MARS FGB

FAQ's

• 1 - Find your employee profile

  • Click here to log in to ServiceNow directly.
  • Click button ‘Take action now’ which redirects you to your personal employee profile within SuccessFactors.
  • Navigate by clicking on the tabs in the menu bar at the top, or simply scroll down through the data.

  Tip: set this page as a favourite in your browser for easy return.

• 2 - Job changes (position, salary increase, contract extension, work schedule, FTE etc.) and renewal of VU access pass

  Job change:

  It’s important to first contact your Department Manager about your job change (for example a linked position). It might require an action by the department manager on a different administration level within SuccessFactors as well.

  • Click here to log in to ServiceNow directly.
  • Click button ‘Take action now’.
  • An overview of your employee profile opens in SuccessFactors.
  • Navigate to the 'Employment Information’ tab in the menu bar and choose ‘Job Information’.
  • Within the frame ‘Job Information’ click the pencil in the centre of your screen.
  • Select the effective date of the change.
  • Depending on what you want to change, adjust the appropriate fields.

  Tips:

  • Under the change tab 'Function details' you can click 'Show another 9 fields'. This will make more fields available.
  • Always use the comment field to explain your request for change.
  • If you have any questions, please contact the HRM Service Desk.

  Contract renewal and access pass:

  Your contract extension is administered in the HRM systems. However, your VU access card is not renewed automatically. Consequently many of you experience access cards not working anymore.

  • To anticipate this, please submit a change request here once you have received confirmation of your contract renewal.
  • Click ‘Take action now’.
  •  Fill in at ‘Gewenste toegang’ ('desired access'): keep existing profile(s).
  • Enter at ‘Gewenste tijden’('desired times'): keep existing times.
  • Change end date in the specified field ‘Einddatum’.
  • Use the explanation field to indicate that your employment contract has been extended.
  • Click 'Send' at the top right of the screen.
  • Please note to regularly update you access passes when visiting the VU.

  Tip: 24-hour access in principle is no longer granted. Weekend access within the usual opening hours is. 

• 3 - Travel advances

  Planning to apply for a travel advance? Please check this document: it will help you to achieve that goal!

• 4 - Expense Claims

  Before you start, it is useful to have the following information at hand to enter your claim correctly:  

  • PDF of invoice/voucher.
  • PDF of payment on your bank statement.
  • WBS number or cost centre.
  • Your bank details.

  VU employee (internal expense claim)

  • Click here to access ServiceNow.
  • Click on 'Take action now'.
  • SAP Concur opens. In the menu bar at the top depending on language settings, click on 'Onkosten' or 'Expenses'.
  • Click on 'Create new claim'.
  • Enter expense claim title.
  • Enter type of cost centre: choose either 'cost centre' or 'project'.
  • Now enter the number of the cost centre or project. Default here is '(CC) Cost Centre'. If you need to change this to a WBS number, click in the box and scroll down. At the bottom you can select (PJ) Project WBS Element. Then you can enter the WBS number in the 'CostObject ID' box.
  • Fill in the rest of the fields and any comments, and click save.
  • Click on add expense(s).
  • Please attach proof of expense(s).
  • Click on Save Expenses. An overview of your expenses is provided.
  • Click on the orange 'Submit expense report' button in the top right-hand corner. A control window will appear, then click 'Submit Note' again. 

  External  

  • Click here to claim expenses as non VU employee.
  • Fill in all fields.
  • After submitting, please find a confirmation of your expense claim in your downloads folder.

• 5 - Invoice requirements (invoices to the VU/FGB)

  Please send the invoice in PDF (including all relevant attachments) by e-mail to invoice@vu.nl. The invoice itself has to include at least the following data (without these details the invoice will not be processed automatically):

  Vrije Universiteit Amsterdam

  Ref: 2500 FGB

  Address: De Boelelaan 1105 1081 HV Amsterdam, The Netherlands

  Cost reference:

  Contact person:

• 6 - Organisational data VU and FGB

  Bank account FGB:

  Deutsche Bank

  Stichting VU, Faculteit Gedrags- en Bewegingswetenschappen

  IBAN: NL52DEUT0487814975

  BIC: DEUTNL2N

  Please state cost reference when paying.

  Address Vrije Universiteit:

  De Boelelaan 1105

  1081 HV Amsterdam

  The Netherlands

  Address Deutsche Bank:

  De Entree 99-197

  1101 HE Amsterdam

  The Netherlands

  VAT number: NL.8510.29.279.B01

  Chamber of Commerce: 53815211

  PIC code VU Foundation: 954530344

  EORI number VU: NL851029279

  Erasmus code: NL AMSTERD02

  Contact address VU for Erasmus students: erasmus@vu.nl

• 7 - Activate replacements in all systems (important in case of absence due to illness and holidays)

  ServiceNow:

  • Open this shortcut to ServiceNow.
  • Click the Profile icon at the top right of the page.
  • Scroll down to 'Delegate’.
  • Choose the replacement, select the start and end date and tick the boxes. Create the replacement.

   SuccessFactors:

  • Open this shortcut to SuccessFactors.
  • Click the Quick Links’ tile.
  • Click the 'Available' tab and click 'Auto Delegate’.
  • Fill in the details and create the delegation. The recipient must accept the delegation using the same steps.

  SAP Concur:

  • Open this shortcut to SAP Concur.
  • Click the Profile Icon at the top right of the page, then click Profile Settings. In the left menu under 'Application Settings' look for 'Application Delegates'.
  • Click on 'Add' and select a colleague. Select the desired actions and click save.

  SAP S4/Hana:

  • Open this shortcut to S4/Hana.
  • Click (i) the tile ‘My Inbox’ and (ii) the button of your profile in the upper right corner of the page. Then click ‘Manage my substitutes’.
  • Next click 'Planned' and click 'Add new substitute' at the bottom right of the page. Type the name of a colleague and select this person. Then click 'All' and select the delegation period. Click on 'Save'.