Travel expenses within the Netherlands (version april 2015)

Manual for the submission of domestic business travel statements of expense

1

Log in to the domestic business statement of expense web application

By means of the following steps you can access the 'Domestic business travel statement of expense ' web application.

Click 'English'.

At 'Username', enter the m-number and the associated password.

Press the button .

Press 'Travelexpense statement or misc. exp.’

2

Enter Domestic business travel statement of expense

Select the option 'Domestic travel expenses' and press 'Next'.

If your claim concerns a project funded with endowment and investment income, you must send the PDF form that you receive by mail together with the original receipts to the financial department of your faculty or department.

In other cases it is recommended that you keep the original receipts until the claim has been approved.

Explanation

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All fields with a * are required fields and must be filled in.

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'OFI-Project number': the first time you enter data, this field is blank; the next time you enter a statement of business travel expense, this will be filled in with the previously entered OFI number. This can be overwritten, however.

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If you are claiming car kilometres, tick the box beside 'Yes'. You will then be asked to fill in extra fields (see yellow fields, which are then required).

After all required fields have been filled in, press the button.

Explanation:

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Fill in all required fields.

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There is one drop-down field: Type of expenses

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If you do not have a receipt, click 'No receipt no.’ A field then appears in which you must indicate why you do not have a receipt.

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You can add up all the expenses of the same type and enter them as one item.

Note that you must specify a date that is between the start and end date.

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If you have multiple items to declare, you opt for .

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If you travel to several destinations you can select .

After you have entered all fields you can press .

Via 'Browse' you can add one or more PDF file(s). Only files in PDF format are allowed.

Press the 'Next' button. You will then see a summary of your expense claim

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You can now change the statement of expense or save it as a draft to be completed at a later date.

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In the case of approval, press the button 'Submit finally'.

You will see the statement of expense number. And you can submit a further statement of expense with the button 'Submit new statement of expense'. If you have no new statement of expense to submit, click 'Exit'.

If your claim concerns a project funded with endowment or investment income you must send the original receipts to the financial department of your faculty or department.

You will then immediately receive email confirmation of the entered statement of expense.

Statement of expense number : 220011167

Statement of expense number : 220011167

Because your claim concerns a project funded with endowment or investment income you will still receive a PDF statement. This must be sent together with the receipts to the financial department of your faculty or department.

Statement of expense number: 220011167

After the statement of expense has been reviewed you will receive one of the following emails.

This depends upon whether the statement of expense is approved or rejected.

In the case of an approval you will receive the following mail.

In the case of a rejection you will receive the following mail.

The first arrow indicates the reason for rejection.

With the second arrow, you can make a change to the statement of expense and resubmit it. You will then receive a new statement of expense number.