In these regulations the following is understood to mean:
- administrator: the dean of a faculty or the director of a service department
- staff member: the person who is employed by the university
- university: the University of Twente
II Business trips
- A domestic business trip is involved if the administrator considers it necessary that a staff member temporarily performs his tasks outside the place where he or she ordinarily performs his or her tasks and if in connection with this the staff member needs to make business trips in the Netherlands.
- A domestic business trip is also involved if the business trip starts in the Netherlands and only a small part of the travel takes place outside the Netherlands, or which does not involve any meals or an overnight stay abroad.
- In all other cases a business trip is considered to be a business trip abroad.
- The staff member who makes a business trip, receives an allowance in accordance with this scheme.
- The compensation is reduced by any compensation received from third parties.
For the calculation of the compensation of travelling and accommodation costs the place where the staff member ordinarily performs his or her activities is assumed as starting point and final destination of the business trip. If departure from the staff member’s place of residence is more efficient, this will be regarded as starting point and final destination of the business trip.
- No business trip is involved if it can be anticipated that during a period of at least four weeks the staff member will perform his or her activities elsewhere for more than 50% of the working days.
- If a situation as mentioned in the previous paragraph is involved, the staff member is entitled to an allowance for the costs of transport between his place of residence and the place where he or she is temporarily stationed and for any accommodation costs outside the place of residence. This allowance is calculated in accordance with the “Allowance for the costs of moving, accommodation outside the place of residence and commuter travel scheme University of Twente”.
- For business trips, the staff member makes use of public transport.
- The administrator will provide a railway ticket to the staff member travelling by train.
- The staff member who uses the train, is allowed to travel first class.
- The administrator reimburses the costs of an NS bicycle shed after submission of the ticket for storage.
- The administrator reimburses the costs of transport by bus, airplane or boat after submission of the transport ticket.
- If a business trip by public transport is impossible or inefficient, the administrator can give permission to use the staff member’s own car.
- If the administrator has given permission to use the staff member’s own car, the costs are reimbursed in accordance with the mileage allowance in annex 1 to this scheme.
- The mileage allowance covers among other things the costs of adequate insurance against fire, theft and damage. In the event of accidents taking place in the context of business trips, the university is not liable for damage or the loss of the no claim bonus.
- The administrator determines whether a situation as referred to in paragraph 1 is involved.
- If for a business trip the staff member makes use of his own car while public transport is possible as well as efficient, he is not entitled to a reimbursement of the travelling expenses.
- In deviation of paragraph 1 the staff member is entitled to this allowance if he travels with one or several staff members to the same location. The level of the allowance depends on the number of staff members travelling with him and is calculated in accordance with annex 1. The staff member whose car is used receives the allowance after submission of an expenses sheet.
- The staff member who submits an expenses sheet as referred to in the previous paragraph, must state on this form the names of the staff members who travelled with him.
- If it is in the interest of the service department that in addition to public transport the staff member travels by taxi, the administrator may decide to reimburse the full taxi costs based on a declaration of expenses, or by providing a train taxi ticket.
- The costs of accommodation within the Netherlands qualify for reimbursement in accordance with annex 1.
- Costs of accommodation are understood to mean the costs made during a business trip of more than four hours for meals, accommodation, and petty expenses during the day and night.
- The costs of meals and accommodation are reimbursed in so far as these have actually been made.
- If the actual accommodation costs are higher than the amount stated in annex 1, the administrator may decide to reimburse the costs actually made.
- The administrator decides to what extent other extraordinary expenses directly related to the business trip within the Netherlands qualify for reimbursement.
- In case of business trips abroad the staff member is entitled to a reimbursement in accordance with the rates as laid down in the rates list accommodation and other costs relating to business trips abroad, which is part of the Foreign Travel Scheme for the Public Sector.
- If the actual accommodation costs are lower than the accommodation component in the rates list, the actual costs will be reimbursed.
- If the actual accommodation costs are higher than the accommodation component in the rates list, the reimbursement according to the rates list applies. The administrator can decide to reimburse the costs actually made.
- The administrator decides to what extent other extraordinary costs that are not directly related to the business trip abroad, qualify for reimbursement.
- The staff member submits his expenses sheet for travel and accommodation costs and any other costs to the administrator, including receipts. For the reimbursement of the day, lunch and evening component in case of domestic business trips, no receipts are required. For reimbursement in case of foreign business trips no receipts are required for petty expenses and expenses in connection with breakfast, lunch and dinner.
- For submitting the expenses sheet the staff member makes use of the expenses sheet form.
- If the staff member makes frequent business trips, the administrator may decide to grant a fixed travel sum per month. Any corrections will be made afterwards, based on an expenses sheet with actual expenses.
III Final stipulations
For individual or groups of staff members the administrator may deviate from this scheme if special circumstances give rise to this.
Explanation by article
This article explains when a business trip is involved.
If the staff member receives a reimbursement pursuant to another arrangement, this is deducted from the reimbursement which the university provides under this scheme.
If third parties allow the use of facilities in connection with the business trip, based on this scheme no reimbursement is provided for the cost component in hand. If, for example, a third party provides accommodation, the university will not provide a reimbursement for accommodation costs. Therefore a reimbursement is only given for costs actually made. An exception is made for components in the domestic accommodation cost allowance for petty expenses during the day and night, the hourly allowance for the accommodation costs abroad and the allowance for lunch (see also the explanation to the articles 10 and 11).
It is possible that in connection with the business trip the staff member is to travel outside regular working hours. This travelling time is not considered as working time and therefore does not qualify for a reimbursement. The administrator may however decide to grant an hourly compensation. However, this does not involve a right.
If during a period of at least four weeks a staff member temporarily needs to perform his work elsewhere in the Netherlands, no business trip is involved. In this situation there is no basic difference between someone who ordinarily performs his activities on location. It can be that the staff member will qualify for an allowance for the costs of accommodation outside the place of residence for commuter travel in accordance with the “Allowance for the costs of moving, accommodation outside the place of residence and commuter travel scheme University of Twente”.
Starting point is that for their business trips, staff members are to use public transport as much as possible. The university provides the transport tickets for this. For some destinations the university may be unable to provide transport tickets. In that case the staff member can submit an expenses sheet after purchasing the transport ticket.
The university’s policy is aimed at limiting the use of the car for business trips as much as possible. Only in those cases in which travelling by public transport is impossible of inefficient, a mileage allowance is used. For example, if the travelling time by public transport is unacceptably long, or if equipment needs to be taken along. This will only apply to a limited number of cases, and is incidentally to be avoided as much as possible. The mileage allowance includes a component for a premium for insurance against fire, theft and damage. The university expects from the staff member that he take out adequate car insurance.
The accommodation costs allowance has been subdivided into different reimbursement amounts for the costs of meals, accommodation and petty expenses (see annex 1). In case of changes in the rates of the Public Sector, these amounts will be adjusted.
To limit the petty expenses, there is a day component and an evening component. The staff member is entitled to a day component for each business trip outside the place where the staff member normally performs his activities and which last at least four hours. In order to be entitled to the evening component, in addition there must be an overnight stay following the evening.
The costs of meals and accommodation are only reimbursed in so far as these have actually been incurred.
A stay abroad is subject to an accommodation costs allowance in accordance with the rates list for accommodation and other costs applicable to business trips for the Public Sector. Per country and within each country different amounts apply and in many cases a division is made between accommodation and other costs.
Adjustments to these amounts are in line with those for the Public Sector.
The accommodation costs allowance consists of different components expressed in general percentages (see annex 1).
The administrator can decide to reimburse certain costs which are closely related to the stay abroad but are not included in the accommodation costs allowance. For example, costs for purchasing foreign exchange, any currency losses and vaccination costs.
Annex 1 Reimbursements for business trips (1 January 2009)
Mileage allowance if public transport is impossible or inefficient
- per kilometre travelled € 0.19
per kilometre travelled € 0.07 per person up to a maximum of in total € 0.19 per kilometre
Percentual subdivision accommodation costs abroad
petty expenses (hours component)
1.5% of the amount for miscellaneous costs in the rates list
lunch (lunch component)
20% of the amount for miscellaneous costs in the rates list
evening meal (dinner component)
32% of the amount for miscellaneous costs in the rates list
accommodation (accommodation component)
actual costs up to the maximum in the rates list
breakfast (breakfast component)
12% of the amount for miscellaneous costs in the rates list