. Business travel involves an employee travelling outside the place of employment to carry out work activities as assigned by management. If an employee makes improper use of the card, the university is authorized to confiscate the card immediately and deduct the costs from payments owed to the employee. The employee who has made improper use of the card can also be liable to disciplinary measures. A personal NS Business Card to which a public transport seasonal ticket, purchased by the UT, has been linked, may be used for commuting by the staff member. Use of the card for other, personal purposes is only allowed if and in so far as the seasonal ticket linked to the NS Business Card allows for this without any further costs being incurred.

Yes, but only the NS bicycle parking, Q-park, P+R and taxi services. Before using the taxi services or parking, you need explicit permission from your supervisor. The NS Hispeed Lounges at het Amsterdam, Rotterdam and Schiphol train stations are also free of charge for NS-BC travellers (+1 guest), more info on the lounges NS Hispeed website.

You cannot use the NS-BC for products or services such as the OV bike, Greenwheels and NS scooter.

Yes, you can request a refund by filling out the form Geld terug bij vertraging. You can get this form at the NS service desk, Kiosk, or ask the Klantenservice 0900-202 11 63 (0,10 euro p.m.). You can also ask for a reimbursement through Mijn NS Zakelijk.

Yes, with most carriers for bus, tram and metro it is now possible to use the NS-BC.

Your only option is to purchase a (paper) ticket and contact the contact person of your unit afterwards.

No. Just like with the regular OV-chip card, it is not possible to use it for travel with more than one person at the time.

The taxi service is the only service that can be booked in advance. Travelling by train, bus, metro or tram takes place by checking in and out.

You can change or cancel a booking via the phone 0900-204 2000 (0,10 euro p.m.) or internet Online.

Log in on Mijn NS Zakelijk with password and email address (you need to create an account first)

Choose taxi services.

Fill out the information.

Fill in the 'kenmerk' field, if you need to change the workorder number (please only use numbers).

Note. Only taxi services can be booked in advance. Train travel (or metro, bus, tram) takes place by checking in/out.

Call 0900 - 204 2000 (0,10 euro p.m.).

You need the card number and PIN. Note. Only taxi services need / can be booked in advance.

Card number and PIN.

Workorder number (in case it differs from the default workorder number, to enter under 'kenmerk').

Travel information: departure, destination, etc.

You can travel by bus, tram, metro and train by checking in and out at the station or in the tram or bus. Booking in advance is only necessary for travel by taxi.

Applying for check in / out is not necessary, it is already activated. The cards are ready to use.

If you forgot to check out, you can still check out the same day you travelled on. To check in again for a next trip, you will need to wait three minutes. If you do not check out, a correction fee (varying from €10 to €65) will be charged.

If a check-in gate or post is not working, you will need to check in at a different gate or post. If none of the check-in points at a station are working, you can buy a paper ticket. For reembursement get in touch with your unit's contact person.

If you cannot check out, please report this as soon as possible to the contact of your unit. A correction fee will then be charged to your account. Your contact person can log a request for a refund. If you have a personal card, it is also possible to request a refund through your Mijn NS Zakelijk account.

If you transfer to a different NS train, you do not need to check in or out again. If you transfer to another train carrier, you will need to check out with the NS. For the remainder of your trip will need to check in and out with the next carrier.

Always, you can use your card by checking in and out. If you transfer to a different NS train, you do not need to check in and out again. If you transfer onto a different carrier or a different form of public transport, you need to check out and check in (and afterwards out) for the remainder of your trip.

Log on at MijnNS Zakelijk. Work-Order number can be added under Kenmerk aan reis toevoegen - Managen reishistorie. Travel data is visible two days after the trip. A Work-Order number can be added afterwards when you traveled with check-in/out. If you travel by department card, you need to contact your cardholder.