Reimbursement of expenses

If you incur travelling or other expenses, please consult the guidelines to check if you are eligible for reimbursement.

National travel and material budget


The following costs are reimbursable for regular PhD students:
  • Travel expenses for attending courses and/or conferences within the Netherlands.
  • Conference fee (only if you have presented a paper).
  • Certain material expenses.


Procedure:
  1. Complete a Reimbursement Form in Dutch or English.
  2. Add the original tickets, invoices, etc.
  3. Hand in the form at the LUCL Office or send it by post. The office will forward the form to the Financial Department (FEZ) for payment.

International travel

   

LUCL encourages its PhD students and members to travel to international conferences, and/or to spend some time abroad to meet with experts in their field of research, and accumulate international contacts and experience.
 
LUCL will normally finance one international trip a year, under the following conditions:
  • Grants should be applied for well in advance (relevant forms should be submitted at least 2 months before the trip should take place).
  • For conference visits, giving a lecture (or poster presentation) is mandatory (no exceptions).
  • A grant application to the Leiden University Fund (LUF) is made as well. Note that LUF sets specific conditions on deadlines and requires documents such as a recommendation letter from the supervisor or promotor. See the relevant page on the LUF website.
  • LUCL reimburses costs made for transport, accommodation and conference fees, not for membership fees, food, drinks, excursions.
 
Procedure before departure:
  1. Complete an Application Form for Grants International Travel in Dutch or English.
  2. Submit the form to the LUCL Office at least 2 months before the trip should take place.
  3. Within a few days you will receive a letter in which LUCL guarantees (part of) the estimated costs, if applicable. A copy of this letter can be used for your LUF application (see below). All travels (flight & hotel) can be booked via the ATP travel portal (more info below). If your application is approved, you will receive a SAP-number that you can use to pay and book the travel.
  4. The LUCL office will send a copy of the letter and your application form to the Financial Department (FEZ) for approval.
  5. In some cases, you can receive advance money on your travel grant. Ask the LUCL Office for more information.

Booking your travel with the ATP Travel Portal:

To book a trip with the ATP Travel Portal you need to be an authorized booker. The Institute Manager (Gea Hakker) can authorize you.
Once your travel application has been approved you will receive a SAP-number to pay for the travel.
You can book flights (also with low cost air airlines) and hotels through the online booking tool. More information about how to create an account and how to book travels can be found on the ATP website.



Procedure on return:
  1. Complete a Reimbursement Form in Dutch or English with the actual costs.
  2. Include the original tickets, invoices, etc. (If you have a LUF grant, include photocopies, as you will need the originals for the LUF grant.)
  3. Give or send the form to the LUCL Office within 2 weeks after your return. The office will see to it that FEZ pays the amount into your account.
  4. Write an academic as well as a general report on your conference trip. The academic report (1 page maximum) will be used for evaluation talks,  the general report (half a page maximum) will be published in the LUCL Newsletter.

LUCL Office
Last Modified: 20-12-2011