Expense claims for travel and other costs

Overview of the different ways of declaring your expenses.

For employees

If you are a salaried member of staff of Leiden University Institute for History and travel on official business, you are entitled to a reimbursement of your travel and accommodation costs according to the Business Travel Reimbursement Regulation. Several other work-related expenses can also be declared.

Employees can declare these costs themselves in their Self Service application, with a digital form. Please attach all receipts in a PDF document and always use the correct SAP number in the form. If you are not sure which SAP number to use, contact your manager / project leader or the Institute Manager. Paper forms will not be accepted.

After submitting the online declaration form to the Financial SSC, the activity holder and budget holder will have to approve the declaration. After that the SAP number will be charged for the expenses and the declaration amount will be transferred to your salary account.

Declare your expenses online via the Self Service application, in the section ‘Travel and expenses’.

More information for employees can be found on the website of the FSSC.


For guest researchers, temporary hired staff and students

People who work for the university without being employed by the university, can declare their work-related expenses via a digital form. Please include all receipts in a PDF document. Always use a SAP-number in the expenses form. The budget holder can provide this number. Paper forms will not be accepted.

After submitting the online declaration form via the [submit] button to the Financial Shared Service Centre, the activity holder and budget holder will have to approve the declaration. This whole process could take up to two weeks.

You can find the form and more information on the website of the FSSC.

For occasional guests

Guests who have incidentally visited the institute (for instance members of a PhD committee, speakers on conferences or job applicants) should be guided to the secretariat of the Institute for History for further help.

Expenses guide & regulations

The Leiden University guide to expense claims indicates which work-related expenses can be declared.

When you have travelled on official business, you are entitled to a reimbursement of the travel and accommodation costs you have incurred, according to the Business Travel Reimbursement Regulation and the Leiden University Regulation on Business Travel and Subsistence Expenses 2015. A reimbursement will only be paid out if a proper expense claim has been submitted, with all the necessary supporting documents attached.

If you intend to fly business class or a comparable class, you must send off a detailed application for approval by the Faculty Board, or, if you are a member of the Faculty Board or an employee of an expertise centre, for approval by the Executive Board. Approval of an application of this kind will only rarely be granted.

More information can be found on the website of the FSSC.

Last Modified: 29-10-2015