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--- finance:business [2022/03/18 15:13]
balkestein
+++ finance:business [2024/01/24 15:30] (current)
holscher
@@ Line 2: / Line 2: @@
-**University regulations with regards to travel**\\
+**University regulations with regards to travel abroad**\\
-Please check the latest guidelines on: https://www.staff.universiteitleiden.nl/announcements/2020/07/permission-for-business-travel-abroad?cf=science&cd=leiden-observatory\\
+Always check the latest guidelines on: https://www.staff.universiteitleiden.nl/human-resources/conditions-of-employment-salary-and-allowance/business-travel?cf=science&cd=leiden-observatory
-Your contact for travel permission is Jacqueline van Rooijen <vanrooijen@strw.leidenuniv.nl> \\
+It is not necessary to get approval for a green/yellow zone country business trip anymore. Only for orange/red zone countries the scientific director of the institute and the Faculty Board must give approval. Please note that in this case you should do a safety training before you go. This can take some time and you should contact the institute manager about the costs. Please check https://www.staff.universiteitleiden.nl/human-resources/conditions-of-employment-salary-and-allowance/business-travel/travel-to-high-risk-areas/science/leiden-observatory?cf=science&cd=leiden-observatory#you-wish-to-travel-to-a-red-zone
 **Booking flights with Uniglobe’s online travel tool**\\
-All airline and international train tickets must be purchased through travel agency Uniglobe. At the start of you contract we will inform Uniglobe that you are an authorized booker of Leiden University. Uniglobe will mail you a login and instructions for their online travel tool: https://www.gtp-marketplace.com/identity/login?signin=c8731bac12ab86f31821d7f679cf7194#/flights/search
+All airline tickets must be purchased through travel agency Uniglobe.
-If you have not received a login, please contact the secretariat <secretariat@strw.leidenuniv.nl>.
+At the start of you contract we will inform Uniglobe that you are an authorized booker of Leiden University. Uniglobe will mail you a login and instructions for their online travel tool: https://www.gtp-marketplace.com/identity/login?signin=c8731bac12ab86f31821d7f679cf7194#/flights/search
+If you have not received a login, please contact the STRW secretariat <secretaries@strw.leidenuniv.nl>.
 With the reservation of a flight or train ticket you have to mention the SAP number that should be used for the costs.\\
-If you are not aware of the SAP number that you should use, please contact Nuray Koc, <koc@strw.leidenuniv.nl>. The University is billed directly, you do not need to pay in advance.
+If you do not know the SAP number you should use, please contact Robin Hölscher, <imassist@strw.leidenuniv.nl>. The University is billed directly, you do not need to pay in advance.
-Please note that Leiden University does not cover any expenses of a partner/family member traveling with you.
+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/family member 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.
+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>.\\
+**Train tickets**\\
+Train tickets can be booked through Uniglobe, but because this is rather expensive it is advisable to buy train tickets yourself and ask for reimbursement through the SAP Self Service.
 **Hotel accommodation**\\
-Preferably by self booking with the Uniglobe online tool. You should pay in advance and claim the expenses via SAP Self Service. If you cannot pay in advance, you can request an advance payment via SAP Self Service. Another possibility is to ask Uniglobe to book hotel accommodation for you, but this is more expensive and thus not recommended.
+Preferably by self booking. You should pay in advance and claim the expenses via SAP Self Service. If you cannot pay in advance, you can request an advance payment via SAP Self Service. Another possibility is to ask Uniglobe to book hotel accommodation for you, but this is more expensive and thus not recommended.
 **Travel insurance**\\
-Employees going on business trips can make use of the University’s collective travel insurance scheme. Please check the university website for more information: https://www.staff.universiteitleiden.nl/human-resources/social-security-and-insurances/collective-insurances/travel-insurance/science/leiden-observatory?cf=science&cd=leiden-observatory or contact Beatrix Pehleman, <bam.pehlemann@bb.leidenuniv.nl>
+Employees going on business trips can make use of the University’s collective travel insurance scheme. This means that you do not have to take out your own business travel insurance when travelling abroad for your work. The University has taken out collective travel insurance via ACE.
+Employees going on business trips must install the Chubb Travel App during a business trip. This is important because of the University’s collective travel insurance scheme. Please check the university website for more information: https://www.staff.universiteitleiden.nl/human-resources/conditions-of-employment-salary-and-allowance/business-travel/work-related-travel-insurance/science/leiden-observatory?cf=science&cd=leiden-observatory or contact Beatrix Pehleman, <bam.pehlemann@bb.leidenuniv.nl>
 **Reimbursement travel expenses**\\
-All expense claims have to be done via SAP Self Service. You are always requested to fill in a SAP-number. This is an administrative number used to allocate your costs. It can be provided by your supervisor or the project administrator. In the ‘Subject’ field, please enter the date, destination and the name of the meeting.
+All expense claims for employees with a paid contract at Leiden Observatory have to be done via SAP Self Service. If you work for the University but are not an employee, you can still submit a claim for certain expenses. Do this by filling in an electronic claim form that you can find online: https://hop.leidenuniv.nl/sap/bc/ui5_ui5/sap/yul_dec_appl/index.html?sap-client=400&sap-language=EN . Attach proof of purchase for everything that you wish to have reimbursed. Remember to scan your receipts beforehand. The activity holder and budget holder of the department for which you work must approve your claim.
+You are always requested to fill in a SAP-number. This is an administrative number used to allocate your costs. It can be provided by your supervisor or the project administrator. If you  In the ‘Subject’ field, please enter the date, destination and the name of the meeting.
 The date format in the SAP system is dd.mm.yyyy. You can also leave out the dots and enter 01052015, for example. Time can also be inserted without punctuation, for example 730 (becomes 7:30) or by using a colon, 7:30. After entering the date and time, first press <ENTER> before you go on. This way the system checks your date and time specification.
@@ Line 32: / Line 41: @@
 Answer: - No, but you can lower the number of cost entries, thus lowering the amount, you cannot adjust the total amount yourself.
-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/allowances/business-travel
+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
-For more information on flat-rate reimbursements, see below link to website:
+For more information on expense claims, you can also find guidelines within the Self Service environment or contact FSSC (Finance) on ☎ 071-527 5555 or email <fssc-servicepunt@BB.leidenuniv.nl>
-https://www.staff.universiteitleiden.nl/human-resources/conditions-of-employment-salary-and-allowance?cf=science&cd=leiden-observatory or contact FSSC (Finance) on ☎ 071-527 5555 or email <fssc-servicepunt@BB.leidenuniv.nl>
 Please see below for a detailed user’s guide to the [[https://www.staff.universiteitleiden.nl/finance-and-procurement/compensations-and-declarations?cf=science&cd=leiden-observatory|Travel and expenses]] section:\\
@@ Line 47: / Line 56: @@
 **Advance payment**\\
-If you need an advance payment for a business trip before you have received your first salary and you do not have access to SAP Self Service, please contact Jacqueline van Rooijen <vanrooijen@strw.leidenuniv.nl>. She will assist you in in making a request. Please remember to hand in your expense claim with Jacqueline after your trip (don’t forget to keep the receipts). When you have access to SAP Self Service, you can request an advance payment there.
+If you need an advance payment for a business trip before you have received your first salary and you do not have access to SAP Self Service, please contact Robin Hölscher <imassist@strw.leidenuniv.nl>. She will assist you in in making a request. Please remember to hand in your expense claim with Robin after your trip (don’t forget to keep the receipts). When you have access to SAP Self Service, you can request an advance payment there.

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