Business travel

Travel expenses claim

If you have incurred expenses during a business trip and these expenses are eligible for reimbursement, you can submit an expense statement afterwards. Normally, reimbursement is given on the basis of original invoices. If the dean or director is of the opinion that, considering the circumstances, you cannot be reasonably expected to submit proof, they may decide that a written statement of the expenses incurred suffices.

For business trips to countries in Africa, Asia, Central and South America and Eastern European countries (non-EU members), the UT uses a different reimbursement scheme. If you go on a business trip to one of these countries, you are entitled to a standard travel allowance for expenses incurred during the business trip. This reimbursement excludes expenses for overnight stay. The latter expenses will, just like with trips to all other countries, only be reimbursed upon submission of the original invoices.

Please note: it is possible that the standard travel allowance is not allowed for a specific trip because of subsidy regulations. In such case, the regular reimbursement scheme applies and the UT only reimburses the expenses you can prove to have incurred.

You can claim travel expenses up to six months upon return from a trip. After these three months, the right to receive an allowance for expenses incurred lapses.

Travel and accommodation expenses incurred on business trips can be claimed through the web application for “expense reports employee”, which you can find on the UT’s Employee Portal.

Standard travel allowances

The UT uses a different reimbursement scheme for these countries in Africa, Asia, Central and South America and Eastern European countries (non-EU members). If you go on a business trip to one of these countries, you are entitled to a standard travel allowance for expenses incurred during the business trip. This reimbursement excludes expenses for overnight stay. The latter expenses will, just like with trips to all other countries, only be reimbursed upon submission of the original invoices.

The standard reimbursement is made up of several components, which are listed below. Each component is expressed as a percentage of the amount for miscellaneous expenses included for that specific country in the Tarieflijst logies- en overige kosten bij dienstreizen buitenland (Price list for accommodation and miscellaneous expenses incurred on foreign business trips): (only in Dutch).

Components

  • Hourly component (small expenses): 1.5% of the amount for miscellaneous expenses for every hour of the business trip.
  • Breakfast allowance: 12% of the amount for miscellaneous expenses for every period from 06:00 to 08:00 falling within the business trip.
  • Lunch allowance: 20% of the amount for miscellaneous expenses for every period from 12:00 to 24:00 falling within the business trip.
  • Dinner allowance: 32% of the amount for miscellaneous expenses for every period from 18:00 to 21:00 falling within the business trip.

Please note: It may be possible that standard travel allowance is not allowed for a specific trip because of subsidy regulations. In such case, the regular reimbursement scheme applies and the UT only reimburses the expenses you can prove to have incurred.

Advance mission expenses

If you expect to spend more than € 200 on travel and accommodation, you can apply for an advance. Use the advanced payment request web application to do so.