Change employment contract

Amendment of employment contract

• Temporary employment contract: extension or conversion into permanent contract

  If you have a temporary employment contract that is due to expire, there are two options:

  1. Extension of employment contract
     Your manager offers you an extension. However, on the basis of the Collective Labour Agreement (CLA) terms of appointment, it must first be examined whether an extension is possible. These terms are set out on the New Internal Employee page. If the CLA allows for an extension then you and your manager subsequently agree on an extension. 
  2. Conversion into permanent contract
     Your manager offers you a permanent employment contract. 

  Expiry of a temporary employment contract and the notice period

  Managers have an important role in keeping track of the expiry dates of employees who have temporary employment contracts. In the case of a temporary employment contract lasting longer than six months, article 8.2 of the collective labour agreement stipulates a notice period: no later than one month before the employment contract expires, the manager must inform the employee in writing (by email) whether the employment contract will be extended or terminated. In the event of extension, the manager must also indicate the conditions under which the extension will take place. An oral announcement is not sufficient.

  To alert managers and employees to the approaching end of a temporary employment contract and to consider extension or termination, both receive a notification from the system two months before the end of the contract. For foreigners, this is three months before the end of the contract, as this group often requires a work permit that must be renewed by the IND first before the contract can be extended.

  Two months before expiry, the employee also receives a standard notification from the job to job counselling, including information about applying for unemployment benefits. This is a legal obligation. If an extension is agreed, the employee can consider this notification as not sent.

• Change of working hours/schedule

  If your working hours change, your work schedule will also change. However, the schedule determines the correct adjustment of your holiday leave credit. If you discuss changing your working hours with your manager, you will also determine a new work schedule at the same time. Flexible working hours also play a role in a change of working hours. You must factor your current choice into your new working hours or agree a new choice of flexible working hours with your manager.

  If you only wish to make a change to your Flexible working hours without changing your working time factor, then you only adjust your work schedule.

  If you change your working hours/schedule permanently, and in the same time your travel pattern permanently changes too, please adjust your commuting statement as well.

  Temporary change 

  Your working hours can also change temporarily. It is important that you determine the start date and end date of your temporary increase or reduction in working hours with your manager at an early stage. After you have received approval from your manager, you need to submit two changes via the self-service option. 

  First change

  In the first change, you enter the following details:

  • the start date (this is the agreed start date of the increase or reduction of your working hours)
  • your new working hours
  • the new number of working days
  • the schedule corresponding to your new working hours 

  Your manager will then receive a task to approve this change.

  Second change

  The second change (the return to your old working hours and schedule) you can submit only after your manager has approved the task for the first change. Resubmitting your old working hours is needed to prevent that you have to repay the overpaid salary you would receive afterwards a temporary increase, or that you would receive an underpaid salary afterwards a temporary reduction. So therefore you need to organise that your manager informs you when he or she has carried out the approval for the first change via the task, so that you immediately can enter the second change. The start date of this second change is the date on which your old working hours restarts. You then reset your working hours, the number of working days and your schedule to the old situation. This second change is also approved by your manager via a new task.

  Please note that a temporary change in your working hours usually also requires a temporary adjustment of your commuting statement and therefore also affects your working-from-home allowance. So please also check your commuting statement and, if necessary, adjust it for the period of your temporary change in working hours. Afterwards, do not forget to reset your commuting statement to the old situation.

  A temporary change in your working hours also affects the accrual of your holiday leave. This is being processed automatically and can be seen on your holiday chart.

• Change of job

  The position that you occupy is determined according to the university system of job classification and evaluation, known as the University Job Ranking (UFO). If your range of duties is amended or expanded over time, this may change your job description. It is also possible that you will be assigned a completely new position within the same unit or that you will be transferred to another unit in a similar or entirely new position.

  A change in position may involve the transfer of tasks and knowledge. In addition, it may be necessary to adjust authorisations in the systems used.

  Withdrawal of authorisations

  When your job changes, you and your manager will jointly assess which authorisations are no longer necessary based on your new job or transfer. If one or more authorisations need to be withdrawn to prevent unauthorised access, your manager will report the authorisation change to the functional administrator of the relevant application(s). In some cases, a shared mailbox is used in the job. Here too, an assessment will be made as to whether your rights need to be adjusted. 

  For applications that are critical to business operations, functional management periodically checks employees who have changed jobs or been transferred to prevent them from retaining unauthorised access to information and systems that are no longer relevant to their new duties.

  Knowledge transfer

  When tasks need to be transferred to a successor, it is important that the relevant knowledge and responsibilities are transferred in a structured manner to ensure the continuity of business processes. Together with your manager, you ensure that this transfer is stored in a central location, for example in a Teams environment. If possible, and after consultation with your manager, you will hold a transfer meeting with your successor to discuss the most important processes and points of attention.

• Change in salary

  The information below generally represents the way that salary changes are handled within the organisation, but you cannot derive any rights from this. This is because determining your salary depends on your personal performance and agreements you have made with your manager. There is therefore no formal implementation policy.

  A change in salary is generally accompanied by a job change. This normally means that you will be placed in the salary scale corresponding to your new position. When selecting the new salary scale, your years of experience are taken into account. The salary incremental date changes automatically: counting from the effective date of the change in salary, you will automatically receive your annual salary increment 12 months later (unless you reach the end of the salary scale). This automatic change of the salary incremental date cannot be adjusted manually, nor by the HR Service Desk.

  Preliminary scale scale

  If you are in a preliminary salary scale for your position and have a positive assessment on full job performance, you will move to the salary scale corresponding to your position (final salary scale). As a rule, you move to your final salary scale at the same salary level, and there you receive an additional salary grade. Your position itself does not change.

• One-off allowance, fixed allowance, additional periodical

  Your manager may reward you when you perform exceptionally well or for any other reason that justifies an additional remuneration.

  Your manager has a choice of various options, such as a one-off allowance, a fixed allowance and an additional periodical. See also the page Performance-based remuneration practices.

• Change in work site

  Standard work sites

  There are two standard work sites:

  • VU campus (for VU Amsterdam and ACTA employees)
  • AMC Meibergdreef (only for ACTA employees)

  On entering employment, your manager chooses which work sites applies. This work site is then registered on your position.

  If you subsequently change your standard work site, your manager will change this in your position. 

  Non-standard work site

  If, in comparison with the two standard work sites, a non-standard work site applies with your manager’s consent, temporarily or otherwise, this is not changed in your position. You register this non-standard work site by using the self-service option View and change my personal details (the address is entered under Addresses > Add addresses > Positioned address). Your manager then gives approval in the workflow.

  For example, a VU Amsterdam employee works on the VU campus by default and does research at TU Delft for six months. The address of TU Delft will then temporarily become the non-standard work site.

  Commuting allowance

  The commuting allowance is based on the distance between your standard (or non-standard) work site and you home address. 

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