Procedure for booking (international) business trips.
Due to a European tender, the University commissions its travel tickets through travel agency Uniglobe Alliance Travel.
It is not allowed for employees of the University to buy travel tickets via an alternative travel agent. If you think you have reasons to deviate from these regulations, please contact the Institute Manager.
The travel agent can also book (and pay for) hotel rooms (though not at all hotels) and car rental. University regulations do not oblige you to use this service, but sometimes this is more convenient than making your own hotel reservations and declaring them afterwards.
1. Become an authorised booker
The first step is to get authorisation to book trips through the travel agency. To become an authorised booker, please contact Ms. Pam de Groot, Office Manager at the Institute for History.
2. Book a trip
When you are registered as an authorised booker you can book trips through:
• telephone or e-mail via the Travel Desk
• a [Request form]
• the Online booking tool. You will need to create an account first via the [Register form]. After filling out this form you will receive login information within two working days.
You can only book a trip if you have permission from your manager and if you can provide a SAP number with your travel booking. If you are not sure which SAP number to use, contact your manager / project leader or the Institute Manager.
Although the travel agent will look for the best travel deals we advise you to do some preliminary inquiry concerning ticket fares (and hotel costs if applicable).
3. Handling of Costs
The travel agent will send the invoice to the Financial Shared Service Center (FSSC) of Leiden University. After authorisation by the activity holder and budget holder, FSSC will charge the SAP number.
For more information visit the Leiden University Travel Page.
For the correct forms and regulations for travel expenses, see the section Expense claims for travel and other costs.