finance:faq
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| **What will happen with the SAP numbers that we use for expense claims and invoices?**\\ | **What will happen with the SAP numbers that we use for expense claims and invoices?**\\ | ||
| - | The SAP numbers will no longer be used, but will be replaced by a new system of reference numbers. More information about this will be available in December. \\ | + | The SAP numbers will no longer be used, but will be replaced by a new system of reference numbers. You should have received an email with the new number in December. If you are in doubt about which number to use, please contact Robin at [[imassist@strw.leidenuniv.nl]] \\ |
| **How will suppliers be informed about the transition to BAS InSite?**\\ | **How will suppliers be informed about the transition to BAS InSite?**\\ | ||
| For all the large suppliers, the process of informing them will be organised centrally, and information will be sent directly by the ASSC Financial department. For the smaller suppliers that you contact directly yourself, there is standardised information available, which you can find [[https://www.staff.universiteitleiden.nl/preview/vr/bas-insite/invoices?cf=science&cd=leiden-observatory|here]]. | For all the large suppliers, the process of informing them will be organised centrally, and information will be sent directly by the ASSC Financial department. For the smaller suppliers that you contact directly yourself, there is standardised information available, which you can find [[https://www.staff.universiteitleiden.nl/preview/vr/bas-insite/invoices?cf=science&cd=leiden-observatory|here]]. | ||
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| - | **How can I register leave hours?**\\ | ||
| - | The leave portal will open on January 14th. \\ | ||
| **Wat option should I choose when I make an expense claim?**\\ | **Wat option should I choose when I make an expense claim?**\\ | ||
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| When you go to My InSite > Expense claims, you have to choose between three options:\\ | When you go to My InSite > Expense claims, you have to choose between three options:\\ | ||
| - | *- <u>Expense claims<u>: choose this option for your personal expense claims (travel, trainings, etc.) if the BAS number that you received in December starts with 1907 or 2010. There is no field that asks you for the number, because the costs will automatically go to the number that your salary is paid from. This is the same number that you received in December. \\ | + | * **Expense claims on employment contract/dienstverband**: Do **not** choose this option. \\ |
| - | - **Project expense claims**: choose this option for all costs that should go on a project/grant. If the number that you received in December starts with a V, then choose this option for your personal expense claims (travel, trainings, etc.). Make sure that you enter the right project number. \\ | + | * **Expense claims on project**: Choose this option for all costs that should go on a project/grant. If the number that you received in December starts with a V or with 2010, then choose this option for your personal expense claims (travel, trainings, etc.). Make sure that you enter the right project number. \\ |
| - | - **Departmental cost centre claims (kostenplaatsdeclaraties)**: Choose this option if you need to make any claims that should not go on a project, and that should also not go on the BAS number that your salary is paid from. For example, this can be the case when you pay for a dinner with a colloquium speaker, or make any other expenses for the institute in general. If this applies to you, you should already have received the relevant BAS numbers. If this is not the case, please ask Robin. \\ | + | * **Expense claims on other cost centre**: Choose this option for all non-project expenses. You can use this option for your personal expense claims (travel, trainings, etc.) if the BAS number that you received in December starts with 1907. You can also choose this option if make any other expenses for the institute in general, for example when you pay for a dinner with a colloquium speaker. Make sure that you enter the right number. |
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| + | **Why can I only see the webpage in Dutch?**\\ | ||
| + | You can change the language settings now if you go to MijnInsite > Persoonlijke gegevens (personal data) > Persoonlijke informatie (personal details). There you can change the language to English and click ‘aanmaken’. The changes do not immediately become visible, only after you log out and back in. | ||
| + | Changing the settings in the 'preferences' section does not work. | ||
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| + | **Why is the hourly component added to my expense claim?**\\ | ||
| + | It is now possible to reduce the hourly component to 0. To calculate the amount of meals, you can sill use the excel tool. | ||
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| - | If you are in doubt which option to choose, please ask Robin at [[imassist@strw.leidenuniv.nl]]\\ | ||
finance/faq.1767799027.txt.gz · Last modified: 2026/01/07 15:17 by holscher
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