Business travel

Language:
EN

Travel for and during work

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

Authorisation

A business trip is undertaken in consultation with the budget holder. 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 Regulations on declaring expenses University of Twente. Costs are declared via Unit4, see the explanation below under 'PRACTICAL MATTERS TRAVEL EXPENSES'.

Domestic business travel

Public transport is used for domestic business travel. For this travel, by train bus, tram or metro, you may use a NS Business Card of the UT. 

  • NS business card

    Your unit (faculty, department or service centre) can provide you with either a personal card or a departmental card. You use the card to check in and out. The NS sends the bill to UT. There is no need to charge this card. For more information, go to the NS business card page on the service portal.

  • How to travel with a NS Business card

    CHECKING IN AND CHECKING OUT

    The NS business card is used to check in at the train station where you depart and out at your final destination. You hold the card in front of the reader. After this the gate opens and you can go through.

    You can use the NS business card for all transport providers in the Netherlands: NS, Blauwnet, Arriva and more. When you have a journey where you use more than 1 provider, you need to check out from NS and check in by for example Blauwnet when you transfer. On the platform check-in stands of the different providers are available for this.

  • Using an OV-bike

    When you need to travel from the final station to your final destination, you can hire an OV-bike with the NS business card or use the bus, metro or tram. The OV bike has a carrier for your bag and lights, making it a comfortable means to travel the last bit of your trip.

My destination is not reachable by public transport

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

UT stimulates travelling by train for destinations within Europe. The train is the standard mode of travel for destination below 800 km or destinations that can be reached within 10 hours. This train map shows the locations to which it is the default option to travel by train.
Please click on the image below to open the Train Zone map (pdf).

international train travel

With a personalized NS business card you can access your “Mijn NS zakelijk” (business) portal. If 'Book international travel' is visible under Immediate Booking in “Mijn NS Zakelijk”, then you can book an international train ticket using your NS-Business Card. If that is not the case, then you must first have this option activated by your faculty’s or department’s NS contact person.

  • How to book an international train ticket

    Log in via Mijn NS zakelijk (choose log in as contact person) or via NS international (and log in via button top right)

    1. Choose your destination

    2. Choose the day of travel (outward trip), followed by choosing departure time in the morning, afternoon or evening.

    Example:

    3. Choose travel class

    4. Choose flexibility level and seat reservation

    5. Then choose either continue with one way or choose your return trip and repeat the choices made above.

    6. Click Book now to finalise the booking process.

    You can see the route details and locations where you need to change trains.

    Chat function NS

    NS also has a chat function on this page, in case you need some help.

    During an international journey, you only need your international train ticket to ride the train (digital or on paper). You only need to show your NS-Business Card if you are using the card to receive a discount on your international journey and/or while traveling to the departure station for your international train.

    Please note: Always check your booking a day before you travel in case changes have occurred.

  • What about the domestic leg of my train trip?

    When you book your entire journey via Mijn NS Zakelijk, your international train ticket is also valid for the domestic leg of your trip to the departure station for your international train. You need not check in and out with your NS-Business Card.

    If you have booked your international journey from the departure station of the international train, but you still need to travel to that destination within the Netherlands, then you must check in and out for the domestic leg of your journey using your NS-Business Card. You can then continue your journey on the international train using your international ticket.

    NS recommends booking the entire journey via Mijn NS Zakelijk, so that you do not need to check in and out along the way.

  • Changing or cancelling train tickets

    Depending on the applicable terms and conditions, you may change or cancel the international train booking any time before your scheduled departure date. Simply call the NS International Service Centre at 030 - 2300023. They are standing by to help you 24 hours a day, 7 days a week.

    UT’s Travel Unit may be able to assit you as well.

  • My journey cannot be booked online

    If your train journey cannot be booked online, UT’s Travel Unit can book the trip for you.

  • Travelling in a group / group tickets

    Booking train tickets for a group is facilitated by the UT’s Travel Unit.


International flights

Standard flights can be booked by the secretary's office of your faculty or service department. For complex business travel arrangements, such as combination trips, group travel and special destinations, or to adjust previously made travel arrangements, the UT’s Travel Unit (UTTU), located in the ITC faculty building, can assist employees.

My destination is not reachable by train or plane

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.

collective travel insurance

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.

Working abroad for a longer period

If you work abroad for a longer period, this is not seen as a business trip, but as "employment abroad". In addition to registering for collective travel insurance, it is important that you arrange a number of matters, including in the field of social security and health insurance. The information is summed up on the the 'working abroad' page. Practical matters need to be arranged through the outgoing staff web application.

Practical matters travel expenses

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.

Proceed to Unit4 ERP application

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 6 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).

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.

Please contact the HR-assistant of your service department if you may have any questions. 

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