Training for employees: rules and reimbursement

The three types of training

• A - Required and/or job-related training

  Reason for training = Reason A: training that is required in order to properly fulfil your current or a future position.

  Your manager may take the initiative in asking you to enrol in a particular course or programme. In that case too, discuss the desired training and put the items mentioned above in writing.

  The costs of your training will be fully reimbursed by VU Amsterdam. The basic understanding is that the course will be completed during working hours.

  Remember that the requirement or permission to enrol in a course is partially dependent on the unit’s available budget for training. Business interests may also play a role.

  Applying for training courses using the self-service option

  When you and your manager have reached an agreement about the desired training, you will initiate the application in the self-service option Learning & Development, using the blue ‘Take action now’ button on this page. This will take you to the Service Portal, where by clicking on ‘Take action now’ you will access the Learning Management System (LMS). Go to ‘My records’ and select ‘Apply for external courses’.  

  The desired training course is required or at least focuses on your current or future position, therefore select option A in ‘Reason for training’ (field B.11).

  The application will be sent to your manager for approval and then to the HR Advisor. Once your manager has given approval, you can enrol at the educational institution that is delivering the course.

  Costs of the course and invoicing

  VU Amsterdam will fully reimburse you for the costs of the course or programme. For further specification of the costs and other facilities, please see the Training facilities regulations.

  Inform the educational institution that a digital invoice in PDF should be sent to VU Amsterdam (with a copy to you). The email address to use is: invoice@vu.nl. Ask for a copy of the invoice for yourself so that you have it available if VU Amsterdam has any questions about the charges.

  The invoice must also contain the correct VU accounting code. Your manager can tell you what the accounting code is. It may be an order number, a cost centre number or a WBS element.

• B - Training that contributes to career development

  Reason for training = Reason B: training that is not required for your position but that contributes to your career development and job prospects.

  If you want to enrol in a course that is not required for your work and is also not focused on your current or a future position at VU Amsterdam, but that can enhance your career development and job prospects, VU Amsterdam will cover 50% of the costs of such training. The basic understanding is that you complete these courses on your own time.

  Remember that permission to enrol in such a training course is partially dependent on the number of courses that you have completed already, the costs involved and the unit’s available budget for training. Business interests may also play a role.

  Applying for training courses using the self-service option

  When you and your manager have reached an agreement about the desired training, you will initiate the application in the self-service option Training & Development, using the blue ‘Take action now’ button on this page. This will take you to the Service Portal, where by clicking on ‘Take action now’ you will access the Learning Management System (LMS). Go to ‘My records’ and select ‘Apply for external courses’.  

  For training that contributes to your career development, select option B under ‘Reason for training’ (field B.11).

  The application will be sent to your manager for approval and then to the HR Advisor. Once your manager has given approval, you can enrol at the educational institution that is delivering the course.  

  Paying for the training and invoice  

  VU Amsterdam will reimburse you for 50% of the costs of the course. For further specification of costs, other facilities and conditions, please see the Training facilities regulations. You will sign an agreement with the educational institution yourself and pay the full amount. The part that VU does not cover is your own contribution. The part that is covered can be reimbursed using a claim form submitted using the self-service option Expense claims (non-business travel). You are required to upload the invoice from the educational institution in PDF.

  If the expense claim form is fully processed before the 10th of the month (i.e. including the manager’s or budget holder’s approval), the net amount will be deposited to your bank account around the 24th of the month.

  Repayment obligation and deduction from transition payment

  A repayment rule applies to this type of training, as stated in article 8 of the Training facilities regulations. For example, repayment is obligatory if you terminate your employment contract yourself before you have completed the course or within 2 years of having completed the course.

  If VU Amsterdam is responsible for terminating or not extending the employment contract, and you are entitled to a transition payment, then that part of the training costs to be paid by VU Amsterdam will be deducted from the transition payment. This only applies to costs incurred within 3 years of the end of the employment contract. It is important that you are well informed of this before you apply for any training because by making the application for a course or programme you are giving your consent to this regulation.

  Tax-friendly conversion using the Individual choices model

  If so desired, you can convert your own contribution to an expense reimbursement using the Individual choices model, with tax advantages. You can do this by going to the self-service option Individual choices model. Attach the educational institution’s invoice in PDF the same as given above.

• C - Training in the context of job-to-job counselling

  Reason for training = Reason C: training in the context of job-to-job counselling and the prevention or reduction of unemployment.

  When the time comes for you to leave VU Amsterdam because your temporary employment contract is not being renewed or because it has been terminated by VU Amsterdam, we believe it is important to send you into the job market properly equipped, in order to help prevent involuntary unemployment. To this end, the HR & HSE department offers job-to-job counselling, for both support staff and academic staff.

  In order to increase your prospects on the job market, you can also submit a proposal for further training or re-skilling. You can ask the HR Advisor for advice on how to find the right kind of training.

  If you receive permission to enrol in a course, VU Amsterdam will reimburse you for the costs. If you are receiving a transition payment because your employment has ended, these training costs will be deducted from that amount.

  Applying for training courses using the self-service option

  When you and your manager have reached an agreement about the desired training in accordance with the Training facilities regulations, you will initiate the application in the self-service option Learning & Development, using the blue button ‘Take action now’ on this page. This will take you to the Service Portal, where by clicking on ‘Take action now’ you will access the Learning Management System (LMS). Go to ‘My records’ and select ‘Apply for external courses’.  

  The intention is that training will contribute to the prevention or reduction of unemployment, which is also called job-to-job transition, so in the self-service option select option C for the ‘Reason for training’ (field B.11).

  The application will be sent to your manager for approval and then to the HR Advisor. Once your manager has given approval, the application is complete and you can enrol at the educational institution that is delivering the course.   

  Invoice and paying for the training course

  Inform the educational institution that a digital invoice in PDF should be sent to VU Amsterdam. The email address to use is: invoice@vu.nl. Ask for a copy for yourself so that you have it available if there are any questions about it.  

  The invoice must also contain the correct VU accounting code. Your manager can tell you what the accounting code is. It may be an order number, a cost centre number or a WBS element.

  Transition payment

  If your temporary employment contract will not be renewed or if you are being dismissed, then you are probably eligible for a transition payment. You can use this transition payment for such things as further training to make the transition to a new job go more smoothly.

  If during your employment contract you incurred costs (including for training) focusing on finding a position outside VU Amsterdam or on preventing and reducing unemployment, then these training costs will be deducted from the transition payment.

  It is important that you are well informed of this before you apply for the training course. That’s because the costs of the training course will be deducted from the transition payment. By applying for the training course you give your consent for this.

  Only the actual costs (including course fees) incurred within the maximum period of three years before the end of the employment contract will be deducted from the transition payment.

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