Domestic business trips

Business trips must be made by public transport. The costs will be reimbursed based on the rates for the most economical form of public transport. For train travel, reimbursement will be equal to the second-class fare.

If you are entitled to a discount through a self-financed discount card or a self-financed season ticket, you will be reimbursed for the discounted price paid per business trip. If the discount card is used frequently for work, the employer may decide to reimburse the purchase costs.

If you are going to make repeated business trips to the same destination, you should use a season ticket, route card or similar ticket if this is more economical. In this case, NWO-I will reimburse an amount equal to the cost of this ticket.

Car expenses

For business trips made using their own car, all employees are entitled to a reimbursement of 10 cents per kilometre. In exceptional cases, with the employer's permission, a higher reimbursement of 28 cents per kilometre may be paid. This may be the case, for example, if a lot of luggage has to be taken, if a colleague is travelling with you, or if travelling by public transport takes at least 45 minutes longer.

Other travel expenses

Necessary taxi costs will be reimbursed. Where possible, you should use a cheaper alternative such as the public transport taxi or zone taxi.

Demonstrable reasonable additional travel expenses (e.g. bicycle parking, Green Wheels or public transport bicycle) can be reimbursed upon presentation of supporting documents. Parking costs are not reimbursed. Parking costs are eligible for reimbursement when transporting large equipment and materials. You must obtain prior permission for this and take out transport insurance.

How do I claim my domestic business travel expenses?

When submitting your travel expense claim, you must provide all supporting documents that can reasonably be required. We request that you submit your expense claims within two months. Failure to meet this deadline will result in the loss of your right to reimbursement.

You can submit your travel expense claim via U4ERP.

• For the reimbursement of travel expenses by public transport, you must enclose the original tickets.
• For other expenses, you must submit original receipts.
• For tax-free reimbursement of a business trip using an OV-chipkaart, you must enclose a printout of the journey made. In the absence of supporting documents, however, mileage allowance may be paid for the distance travelled, based on 0.11 cents per kilometre.