International business travel

Last updated on 9 August 2024

Before any official travel on behalf of the university, the employee concerned should evaluate whether the journey is absolutely necessary or whether there are online alternatives, and how the trip could be made with as little negative impact on the environment as possible.

In specific terms, this means that an international trip will generally only be approved by supervisors and accommodation expenses reimbursed by the university under the following circumstances:

The journey is for the purpose of an international meeting lasting more than three hours and the journey is made by public transport if the journey time is six hours or less by public transport.
The journey is for the purpose of an international meeting lasting more than three hours and the journey is made by public transport if the journey time by public transport is shorter or equal to the equivalent plane journey.
The employee concerned makes no more than one intercontinental flight every two years.

The following additional regulations apply:

Any journey that can be made by public transport within eight hours should be made by public transport.
Any journey that is no more than two hours longer by public transport than by plane should be made by public transport.

With respect to the latter two requirements, a ‘comply-or-explain’ approach will be taken, so that supervisors have some scope for discretion.

Decision tree

Do you need help deciding whether you can take the airplane or a sustainable option for your business trip? Let the Interactive decision tree help you.

Documents

Reimbursement of travel and accommodation expenses

You will only be reimbursed for travel and accommodation expenses incurred during official travel abroad if a travel request has been approved beforehand. Advances will only be granted if based on a budget that has been approved by the supervisor. Are you planning to go on a trip and want to apply for an advance for it? See this attachment for a detailed description to achieve that goal.
The rates for accommodation expenses for official travel abroad included in the Collective Labour Agreement for central government staff serve as the basis for that budget. Essential expenses incurred during official travel abroad in relation to own meals, as well as minor daytime and evening expenses, will be reimbursed on the basis of a daily allowance. The daily allowance is a maximum of 75% of the amounts listed under other expenses in the list of rates.
If meal expenses are incurred for other persons as part of official travel abroad, these expenses may be reimbursed on the basis of the actual costs incurred rather than on the basis of the daily allowance, provided they are essential.
Claims are to be submitted using the self service claims system. Use the blue button 'Take action now' on this page.
Booking flights and hotels

For flights and overnight stays in hotels, you need to book and submit expense claims yourself using the digital claim procedure.
It is preferable to use the services of the travel agent ATPI. VU Amsterdam has entered into a contract with travel agent ATPI. You contact ATPI yourself to make the reservations for your foreign travel (train/boat/bus/flight) and/or overnight stays (hotel or other). Booking through ATPI has some advantages. For example, the invoice goes directly to the VU Amsterdam unit; you do not have to advance the amount yourself. All information can be found on Booking business travel through travel agent ATPI.
Please note that reimbursement for travel and accommodation expenses incurred during official travel abroad only applies if a travel request has been approved beforehand. Also see the information above under ‘Reimbursement of travel and accommodation expenses.’
Long-term posting abroad

In the case of long-term postings (of more than 45 days) in connection with academic work or teaching activities, VU Amsterdam can pay untaxed financial compensation for expenses associated with the stay abroad, in accordance with VUnet > Applying for the thirty percent ruling scheme for long-term postings abroad.
‘Posting’ is defined as when an employee of VU Amsterdam resides abroad voluntarily and carries out work there for the purpose of academic practice or teaching.
Business travel insurance

This insurance protects you in the case of trip cancellation or disruption and reimburses for lost, damaged or stolen luggage. For more informatie see Business travel insurance.
International travel policy for employees

Going abroad is a valuable experience, but a solid preparation is essential. Please carefully go over the checklist on the page International travel policy for employees as a guideline to properly prepare yourself.

Why choose sustainable travel?

We all know that travelling – and particularly air travel – leads to a lot of CO₂emissions. VU Amsterdam accepts its responsibility for people and for the planet by providing value-driven academic education, research and knowledge transfer. Sustainability is one of VU Amsterdam’s priority areas. By choosing different options around travel wherever possible, we want to contribute to reducing CO₂ emissions.

For this reason, we are asking employees who are considering making a trip on behalf of the university to evaluate whether that trip is really necessary, whether there are online alternatives, and how the trip could be made with as little damage to the environment as possible. This applies to both domestic and international travel.

Sustainable business travel

Domestic business travel

International travel policy for employees

servicedesk.hrm@vu.nl
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020 59 82882
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