Sometimes you incur expenses for your work. If these are expenses for business travel, please go to the Sustainable business travel page for more information. If they are commuting expenses, please read the information on the Commuting allowance and working from home allowance page. Information on all other expenses incurred for your work can be found on this page.
You can claim these other expenses, after consultation with your manager or budget holder, using the Claims submission internal employee self-service option. To do so, use the blue ‘Take action now’ button on this page.
To submit a claim, you need the following information:
- The budget number: cost centre or WBS element
- Receipt or invoice (file size must not exceed 5 MB)
- Proof of payment (if total costs exceed €500 incl. VAT)
Important information:
- Claiming expenses using the Take action now button is for internal VU Amsterdam employees only. External partners can claim their expenses through the Finance department.
- It is important to submit your claims in good time. Claims are paid out twice a month (on or around the 3rd and 24th of the month).
- It may take up to 3 weeks for your claim to be approved; if a claim is not reviewed by the manager/budget holder within 3 weeks, the claim is automatically sent back to the submitter.
- If you yourself are the budget holder for a cost centre or WBS element, do not forget to check the ‘I am the budget holder for this Cost Object’ box on the home page of the expense claim.
Claiming expenses (also for domestic business travel with a kilometre allowance or business travel abroad without a daily allowance) is done in accordance with the ‘Reimbursements, provisions and expense claims’ regulations.
Types of expenses
Travel Expenses
- Hotel
- Rent Home in NL
- Rent Home outside NL
Transportation
- Airfare
- Car Rental
- Parking
- Personal Car Mileage
- Public Transport
Meals
- Business Meal (attendees)
- Individual Meals
- Intern Relation (VU Employee)
- Meals Overtime
- Personnel Meeting Extern
- Personnel Meeting Intern
Office Expenses
- Courier/Shipping/Freight
- Flowers
- Labolatory
- Office Equipment/Hardware
- Office Supplies/Software
- Postage
- Printing/Photocopying/Stationery
- Purchases
- Repair Equipment
- Technical Equipment
Communications
- Mobile Phone
- Telephone/Fax
- Telephone/Internet/Fax
Other
- Daily Allowance abroad
- Damage Possesions Employee
- Gifts – Staff
- Legal Costs (termination of employment)
- Marketing/Promotional Costs
- Newspapers/Magazines/Books
- Passports/Visa Fees
- Professional Subscriptions/Dues
- Promotion Costs (dissertation)
- Seminar/Course fees
- Tuition/Training Reimbursement