Expense claims & advances

Log in to the SAP self service (https://sapepp.leidenuniv.nl/irj/portal/) with your ULCN-account. If the language of your account is set to Dutch, you can change this in the top left under ‘personalize’.

To submit an expense claim, go to ‘Travel and expenses’ > ‘new expense claim’. Submit the form as follows:

Terms and conditions
Please check the university website for the exact terms and conditions for travel expenses: https://www.staff.universiteitleiden.nl/human-resources/conditions-of-employment-salary-and-allowance/business-travel?cf=science&cd=leiden-observatory

Subsistence allowance
When you enter the start and end time of your trip, the system will automatically maximize the amount of meals and the hourly component. For the meals you do not need to submit any receipts. However, make sure that the total amount that you claim is never more than what you actually spent during the trip. You can manually decrease the quantity of the meals until the amount matches the amount that you have spent.

Hourly component
You cannot claim the hourly component (and day/evening component in case of travel within the Netherlands), unless you made certain costs that cannot be claimed under any of the other categories. Therefore, either make sure to set the hourly component to zero, or else explain in the remarks section what the costs were that you want to use the hourly component for.

Accommodation
There is a maximum amount that you are allowed to spend on accommodation per night, depending on the region, see here: https://www.caorijk.nl/cao-rijk/bijlage-6. If for any reason you need to exceed this amount, make sure to contact the Director of Operations (operations@strw.leidenuniv.nl) for approval before you book.

Uniglobe
All flight tickets have to be booked through Uniglobe. If you are not yet an authorized booker, please contact the secretariat (secretaries@strw.leidenuniv.nl). Before you make any final bookings, always make sure your supervisor approves the flight that you plan to book. Train tickets and accommodations do not need to be booked through Uniglobe.

If you find a flight that is cheaper than the options that are shown in the Uniglobe booking system, you can try calling them ((0) 88 202 30 80). Sometimes their employees are able to manually book the cheaper flight.

Travel by car
If you travel to a conference by car, the costs will be reimbursed base on the number of kilometers (Type of costs: Travel Netherlands > Travel costs; kilometer allow.). With your expense claim, submit a screenshot of google maps which shows the number of kilometers between begin and end destination. Parking costs cannot be reimbursed.

Receipts
For all costs except meals you need to submit the receipts, preferably in pdf or JPEG/PNG. HEIC cannot be read by the SAP system. Make sure to save your receipts during the trip, as it might not be possible to get reimbursed without them.

SAP-number
Please ask your supervisor which SAP-number to use, or else contact Robin Hölscher (imassist@strw.leidneuniv.nl).

Conversion rate
If the costs are made in any currency other then EUR/USD, use Oanda (https://www.oanda.com/currency-converter/en/?from=DKK&to=EUR&amount=360) to determine the conversion rate at the time of the trip. Please add the conversion rate that you used in the remarks section.

Type of costs
Make sure to use the correct type of costs and cost specification. If in doubt, please contact Robin Hölscher (imassist@strw.leidenuniv.nl).

Holidays
If you want to add some days of holidays to your work trip, you either need to show that this does not increase the costs, or you need to pay the difference in costs yourself.

Bringing partners
Please note that Leiden University does not cover any expenses of a partner traveling with you. It is possible however to book a flight for your partner through Uniglobe, but this ticket has to be paid directly by you (credit card or iDEAL). Uniglobe also charges an extra handling fee of ~20 euro. You cannot use the online travel tool for booking a flight for your partner, but need to contact Uniglobe by email: ultravel@uniglobeat.nl.

Deadline
Please submit your expense claim as soon as possible after the end of your trip, but no later than two months. You do not need to submit everything at once, if you already make some costs prior to the trip you can claim them immediately (but this is not mandatory).

Advance
To ask for an advance before you make any costs, go to ‘Travel and expenses’ > ‘New advance’ in the SAP self-service. After you have made the costs for which you received an advance, you will be asked to settle the advance by uploading the necessary proofs of payment, just like with a regular expense claim. You will then either receive the rest of the money if you have paid more than the advance, or be asked to repay an amount if it turns out you have spent less than anticipated.

Relocation expenses
A compensation for relocation expenses can be discussed before the start of your contract. Please contact Somayeh Morabbi if you have questions: secretaries@strw.leidenuniv.nl.

Expense claims for non-employees
You can only submit your first expense claim after you have received your first salary. If you have made costs in the period before your first salary, you can postpone your expense claim until after you have received your first salary, or you can submit a so-called PNIL form. This form can also be used by other non-employees who have made costs that will be reimbursed by the University: https://hop.leidenuniv.nl/sap/bc/ui5_ui5/sap/yul_dec_appl/index.html?sap-client=400&sap-language=EN

Questions
For questions about outstanding expense/advance claims, please contact FSSC (071-527 5555). For other questions, please contact Robin Hölscher (imassist@strw.leidenuniv.nl), office BM.4.03