As from April 1, 2015, Leiden University entered into a Horizontal Supervision agreement with the Tax Office. This has made it possible to simplify the process of claiming business travel expenses and to reduce the administrative workload of our staff. As a consequence, a new regulation on business travel and subsistence expenses has been set up to articulate these changes, and a number of fixed rate expense allowances has been introduced. This means that you are no longer always required to produce receipts in order to claim your expenses.
In the self service under the 'leave' registration, you can submit a "leave request for business trips", and select your supervisor for approval.
You are, of course, always expected to agree upon your plans for conferences and business trips with your supervisor beforehand.
Formalizing your request by submitting a "leave request for business trips" has the additional benefit that your absence will be visible on the internal observatory page: https://local.strw.leidenuniv.nl/local/databases/forms/afwezig.php
Please mention in the 'remarks' section the SAP number and the estimated total costs for the trip, to make sure your supervisor is well informed..
Travel and Expenses
Before you go on a trip you should do:
Discuss your plans with your supervisor
Check whether there are sufficient funds for the trip, if possible
apply for extra funding at LKBF or the LSF in case you go on an observing
trip and no other funding opportunities are available
(e-mail , secretary of the LSF).
Submit a travel request through the self service portal.
Include a cost estimate and if necessary apply for an advanced payment.Please don't include costs for a flight ticket in the cost estimate, because the costs of flight tickets will be billed to the Observatory directly. Please do mention the expected costs for the flight ticket in the comment section.
After approval you can arrange a flight ticket (if necessary).
It is mandatory to do this through the university travel agency UNIGLOBE
if you want the university to pay for the costs. If UNIGLOBE tells you that
you are not on the list of authorized bookers (for example because you
are a new employee), please contact (Institute Manager)
For registration of Holidays: please select your supervisor (if not possible, please select Mrs Marjan Balkestein).
Travel requests via leave registration. A travel request is mandatory for ALL trips except for one day trips within the Netherlands.
Expense reports. All types of declarations can be made with this service, not only those that are travel related. Together with you expense report you have to upload your receipts / invoices electronically. Scanning receipts with the photocopy machine can be done easily, for more information check here. An explanation of how you can add the receipts in you electronic expense report can be found in a 'Work instruction Expense Report for Travels Abroad' in the Self Service Portal.
If you are granted with an LKBF contribution: please include these costs in the expense report and submit your claim at LKBF at the same time you enter the expense report. Tell the LKBF to transfer the money to the Observatory on the SAP number you have used. In case of LSF subsidy: please contact (Institute Manager) for details on the procedure.
Time registration via Self Service should be performed by all employees working on European Projects, and in some specific cases. For details please contact (Observatory project adminsitation); ?>.
You login with your ULCN account, this is a standard University account you receive when you start working for the University. Note that this is a different account then your e-mail account at the observatory. If you have problems using the ULCN account contact the Observatory computer group.
For technical support concerning the Self Service Portal and basic use of the system please contact:
Aart Vos: (tel. 5828) or
Unpaid employees, guests and visitors
Use the forms from the Financial Shared Service Center (in Excel):