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.
Travel expenses claim
You can claim travel expenses up to six months upon return from a trip. After these six 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.
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.
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 fee is made up of various components, which are listed below. To determine the amount of the standard reimbursement, we use the same amounts that are used in the Collective Labor Agreement for Central Government Staff (Appendix 7). Each component is expressed as a percentage of the amount for miscellaneous expenses included for that specific country in the appendix 8 of the CLA for central government staff: tarieflijst verblijfkosten buitenlandse dienstreizen (price list for accommodation and miscellaneous expenses incurred on foreign business trips) (only in Dutch).
Find here the old price list valid from 1 January 2020 – 31 December 2020.
- 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.