Make sure you are aware of the rules and forms below, and that you file in travel forms with the secretaries on time. This holds for both trips abroad and multipl-day trips within the Netherlands.
File the Travel-application form (EN, NL) with us. It is also possible to fill it in digitally (but saving is only possible with a PDF-writer). Do this either:
at least 2.5 weeks in advance if you want payment in advance;
at least 1 week in advance if you don't want payment in advance, but would like insurance for the trip (your regular travel insurance may not cover work-related travel!).
Rules:
apply in advance, ask for 50% from the LKBF, tell them who will pay the rest
assume that you won't get more than ~e700-900
if the amount is less than ~e200, it will come from the 'potje' (little pot of money) and this will be dealt with locally
LKBF deadlines are ~3 times a year, you can only apply for trips that start ~1 month after such a deadline
not for observation trips!
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New rules from Jan 2012: it is only possible to get support for one conference trip per year. If your request does not get funded, you can reapply for an other conference later in the year. The number of requests for funding of working visits is unlimited. The LKBF encourages applicants to combine working visits with a conference or workshop.
After you're back from the trip, and within 3 months, fill in the Declaration form employee (EN, NL). If you apply after three months, you will not be reimbursed, and any advances will be reclaimed! The difference between one-day and multi-day trips has disappeared since January 2011. You also use this form for reimbursement for e.g. colloquium dinners.
For guests and people employed by e.g. FOM, use the Declaration form external employee (EN, NL).
A few remarks to the way you fill in the form:
Staff members: please fill in your U number, behind your name;
Students: please fill in your BSN number behind your name;
Guests must add a copy of their passport to the reimbursement form;
If you have a foreign bank account: fill in SWIFT/BIC code and IBAN number and other bank-details - check them!
For everyone: fill in the form in a readable way, especially your name and the amount. This helps to prevent mistakes with transfers (and that is exactly the reason I'm adding the digital forms
)
Bank-account information is no longer necessary - it's coupled to your U-number. If you don't trust this, write it on the form anyway. If you change your bank-account number, you should inform the salary department (which you should do if you would like to continue receiving your salary anyway).
Hand in to the secretaries:
the form
the original receipts, tickets, etc. that you have so we can have it signed by the budgetholder. – Missing receipts will only be reimbursed for ca. 20 % of the per diem maximum allowed amount.
a photocopy of all your receipts, tickets, etc.
a 10 euro bribe
Keep track of your own reimbursements. If you haven't received the right amount of money (or nothing at all) within 6 weeks, let us know. We cannot keep track of whether things are being transferred or not. Mistakes happen…
All RU application/reimbursement forms can be found here, as well as instructions.
When you're travelling on public transportation (openbaar vervoer, OV) in the Netherlands, you can use the OV chip card in many trains, buses, etc. This is supposed to become convenient (don't forget to check out when you arrive!), but means you no longer have a paper ticket for reimbursement. Unfortunately, you cannot yet travel on all trains and buses. this page tries to indicate in which regions and train connections the chip card can be used (pale green regions and green tracks are bad). For the Dutch version of the 9292ov trip planner you can click on 'Uitgebreide prijsinfo' to see whether a price is indicated for the OV chip card.
Instead, you can print the last 10 transactions at most railway stations. These prints can be used for reimbursement. NOTE that one trip is considered to be two 'transactions' (check in and out), so you'll need to make these prints regularly!
If you have a personal OV chip card, you can view and print these transactions online, and are not limited to the last ten. Applying for a personal card, or activating online access to your existing personal card can be done here.
