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UT-Flex / UT Student Jobs

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UT-flex / UT Student jobs

UT-Flex/ UT Student Jobs provides UT students with the opportunity to work at the university. The activities can be related to education and/or research (like a teaching assistant) but also can have a general nature.

UT Student Jobs: available from April 2023

  • Decision tree: I want to hire a student. How do I do that?

    The deployment of student employees at UT is changing. With this decision tree, we help you through the application process. You will always find the latest application process here.

    • Step 1. Decide where the working activities will be carried out

      Will the student work at or for a faculty?

      • Yes, go to step 2.
      • No, go to B. Student on-call workers
    • Step 2. The student works at or for a faculty

      Decide at this step what the nature of the work is. 

      Do the student’s working activities contribute to academic education and/or research?
      Note: The job description is the determining factor. In order to help you decide this step, please find several examples of jobs below.

      • Yes. The student can be hired as a student assistant. Go to step 3.
      • No. The student must be hired as a student on-call worker. Go to B. Student on-call worker.
      • ?

        Jobs that contribute to academic education and/or research

        lab supervisor; teaching assistant; teaching and research project leader; proof reader; ICT developer for teaching

        Jobs that do not contribute to academic education and/or research

        orderlies; catering workers; interviewers; language, sports and music teachers; front desk and information workers; drivers; cloakroom attendants; students (other than student assistants) who carry out purely administrative and organisational work. These are the jobs listed in the Collective Labour Agreement. Also: project leader for non teaching/research activities; ICT developer for administrative systems, open house days, etc.

      Is it difficult to decide whether or not the student will contribute to academic education and/or research? Get in touch with HR Services.

    • Step 3. The student can be hired as a student assistant

      The process depends on whether the student works now or worked previously via UT-Flex.

      Does the student have a UT Flex registration as student assistant and/or as student on-call worker?

      • Yes, and the job ends on or before 31 August 2023.
        The student may be hired through 31 August on an on-call basis. Go to UT-Flex.
      • Yes, and the job continues after 31 August 2023. Go to A. Student assistants
        HR Services evaluates the application and contacts you to decide on the right type of deployment.
      • Yes, and there is no ongoing job. Choose from the following options:
             Deployment through 31 August 2023 on an on-call basis. Go to UT-Flex.
             Deployment via UT Student Jobs on a fixed hours basis.

      • No. The student will be hired on the basis of an employment contract with fixed hours. Go to A. Student assistants. 

      • I don’t know. Go to A. Student assistants.
        HR Services will evaluate the application. If the student already has a UT-Flex registration, HR Services will contact you to decide on the right type of deployment.
    • A. Student assistants

      When will the working activities start?

    • B. Student on-call workers

      At present, student on-call workers can still be deployed via UT-Flex on the basis of an on-call agreement through 31 August 2023 at the latest, or a job for a student on-call worker can be extended until 31 August 2023 at the latest: Go to UT-Flex.

      Student on-call workers will soon be deployed for new jobs via Driessen. More information will follow.

  • What are the most important changes?

    Category

    Was (UT-Flex)

    Becomes (UT Student Jobs)

    Student assistants

    The student works at or for a faculty

    and

    the working activities contribute to academic education and/or research

    • On-call agreement until student graduates.
    • Student submits a timesheet, the job owner approves it.

     

    From 24 April 2023

    • One employment contract with fixed hours (indefinite also possible) per job.
    • Agree hours per week and duration per job in advance.
    • Fixed number of working hours per week.
    • Time may be compensated, in consultation with supervisor.
    • Fixed salary for duration of job, so no timesheet required.
    • Work performed during UT’s business hours, and no overtime allowed.

    Student on-call workers

    Student works for a service department

    or

    for a faculty and the working activities do not contribute to academic education and/or research

    • On-call agreement until student graduates.
    • Student submits a timesheet, the job owner approves it.

     

     

    Around May 2023 via Driessen

    • On-call agreement until student graduates through Driessen.
    • Student submits a timesheet, the job owner approves it.
    • Driessen pays the salary and invoices the employer.
    • Further details to follow once they are known.
  • FAQ How to prepare for the transition from UT-Flex to UT Student jobs?
    • Information about the changes
      • What is the difference between a student assistant and a student on-call worker?

        We now define student assistants and student on-call workers more strictly because the collective bargaining agreement requires it. Work is considered a student assistant if the work contributes to academic teaching or research. Another condition is that the student assistant is employed at/for one of the UT faculties. The student assistant cannot be employed at/for one of the UT central services. Open days and information activities are not student assistant jobs. 

        Work is considered a student assistant job via Driessen (the payroll agency) if the work does not contribute to academic education and/or research. This includes work for a UT central services, hall attendants, personal drivers and students who perform administrative and organizational work only. These examples are not exhaustive. 

      • Why is UT-Flex being replaced by UT Student Jobs?

        Due to changes in laws and regulations, we as an educational institution are no longer able to adequately organize the flexible student jobs within UT-Flex in the current manner. However, UT attaches great value to student employment and is keen to continue facilitating it. Therefore, UT has decided to replace the current UT-Flex construction with UT Student Jobs. 

      • Why was the date of April 24, 2023 chosen for the transition to UT Student Jobs for student assistants and not, for example, September 1, 2023 (start of new academic year)?

        It is important for UT to remain in compliance with the Workforce Balance Act. This means that under the Balanced Labor Market Act, students will receive an offer of permanent hours after one year. The current system is no longer adequate to organize flexible student jobs while meeting legal requirements, among other things. In order to be compliant as soon as possible, the effective date chosen is April 24, 2023.  

      • Does the new process apply to both student assistants and student on-call workers?

        Things will change for both the student assistant and the student on-call worker in 2023. The student assistants will be included in MyHR and salary processing will take place through Afas. The organization surrounding the deployment of a student on-call worker will be taken over by a Driessen. Salary processing will run through Driessen, however, recruitment and selection will remain under UT management.  

      • What is going to change for job owners?

        For deployment of a student assistant: from now on, the job owner will have to decide the number of hours per week and the duration of the period a student will be hired for in advance. This represents a change from the current process under UT-Flex. The student will not have to submit a timesheet in order to be paid. The student will be assigned a fixed number of hours and is therefore always ensured of a fixed income. The job owner no longer has to approve hours worked each month.

        When deploying a student on-call worker: Deployment of this group of students involves only occasional work without a fixed scope and with varying working hours. This category will be organized through Driessen. However, recruitment and selection remains in the hands of UT. The terms of employment are the same as UT, with the exception of the pension plan. Driessen provides an pension plan. Driessen relieves UT of and bears the employer risks. 

      • How do I deal with non-structural activities for students that are not related to teaching or research, such as students who are campus tour guides?

        A student who is a campus tour guide can be deployed via Driessen. It could also be an auxiliary task for a student assistant who is making a contribution to teaching and research.  

      • Can a student assistant also be deployed through Driessen?

        No, that is not possible.

    • Deployment of student assistants/UT Student Jobs
      • What terms of employment apply to student assistants and student on-call workers?

        The Terms of Employment for UT Student Jobs are included in the UT employee handbook.

      • How do I, as a staff member, prepare for the new UT Student Jobs process for student assistants?

        UT Student Jobs offers the possibility of having a temporary contract drawn up for a student. This contract may be renewed indefinitely. Job links will no longer be used. From 24 April 2023, applications are made via MyHR, instead of via UT FLEX. The process is practically the same as when regular employees join the staff. The student will always receive a temporary employment contract with a fixed number of hours per week. A temporary employment contract may be for a period of one month, 4 weeks or longer. The biggest difference is that, starting now, you have to decide a fixed number of hours per week for the duration of the temporary employment contract before a student can be hired. At the beginning, this will take some getting used to. In order to familiarise yourself with this process as quickly as possible, it’s important that you carefully estimate the number of students and number of hours for a given period, and make efficient arrangements in order to prevent student assistants experiencing time conflicts.

      • What do I, as applicant, have to do when I want to hire the student assistant for additional hours?

        It is possible to increase a student’s hours. You simply draw up a new employment contract for the extra fixed hours. The student will then receive a new temporary employment contract in addition to the employment contract previously concluded.  

      • What should I do as a job owner if the student assistant needs to be deployed less?

        This is not possible. An employment contract once agreed upon cannot be altered. If the student assistant receives fewer hours of work they will still receive the salary for the fixed hours included in the employment contract. 

      • Can I also conclude a contract for a single day? If not, how do I solve the problem of a really short job?

        It is not possible to conclude a contract for a single day. The minimum duration for hiring a student assistant is 4 weeks or one month. The time minimum is one hour per week. For occasional work, a short job may be made into an auxiliary job for a student assistant, within an existing temporary employment contract.  

      • How do I find out whether a student already has a UT-Flex contract or job? It is not always easy for me to ask them myself.

        If you don’t have that information, submit an application for the job as a student assistant via UT Student Jobs, meaning with fixed hours. If fixed hours are not possible because the student already has an ongoing job via UT-Flex, HR will contact you and the student will be temporarily hired via UT-Flex, until 31 August 2023 at the latest. You can also ask HR first whether the student is already registered.  

      • What are the benefits to the student assistant of entering into a new employment contract with fixed hours per job?

        The student gets more security because the scope of the employment contract is fixed. New fixed-size temporary employment contracts can succeed each other and overlap. The student does not have to log hours and is assured of a fixed monthly income during the activities.  

      • How do I, as a student assistant, prepare for the new UT Student Jobs process?

        You will come to an agreement with a UT staff member about the hours and duration of the working activities. Ensure that you will be available each week for the period of the working activities, or arrange how you will compensate for weeks when you cannot work. The staff member will then submit the application to HR.  

        HR will decide whether you can be hired. When you’ve been hired, you will be asked to register your personal details in MyHR, instead of UT-Flex. After you’ve entered this information, you will be offered an employment contract. You therefore no longer have to register your hours worked, and while you are employed you will receive a fixed salary every month.  

      • How is my salary as a student assistant calculated?

        Your salary depends on your study level and is determined by a link to the student system. Your monthly salary is increased with allowances for vacation hours, vacation allowance, end-of-year bonus and transition allowance (see general terms and conditions). The transition allowance is paid monthly on the salary earned in that month. It does not matter whether there is one or several contracts. 

      • When is the salary paid to the student assistant?

        The student assistant receives the salary monthly based on the fixed hours. No hours need to be registered or approved on time. The salary is fixed during the period of the job and is paid monthly around the 24th.  

      • Why are fixed hours per job chosen for student assistantships?

         The collective bargaining agreement allows student assistants working on behalf of teaching and research to have an unlimited number of temporary employment contracts. Therefore, this group can be employed on the basis of short-term fixed hour contracts per job each time. For student on-call workers, the CAO does not allow this. For this group, an indefinite employment contract arises after three contracts or after three years.

      • What should I do if a student assistant works more hours than had been agreed in advance?

        In a case like that, a new temporary employment contract will be concluded in addition to the existing contract.  

      • Does the student assistant with fixed hours always have to work on fixed days?

        No. If the student is unable to work on their fixed workday/time, for example, due to participation in an exam, they can make up these hours at another time in consultation with the supervisor. 

      • Does the student assistant have to declare hours monthly?

        No, hours no longer need to be declared by the 10th of each month. The student assistant will receive monthly pay for the fixed hours included in the employment contract. 

      • Is it possible to hire student assistants from countries outside the EEA?

        Yes, students from countries outside the EEA can still be deployed as student assistants. The applicable rules remain in full force, such as being in the possession of a valid work permit and working a maximum of 16 hours per week. The student must have Dutch health insurance for the entire period of the employment contract.

        When hiring a student from a country outside the EEA, it is important to start the application process for the work permit at least 6 weeks before the working activities will begin, so that the student has the necessary paperwork to start your job on time. The student is only allowed to start work after the work permit has been received. HR takes care of the application process for work permits.  

        The employment contract must be concluded for a minimum of 3 months. For each individual employment contract, HR has to apply for a separate work permit.

      • Is there a maximum number of hours for student assistants?

        Yes, the maximum number of hours depends on the number of ECTS and/or the academic year (see general conditions). A student who did their bachelor elsewhere and does their MSc at UT is considered to have completed the bachelor 3rd year. The maximum number of hours applies to the total amount of work. 

      • Do student assistants have to record their hours worked?

        Although each department is free to use timesheets to record hours worked, we advise against the use of timesheets because the number of hours is determined in advance. This is not compatible with a system that retrospectively calculates the number of hours worked.  

        For example, when determining the number of working hours for a student assistant in a 10-week module, a two-week holiday period falling within the module can be taken into account in advance. If the student effectively works 6 hours a week for 8 weeks, the hours are set at (8 weeks x 6 hours)/10 weeks = a weekly average of 4.8 hours a week. As is the case for all regular employees, the assumption is that the student assistant will actually work the effective weeks.  

        If a student assistant is employed over a longer period, they may want to have certain hours off and compensate them at another time. Unlike regular employees, a student assistant does not have to apply for leave subject to approval. However, it is reasonable to expect the student to make arrangements with a coordinator if they are likely to be absent on a scheduled working day. For example, you could ask the student to register the days not worked and compensation for these days by keeping a diary or some other form of self-registration. This approach is similar to that for regular employees. The principle is that student assistants are employed on the basis of a fixed pattern of working and are not in a position to plan their own working hours. 

      • If a student assistant is sick, who pays the costs and who is the case manager?

        A student assistant who becomes ill should report this to their immediate supervisor, the same process as for regular personnel. HR Services acts as the case manager.  
        The department is charged for the wage costs until the end of the temporary employment contract. A student assistant whose employment terminates while still sick may be entitled to sickness benefits.  

      • How do we deal with students who do not perform what has been agreed? How do we deal with evaluation of the student’s work performance?

        This is no different than for regular personnel. It is important to give feedback, discuss work performance and allow opportunities for improvement. If the employment contract is for a short period and the student’s performance is unsatisfactory, you can choose not to re-hire that student.  

      • What do I do in the case of a student assistant who withdraws from UT before graduation? Is this a reason for dissolving the contract under the Collective Labour Agreement, and is the employment contract thus terminated?

        Yes, when a student is no longer registered with UT, the employment contract ends automatically. So when hiring student assistants, keep the possibility of graduation in mind. 

    • Deployment of student on-call
      • What are the advantages for the student on-call worker to work via Driessen?

        The student on-call employee can perform long-term occasional and general work through Driessen. The student on-call employee is given a payroll agreement. There is no fixed number of hours.  

      • As a student on-call worker, how do I prepare for the new process?

        The deployment of student on-call workers will run via Driessen starting in 2023. The payroll organisation requests the student on-call worker provide data and draws up a payroll agreement. This is an on-call agreement with flexible hours.  

      • Is it possible to hire student on-call workers from countries outside the EEA?

        Yes, students from countries outside the EEA can still be deployed as student on-call workers. The applicable rules remain in full force, such as being in the possession of a valid work permit and working a maximum of 16 hours per week.

        When hiring a student from a country outside the EEA, it is important to start the application process for the work permit in good time before the working activities begin, so that the student has the necessary paperwork to start the job on time. Driessen is responsible for the application process for work permits.  

      • How does payroll processing work for a student on-call worker?

        Driessen handles the salary of the student on-call worker. This can fluctuate per month/ job because no fixed hours are agreed upon. The salary is based on the hours you have worked/been called in for and this can vary each month. Driessen will process a student on-call worker's salary monthly or 4-weekly.  

      • Does the student on-call worker have to declare hours?

        Yes, a student on-call employee has flexible hours that must be declared monthly or 4-weekly by the student on-call employee. Driessen processes the declarations and takes care of the salary payment.  

      • What terms of employment does Driessen apply?

        The same terms of employment as apply at UT with the exception of the pension plan. The legislature has determined that payroll must be covered by an adequate pension plan. This is based on the usual pension plans. The pension plan is the only exception to the principle of equal employment conditions that applies to payroll. 

      • Is there a minimum number of hours for deployment via Driessen?

        Yes, the shift may not be shorter than 3 hours. This also applies now. The law stipulates that an on-call worker is entitled to claim pay for the time period of 3 hours, even if he or she worked less than 3 hours.

      • Who pays the extra costs of student on-call workers?

        The department that hires the student pays the extra costs.  

    • Transition
      • My on-call agreement in UT Flex continues without me working for UT at the moment, what are my rights?

        On the basis of the current on-call agreement in UT FLEX, you will be made an offer for permanent hours after each year under the Labor Market Balance Act. In doing so, UT complies with applicable laws and regulations. It is up to you whether you accept the offer. If you do not accept the offer, the on-call agreement (and flexibility) will remain. If you accept the offer, you will have an employment contract with a fixed number of hours per week until the end date of the on-call agreement, usually until the date of graduation, with the associated employee obligations.  

      • How will the transition from current student assistant via UT-Flex to student assistant via UT Student Jobs work?

        The UT-Flex on-call agreement will initially remain in place. The current job(s) through the on-call agreement will continue. The student is generally no longer matched to a new job via UT-Flex after the current job ends. The new job will go through the new process, depending on the type of job (student assistant or student on-call). UT will enter into discussions with the student about terminating the on-call agreement by mutual agreement.  

      • How will the transition from the current UT-Flex student on-call employee to Driessen work?

        The on-call agreement through UT-Flex will initially remain in place. The current job(s) through the on-call agreement continues. The student is generally no longer linked to a new job via UT-Flex after the current job ends. A new job runs via Driessen. 

    • Other questions
      • How can I/ my student access the P drive?

        When a student needs access to a P drive because they need to access files, for example, this can be requested through the link: https://selfservice.utwente.nl/modules/pdriveaccess. This can only be done by a staff member who already has access to the P drive in question. 

  • Terms of Employment UT Student jobs

General questions about the current UT-Flex; see FAQ UT-Flex.

Use the button below to access the UT Student Jobs application

UT Student jobs


UT-FLEX

UT offers a job through UT-Flex, the student responds and is matched with the job(s). The student receives an employment contract for the entire period of their studies. Within this employment contract, the student can be linked to different jobs. The employment contract ends automatically upon deregistration from the University of Twente.

Go to the UT-Flex application via the button below

UT-Flex web application


UT-Flex - General conditions

UT-Flex - Deployment of students (general)

On this page you will be explained how to create a job in UT-Flex, how to link students to a job , and how to approve the hours worked via the Approval Portal. We will give you background information of all administrative actions. This gives you insight into the steps that you must take to make a student work for you. The HR department carries out administrative tasks (back office).

  • 1. Job information

    Via the UT FLEX application you can create a job, register the job details such as description, period and type of job. Below you can find more information.

  • 2. Link a student to a job

    As soon as you have created a job in UT FLEX , you can select students and link them to the job. Subsequently, a notification is automatically sent to HR who will process your linking proposal.

  • 3. Review and approve hours worked

    The student can declare hours worked every month. It’s important that all the offered hours of all jobs are approved before 10th of the month, via the Approval Portal. 

UT-Flex - Deployment of students: German

Do you want to deploy a German student as a student-assistant or student on-call worker? As a result, the German student enters into an employment contract UT FLEX. Before the employment contract, UT FLEX can be entered, the German student must declare that he meets a number of conditions.

UT-Flex - Deployment of students: non-EU

Do you want to deploy a student from a non-European country (NON EU)? That’s possible! But the student needs a valid work permit. Below you find more information about the procedure and other important matters.

UT-Flex - FAQ

  • General
    • How does the student get access to the UT FLEX application?

      The student has always access to the UT FLEX application when he is registered as a student at the University of Twente. He does not need to register separately. The student uses his student number to log in to the application.

    • How does the students create his own profile?

      If a student is not yet linked to a job,he can only access the job list. The student who has already been linked to a job can create his own profile by adding the information required (bank details, Citizen Service Number (BSN), statement of payroll tax credit) and uploading valid proof of ID(no residence permit, no drivers license).

    • When will an employment contract be created for a student assistant?

      When studentis linked with a job as a student assistant for the first time, he will receive an employment contract for the duration of his study. The employment contract will be sent by e-mail and must be signed digitally in UT FLEX. In addition to an employment contract as a student assistant, the student can also sign an employment contract as a student on-call workerfor the duration of his studyat the University of Twente. The student can be linked to various jobs within both employment contracts. When the student deregisters or graduates from the University of Twente, the employment contract(s) will be terminated by automatic operation of law.

    • When will an employment contract be created for a student on-call worker?

      When student is linked with a job as a student on-call worker for the first time, he will receive an employment contract for the duration of his study. The employment contract will be sent by e-mail and must be signed digitally in UT FLEX. In addition to an employment contract as a student on-call worker, the student can also sign an employment contract as a student assistantfor the duration of his study at the University of Twente. The student can be linked to various jobs within both employment contracts. When the student deregisters or graduates from the University of Twente,the employment contract(s) will be terminated by automatic operation of law.

    • What is the duration of an employment contract?

      An employment contract as a student assistant or as a student on-call workers will last for the duration of the student’s studies/registration at the University of Twente. When the student deregistered or graduates, the employment contract(s) will be terminated by automatic operation of law.

    • Which details does a student need to register in UT FLEX?
      • Bank account (IBAN)
      • Citizen Service Number (BSN)
      • Marital status
      • Statement for payroll tax credit
    • What does the student need to upload to UT FLEX?

      The student needs to upload a valid ID, such as an ID card or a passport. A driver’s licence is not acceptable when entering an employment contract. Neither is a residence permit accepted as proof of identity.

    • What are the requirements for proof of identity?

      Dutch ID card: Front and back must be uploaded (BSN must be visible).
      Dutch passport: Page showing BSN must also be uploaded.
      Driver’s licence: No, a driver’s licence is not legally permitted for employment through UT FLEX.
      Residence permit: No, a residence permit is not legally permitted for employment through UT FLEX.

      For more information, please see: http://www.rijksdienstvooridentiteitsgegevens.nl/reisdocumenten/echtheidskenmerken

    • Why does the student receive an email about registering data/uploading ID when he has already done that?

      For every new job link, the student will receive a confirmation e-mail from the job link plus a request to register/upload data. If the student has already registered/uploaded all requested data, he should check whether these details are correct and still valid.

    • How does the student change his address details?

      The student can change this address in Studielink. Studielink and UT FLEX application are connected, and the change of address will also automatically be copied. An update takes place daily. Please note: the student also needs to change his correspondence address in Studielink.

    • What happens if the address is not correct in UT FLEX?

      If the student has entered a Dutch address in Studielink, but this is incorrect in UT FLEX, this can lead to problems paying them for the hours worked. It is therefore important to check whether the address in Studielink matches the address in UT FLEX

    • How can the student changes his bank account details?

      The student can change his bank account details in his personal profile in UT FLEX at any time. The change will be applied the next time salary is paid. Retroactive changes are not possible.

    • How can the student changes the statement the payroll tax credit?

      The student can change the statement payroll tax credit in his personal profile in UT FLEX at any time. The change will be applied the next time salary is paid. Retroactive changes are not possible.

    • When is the student issued with a Citizen Service Number (BSN)?

      The student who is going to live in the municipality of Enschede needsto register with the municipality(Municipal Basic Administration). A Citizen Service Number (BSN) will automatically be requested when the studentdo this. All students need a BSN in order to enter into a UT FLEX employment contract. No salary can be paid without a BSN. The BSN is a unique number that the student will retain forever.

    • Can the student work abroad through UT FLEX?

      No, that is not possible. For work done abroad, social contributions must also be paid abroad. For more information, please contact HR Services.

  • Jobs
    • What different types of jobs are there?

      There are two types of jobs:

      1. Job as student assistant: a job related to education and/or research. Only a faculty can create a job as a student assistant.
      2. Job as student on-call worker: a job that is not related to education and/or research. This type of job involves work of a general nature. Both faculties and service departments can create a job as a student on-call worker.
    • Who can create a job?

      Any employee can easily create a job in UT FLEX. Jobs for student assistant can only be created by employees of the faculty. Jobs for on-call worker can be created by any employee.

    • Maximum number of hours

      A maximum of hours can be declared for a single job. This maximum of hours applies to the whole job and not the student.

    • How does the student find a suitable job?
      1. The student can be asked to do a job. An employee (the job owner) approaches the student regarding a specific job and proposes linking him/her with that job. An automatic notification is sent to HR Services. HR Services. approves the job and the proposed link. The student will then receive a confirmation e-mail of the job link.
      2. The student actively searches for a suitable and available job on the job list in UT FLEX. If the student finds a suitable job, he/she contacts the job owner of that job. The job owner proposes linking the student with that job. An automatic notification is sent to HR Services. HR Services approves the job and the proposed link. The student will then receive a confirmation e-mail of the job link.
    • How does the student know when he has been linked to a job?

      The student will receive a confirmation e-mail stating that he has been linked to a job and needsto register and upload the details on his UT FLEX profile. In addition, the student needs to sign the employment contract digitally when he has been linked to a job as a student on-call worker or student assistant for the first time. The student will also be sent the employment contract by e-mail (in PDF format).

    • What is the minimum period that a student needs to be linked to a job for?

      A job link must have a duration of at least one month. The period of a job link for a student NON EU must be at least three months (minimum) and maximum one year (maximum), because a work permit is required, and the associated application procedure can take some time.

    • What is the maximum period that a student can be linked to a job for?
      • A job link as a student on-call worker can have a maximum duration of one year.
      • A job link as a student assistant can also have a maximum duration of one year but may not extend beyond 1 September.
      • A job link for a student NON EU can have a maximum duration of one year.
    • The student cannot find the job in his job overview. Why not?

      There are three possibilities:

      1. The student may not have been linked to that job yet. Contact the job owner who can create a link proposal in UT FLEX.
      2. The period of the job link may have expired. Contact the job owner, who can create a new link proposal in UT FLEX.
      3. The period of the job link has not yet begun. The student can only see jobs with a starting date in the current month or before.
    • The student cannot find the declaration period.

      There are three possibilities:

      1. When the student declares hours worked for a particular period, that period will be closed and no remain hours can be added. Any additional hours will need to be declared in a subsequent period. The approver will always need to be notified of this and a note added to explain that the relevant hours are from a previous period.
      2. The student can register and declare hours worked for up to three months afterwards. For example, hours worked in January can be declared until April, but no later than that. Once three months have passed, the student can no longer declare hours worked. Hours registered that have not been submitted for approval will no longer be visible in the history after three months.
      3. If the hours were worked outside the period in which the student was linked to the job, or if the job link has expired, the student should contact the job owner who can create a new job link proposal in UT FLEX.
    • How long does the student have to register hours worked and submit them for approval?

      The student has three months to register hours worked and submit them for approval. Example: The student worked in April. The hours worked in April can be registered, submitted, and approved in May, June, or July, but no later than July. If the period of three months is about to end and the student has still not taken action, a final reminder will be sent. After this three-month period, the student can no longer submit hours for approval. No exceptions can be made.

    • When can the student register hours worked and submit them for approval?

      The student can only register and submit hours worked for approval after the UT FLEX employment contract has been approved by HR Services. The student can only submit the hours worked to the approver once a month. If the student has several jobs, all hours worked of all jobs for a given period need to be submitted for approval together. The period will be closed once the hours worked have been submitted. Once closed, the period cannot be reopened. The student will no longer be able to add more hours for that period and will need to declare any extra hours along with the next period.

    • How does the approver know that hours have been submitted for approval?

      The approver will automatically receive a notification when hours are submitted for approval. These hours are approved via the Approval Portal.

    • What happens if the approver does not approve the hours worked on time?

      No salary will be paid if the approver does not approve the hours worked on time (before 10th of each month). The next payment will be made in the subsequent period. The hours worked must always be submitted on time (preferably immediately after the end of a period), so that the approver has enough time to approve them.

    • What should the student do if the hours submitted are rejected?

      The student will automatically receive a notification e-mail explaining why the hours were rejected, as specified by the approver. The student will have the opportunity to rectify the hours submitted and resubmit these hours. However, it is only possible to submit the hours worked for the right job in the subsequent period. Because the student has already submitted hours for that period, the previous period will have been closed. Unfortunately, this period will not be opened again if hours are rejected.

    • When should the approver be changed?

      When an employee leaves the University of Twente and can therefore no longer act as the approver for a job, a new approver must be assigned as soon as possible. A change request can be submitted to utflex@utwente.nl. HR Services will then change the approver for the job.

    • What happens if hours are submitted to an approver who no longer works for the University of Twente?

      If a new approver is assigned late, any hours worked that have already been submitted to the old approver, will remain in a ‘loop’ with the old approver and will not automatically be forwarded to the new approver. Always contact HR Services if this happens. Only HR Functional Management can process these hours.

  • Salary
    • Does the student pay the wage levy and social security contributions on his salary?

      Yes, the student always pays the wage levy and premiums. However, he can apply for a payroll tax credit so that he pays a lower rate. The payroll tax credit can only be applied to one employer. If the student has another employer as well as the University of Twente, he should use the payroll tax credit for the employer he earns most from.

    • How and when does the student change the statement regarding payroll tax credit?

      The student changes the payroll tax credit statement if something has changed in his living/working situation, such as working for another employer in addition to the University of Twente or moving from several employers to one employer. The student is only allowed to apply the payroll tax credit to one employer. The student can change the payroll tax credit statement at any time via his personal profile in UT FLEX. This change will be applied the next time salary is paid. Retroactive changes are not possible

    • How is the hourly wage calculated for a job as a student on-call worker?

      The student is paid an hourly rate, which is determined at the start of a job. If a student is deployed as a student on-call worker, the nature of the activities will determine the hourly wage payable. The hourly wage is calculated by dividing the gross monthly salary by 165.

    • How is the hourly wage calculated for a job as a student assistant?

      The student is paid an hourly rate which is determined at the start of a job. If the student is deployed as a student assistant, the hourly rate is determined by the number of credits achieved (ECTS). Through a link with Osiris UT FLEX always has up-to-date data on ECT'S achieved. The hourly wage is calculated by dividing the gross monthly salary by 165.

    • Is the student entitled to holiday allowance?

      Yes. The holiday allowance is calculated monthly and amounts to 8% of the actual monthly salary earned. Normally, the university pays holiday allowance in the month of May. But in UT FLEX, holiday allowance is paid monthly along with the regular salary.

    • Is the student entitled to an end-of-year bonus?

      Yes. The end-of-year bonus is calculated monthly and amounts to 8.3% of the actual monthly salary earned. Normally, the university pays the end-of-year bonus in the month of December. But in UT FLEX, the end-of-year bonus is paid monthly along with the regular salary.

    • Is the student entitled to holiday leave?

      Yes. However, the holiday leave is not honoured in the form of leave days but in the form of a supplement to the gross hourly wage. That supplement is 11.72%

    • Is the student entitled to a bonus if work is carried out outside regular working hours?

      Yes. For hours worked outside regular working hours, a bonus for irregular hours is included in the gross hourly wage. Working outside regular working hours only occurs in consultation and at the direction of the supervisor / approver. The student does not determine this.

    • What constitutes working outside regular working hours?

      If the student works between 20.00 and 7.00, he is entitled to a bonus for irregular hours of 40%. This also applies to work on a Saturday. If the student works on a Sunday or a public holiday, he is entitled to a bonus for irregular hours of 75%.

    • Does the hourly wage change if there is a change in the number of ECTS achieved?

      Only if the student works as a student assistant, the hourly wage may change if there is a change in the number of ECT'S achieved. Through a link with Osiris UT FLEX always has up-to-date data on ECT'S achieved. In principle, the hourly wage does not change for anexisting job link. For a new job link, the new hourly wage will automatically be determined on the basis of the number of ECT'S achieved.

    • When is salary paid out?

      Salary is paid out every month, on around the 24th day of the month. Student can download a digital salary statement himself using his profile in UT FLEX.

    • Why has the student not received their salary (on time)?

      There are four possibilities:

      1. Were the hours worked actually submitted (before the deadline)? Registration of hours worked is not the same as submitting hours for approval. In other words, once the hours worked have been registered, they must also be submitted to the approver. This is the final step that the student needs to take in order to receive payment.
      2. Were the hours worked approved too late? All the hours worked of all the jobs for a given period need to be approved before the 10th day of the month. If one job is not approved, no payment will be made. If this happens, the hours will be paid in a subsequent period.
      3. Does the student have several jobs? All the hours worked for all jobs for a given period need to be submitted for approval together. And all the jobs for a given period also need to be approved before the 10th day of the month. If one job is not approved, no payment will be made. Always check that all the jobs have been approved. Please contact the approver if necessary (before the deadline).
      4. Have some hours been rejected? First, these hours must be deleted. Then these hours must be registered and offered for the next period.
  • Students NON EU
    • Can a student from a non-European country (student NON EU) work via UT FLEX?

      Yes, but the student NON EU does need to have a valid work permit. Without this permit, he is not allowed to work. Please note: a residence permit is not the same as a work permit.

    • The student NON EU has been awarded a scholarship, can he still work?

      Always check whether a student NON EU has been awarded a scholarship. In the case of most scholarships, the student NON EU is allowed to work. But there are exceptions, such as the Excellence Scholarship (Faculty of Geo-Information Science and Earth Observation (ITC)), the Spatial Engineering Scholarship (ITC) and the Foundation Scholarship Programme (FSP). To be on the safe side, you should always contact HR Services (utflex@utwente.nl) in order to avoid any problems.

    • How many hours is the student NON EU allowed to work?

      The student NON EU can work for up to 16 hours per week throughout the whole year (or full-time in the months of June, July, and August).

    • I want to link a student NON EU to a job. When do I have to initiate a job link?

      Realize that you have to arrange a job link on time for the student NON EU. When deploying the student NON EU, you must always take into account the time it takes to arrange the work permit. The start of a job link must therefore always be in the future, at least 2 months.

    • The student NON EU has been linked to a job. Can he start working?

      The student NON EU can only start working when he has a valid work permit. Being linked to a job (job link) is not the same as having a work permit!

    • How long must the student NON EU be linked to a job at least?

      The period of a job link must be at least 3 months.

    • What is the maximum period a student NON EU can be linked to a job?

      The period of a job link is a maximum of 1 year. A work permit can be issued for a maximum of 1 year. An end date of the work permit is never about the end date of a residence permit. This is always checked by HR.

    • How can a student NON EU apply for a work permit?

      To apply for a work permit, the student NON EU must first be linked to a job. A message will then automatically be sent to the International HR Service Team who will start the application procedure for the work permit. The application procedure takes an average of 4 to 6 weeks. If you have any questions about the work permit, you can contact the International Service Team (ist-hr@utwente.nl).

    • How long does the application procedure for a work permit take?

      On average, the application procedure for a work permit takes an average of 4 to 6 weeks. This depends partly on how quickly the student NON EU submits the details required (in application Visa Care) for the application.

    • How long is a work permit valid?

      The work permit is valid for the duration of the job link, up to a maximum of one year. A work permit cannot be issued for longer than the validity period of the student’s residence permit.

    • Why does the student NON EU need to register the details in Visa Care as well as in UT FLEX?

      In order to apply for a work permit, the International Service Team HR needs certain details from the student NON EU such as personal details, passport, residence permit and a signed employment contract. All the relevant data is stored and uploaded in the Visa Care application.

    • Why does the student NON EU need to register the details in UT FLEX as well as Visa Care?

      In order to process the UT FLEX appointment, the student NON EU needs to register and upload all the necessary details. All the relevant data is stored and uploaded in the UT FLEX application.

    • Does the student NON EU need a Dutch health insurance?

      The student NON EU must arrange Dutch basic health insurance. Private (student) health insurance or health insurance from the student’s country of origin is not sufficient. If a student NON EU fails to take out basic health insurance, he is uninsured and may be liable to pay a fine! After entering into a UT FLEX employment contract, the student NON EU will be required to pay income tax and national insurance contributions in the Netherlands. He will also be subject to Dutch social insurance legislation and, by operation of law, be subject to the Dutch Health Insurance Act.

    • Can a student NON EU work abroad via UT FLEX?

      No, that is not possible. For more information, please contact HR Services. 

  • Deregistration
    • If a student is going to deregister as a student at the University of Twente, what are the implications for his activities in UT FLEX?

      The student completes his jobs and ensures that the final hours worked are registered, submitted, and approved as soon as possible. Once a student deregisters, he can continue to access UT FLEX for one month to submit the final hours worked. After that, the student will no longer be able to access the application.

    • The student has already deregistered as a student at the University of Twente. Can he still carry out work via UT FLEX?

      No! The date of deregistration from the University of Twente is a hard deadline. After that date, the student can no longer be linked to jobs or work via UT FLEX. Neither is it possible to extend a job link. Once the student deregisters, he has one month’s access to UT FLEX to submit the final hours worked. After that, the student will no longer be able to access the application.

    • The student has already deregistered as a student at the University of Twente. Can hestill register and submit hours worked for approval?

      No! The date of deregistration from the University of Twente is a hard deadline. After that date, the student can no longer be linked to jobs or work. Neither is it possible to extend a job link. Once the student deregisters, he has one month’s access to UT FLEX to submit the final hours worked. After that, the student will no longer be able to access the application.

  • Health insurance
    • Does the student NON EU need to arrange Dutch health insurance if he start working through UT FLEX?

      The student NON EU must arrange a Dutch basic health insurance. Private (student) health insurance or health insurance from the student’s country of origin is not sufficient. If a student NON EU fails to take out basic health insurance, he is uninsured and may be liable to pay a fine! After entering into a UT FLEX employment contract, the student NON EU will be required to pay income tax and national insurance contributions in the Netherlands. He will also be subject to Dutch social insurance legislation and, by operation of law, be subject to the Dutch Health Insurance Act.

    • Does the student from a European country need to arrange Dutch health insurance if he start working through UT FLEX?

      The student from a European country must arrange a Dutch basic health insurance. Private (student) health insurance or health insurance from the student’s country of origin is not sufficient. If a student fails to take out basic health insurance, he is uninsured and may be liable to pay a fine! After entering into a UT FLEX employment contract, the student will be required to pay income tax and national insurance contributions in the Netherlands. He will also be subject to Dutch social insurance legislation and, by operation of law, be subject to the Dutch Health Insurance Act.

    • Can the German student continue to use the German healthcare in Germany while paying Dutch health insurance?

      If a German student lives in Germany and wants to continue to receive medical care there, he can register with a German health insurance institution (Krankenkasse). To do this, he needsto complete an E106 form when arranging Dutch health insurance. The Dutch health insurer will use this form to register him with the Krankenkasse of his choice. He will only need to pay health insurance premiums to the Dutch health insurer. Registering with the Krankenkasseis free. After registering with a Krankenkasse, the German student will be entitled to receive care under the healthcare policy of the Dutch health insurer, both in the Netherlands and in Germany. The costs of this care will be reimbursed according to Dutch standards. That may mean that not all costs that the student in incursion Germany will be reimbursed in full. Based on the(free) registration with a Krankenkasse, he will also be entitled to receive care according to the statutory insurance package that applies in Germany (package of country of residence).

    • Which health insurance policy should students choose?

      Menzis provides the collective health insurance scheme for the University of Twente, but of course students are free to choose a different policy.

    • Are students entitled to healthcare allowance?

      Students may be eligible to receive a financial contribution from the government towards the cost of their health insurance. They can apply for this healthcare allowance on the website of the Dutch tax department (www.toeslagen.nl) using their DigiD.

    • Why do students have to provide a salary statement when arranging health insurance?

      Health insurance companies may view employment as a student on-call worker as a zero-hours contract and wish to see a salary statement for verification. However, a salary statement cannot be issued until the first salary payment has been made. Instead of issuing a salary statement, the University of Twente can notify the health insurance company that an employment contract has been signed and health insurance can be arranged retroactively.

    • Is Dutch health insurance compulsory when a student NON EU is no longer employed via UT FLEX?

      If the student NON EU has not worked via UT FLEX for three months or more, he will no longer be subject to the Dutch Health Insurance Act. The student can then terminate the Dutch health insurance and arrange for the resumption of theprevious (student) health insurance coverage.

    • Is Dutch health insurance compulsory when a student from a European country is no longer employed via UT FLEX?

      If the student has not worked via UT FLEX for three months or more, he will no longer be subject to the Dutch Health Insurance Act. The student can then terminate the Dutch health insurance and arrange for the resumption of the previous (student) health insurance coverage.

    • The student’s Dutch health insurance policy will be terminated. What happens to the student’s healthcare allowance?

      If a student terminates the Dutch health insurance policy, he will no longer be entitled to healthcare allowance. He must always cancel this allowance themselves as soon as possible via www.toeslagen.nl. If the healthcare allowance continues to be paid out when the student is not entitled to it, the student will need to repay the excess health care allowance received.

    • The student has received a letter from the Central Administration Office (CAK). What does this mean?

      If the student receives a letter from the CAK asking about their health insurance, this may be due to the following circumstances:

      •  The student is still working via UT FLEX but has not yet taken out Dutch health insurance. In this case, this must be done as soon as possible!
      • The student has not worked via UT FLEX for three months or more and is in principle no longer required to have Dutch health insurance. In this case, the student can request a review of the actual (employment) situation (known as a ‘WLZ review’) and whether or not he is still required to have Dutch health insurance. The student can apply for a WLZ review at the Social Insurance Bank (SVB).
    • Where to find information about the CAK

      Information about the CAK is available at: https://www.hetcak.nl/regelingen/regeling-onverzekerden.

    • Where to find information about health insurance

      Information about health insurance is available at: https://www.zorgverzekeringslijn.nl/ and www.zorgwijzer.nl.

    • Where to find information about the healthcare allowance

      Information about the healthcare allowance is available at: www.toeslagen.nl.

UT-Flex - Specific Information for Job owners

How you can open a new job in UT-Flex, how you can link students to a job and how you can approve the hours worked by a student via the Approval Portal. We will provide you with useful links to applications, further background information, manuals and an overview of all administrative actions. This gives you an insight into the steps that you, as an executive, must take in order to have a student work for you. The HR department carries out administrative actions (back office).  

UT Flex web application
  • 1. New Job

    You can open a new job via the application UT FLEX, as well as indicating the type of job and filling in the job details (e.g. job/task description and period).  

    Do you want a student from a Non-European country to work for you? That’s possible! However, the student has to be in possession of a valid work permit (TWV). You can find all information regarding this matter in the document
    UT FLEX student NON-EU. 

    Overview of the process new job. 

  • 2. Link student to job

    After you have finished opening a new job in UT FLEX  you are able to select and link students to a job. Afterwards, a notification is automatically sent to HR and they are going to process your request. 

    Overview of the process ‘link student to a job’.   

  • 3. Review and approve hours worked by the student

    The student is able to declare every month all the hours worked. It is important to approve the declared hours before the 10th of every month via the Approval Portal.  The student then receives a salary in the same month.

    Overview of the process ‘review and approve worked hours of a job.   

Contact

Please contact UT-Flex for any further questions. 

For ideas, comments or changes to this page, please email webteam-hr@utwente.nl

Last edit: 20 March 2023

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