This is an old revision of the document!
Who should I contact if I have a question about BAS InSite?
If you cannot find the answer to your question here; in BAS InSite itself; or on the university FAQ page, then please first ask one of your colleagues if they know the answer. If not, then please contact Robin Hölscher. You can contact her at imassist@strw.leidenuniv.nl, or through the #bas-insite channel on the Observatory Slack.
What is the difference between BAS InSite and AFAS?
The new administrative system that will be introduced at Leiden University will be known by the name BAS InSite (Basic Administration System InSite). AFAS is the name of the company that supplies this new system.
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.
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 here.
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?
When you go to My InSite > Expense claims, you have to choose between three options:
- Expense claims: 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 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 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.
Why can I only see the webpage in Dutch?
The translation is still under development, hopefully this should be resolved soon!
Why is the hourly component added to my expense claim?
It has become clear that the hourly component is maximised for travel expense claims in BAS InSite. Currently, in the system it is not possible to manually reduce this to 0 like in SAP. This would have a significant impact on how we can spend our limited travel budget. We are still looking into this, so if your travel expense claim is not urgent, please wait to submit it until 1 February. We will provide an update on this as soon as possible.
