Following HR's year-end closing, these three faculties will be administratively merged in the HR systems to form the Faculty of Social Sciences and Humanities. To ensure that this merger is carried out carefully and without risks, different arrangements apply to the HR processes listed below for the three faculties concerned. ‘Completed’ means that all the necessary stakeholders in the process have given their approval and that any requested attachments have been submitted correctly.

No later than Friday 4 December 2026:

• all new hires covered by the collective labour agreement with a start date in 2026, as well as new hires with a start date in January 2027, must be fully completed by this date
• all terminations of employment with an effective date of 31 December 2026 or earlier must be fully completed by this date
• all changes that still need to be submitted on a form for manual processing must have been submitted to the HR Service Desk by this date, complete and bearing all the required signatures

Foreigners

Would you like to appoint a new external, employee or student assistant from outside the EU in 2026 or in January 2027? An entry visa, residence permit or work permit may be required, and the onboarding process will take longer. Under the standard submission deadline, International Office needed all the information by Friday 23 October 2026 at the latest to ensure that the necessary permits could be arranged with the Dutch Immigration and Naturalisation Service (IND) in good time.

Applications received after this date will, of course, still be processed, but timely processing cannot be guaranteed. Rule of thumb: the earlier the application is submitted to the IND, the lower the risk of complications.

The same applies to extensions for externals, employees and student assistants with a non-EU nationality.

Permit applications submitted on time but not yet approved by the IND will be monitored by the HR Service Desk. If necessary, the HR Service Desk will contact the relevant HR Advisor to discuss the next steps.

No later than Thursday 10 December 2026:

• all amendments to the employment contract (including extensions of temporary employment contracts) must be fully completed by this date
• all amendments to the employment contract (including extensions of temporary employment contracts) with a start date in 2027 must be processed before the year-end closing if they were initiated in 2026
• all choices in the Individual choices model must be submitted by this date, including any required supporting documents

No later than Sunday 13 December 2026:

• all expense claims that need to be processed and paid in 2026 must have been fully submitted and approved by this date. The Concur expense system will then be closed to the faculties of Religion & Theology, Humanities and Social Sciences from 14 December 2026 until 4 January 2027

From 14 December 2026:

• from this date onwards, no entries or amendments may be made in the HR systems if they affect salary payments. In other words, after the deadlines listed above, new hires, terminations of employment, amendments to employment contracts, and (advance) payments can no longer be processed. If these HR processes are nevertheless initiated after the deadlines, HR will reject them on the grounds that they were not completed on time.

From 4 January 2027:

• new hires with a start date from February 2027 onwards can be initiated (the deadline for new hires with a start date in January 2027 was Friday 4 December 2026)
• amendments to employment contracts, including extensions, for 2027 can be initiated
• from 4 January 2027 onwards, the old cost centres in Concur must no longer be used for expense claims. Finance is expected to provide an overview of the old and new cost allocations in November. This overview, known as the ‘old-to-new’ list, indicates which new cost allocation must be used to replace the old one

The administrative merger of the three faculties makes it essential to adhere strictly to the deadlines listed above. This will ensure that all information can be processed accurately and on time for the new Faculty of Social Sciences and Humanities in the HR systems.

Arrange replacement in case of holiday or illness

If you are a stakeholder in one of the processes mentioned and you are going on holiday shortly, please set up a temporary replacement.

• For the workflows in SuccessFactors, click on the tile ‘Delegate Workflows’.
• For the tasks in the Service Portal, please go to your profile and set up your replacement at ‘My Delegates’.
• For the approval of declarations, please go to Concur. Click on your profile in the top right-hand corner, go to ‘Settings’, and then select ‘Request Delegates’, where you can choose a colleague to act as your delegate and select the required actions.

This will prevent HR workflows from stalling and deadlines from being missed. The same applies if you unexpectedly become ill.