HRM is already preparing for the end of the calendar year. Please take a moment to read this important news update and familiarise yourself with the deadlines listed below.
For a correct year-end closing of the HR administration, it is important that HR self-service options and other HR processes with consequences for the salary payment in December are started and completed on time. Only then HR can guarantee a correct salary payment on 22 December. Accurate year-end data is also very important for a correct annual statement 2026 and the pre-completed 2026 income tax return of employees.
This will require the commitment of managers, employees, HR Advisors and business controllers. If, as a manager or employee, you still have personnel matters that need to be dealt with in 2026, you need to take action quickly. Please take the time to read this detailed news item and review the deadlines below. For foreigners with a non-EU nationality, earlier deadlines apply.
(Please note: if you work as a manager or employee in the faculties of Religion & Theology, Humanities or Social Sciences, different arrangements apply to you this year due to the technical integration into the Faculty of Social Sciences and Humanities as of 1 January 2027. Please go straight to the page HR year-end closing for the faculties of Religion & Theology, Humanities or Social Sciences. There you will find the different arrangements.)
No later than Friday 4 December 2026:
- all new hires covered by the collective labour agreement with a starting date in 2026 must be fully completed by this date
- all terminations of employment with an effective date of 31 December 2026 or earlier must be fully completed by this date
- all changes that are still to be submitted on a form for manual processing must be delivered to the HR Service Desk by this date, complete and bearing all the required signatures
No later than Thursday 10 December 2026:
- all amendments to the employment contract (including extensions of temporary employment contracts) must be fully completed by this date
- all choices in the Individual choices model must be submitted by this date, including any required supporting documents
No later than Sunday 13 December 2026:
- all expenses claims (to be accounted for in 2026) must be fully submitted and completed by this date
‘Completed' means that all necessary stakeholders in the process have given their approval, and that any requested attachments have been submitted correctly.
After the above-mentioned deadlines, all new hires, terminations of employment, amendments to employment contracts, and (advance) payments regarding 2026 can no longer be processed. If these HR processes are nevertheless initiated after the deadlines listed above, HR will reject them on the grounds that they were not completed on time. The first possible effective date is 1 January 2027.
Foreigners
Would you like to appoint a new external, employee or student assistent from outside the EU in 2026? In that case, an entry visa, residence permit or work permit may be required, and the onboarding process will take longer. Under the standard submission deadline, International Office needed all the information by Friday 23 October 2026 at the latest to ensure that the necessary permits could be arranged with the Dutch Immigration and Naturalisation Service (IND) in good time.
Applications received after this date will, of course, still be processed, but timely processing cannot be guaranteed. Rule of thumb: the earlier the application is submitted to the IND, the lower the risk of complications.
The same applies to extensions for externals, employees and student assistants with a non-EU nationality.
Arrange replacement in case of holiday or illness
If you are a stakeholder in one of the processes mentioned and you are going on holiday shortly, please set up a temporary replacement.
- For the workflows in SuccessFactors, click on the tile ‘Delegate Workflows’.
- For the tasks in the Service Portal, please go to your profile and set up your replacement at ‘My Delegates’.
- For the approval of declarations, please go to Concur. Click on your profile in the top right-hand corner, go to ‘Settings’, and then select ‘Request Delegates’, where you can choose a colleague to act as your delegate and select the required actions.
This will prevent HR workflows from stalling and deadlines from being missed. The same applies if you unexpectedly become ill.