The entire regulation can be found in the Chapter 10 and in Implementing Regulations IR-6 Reimbursement of costs. The implementation details concering moving costs differ per location. Check at your institute or local intranet for more information.
Moves within the Netherlands
Moving costs consist of refurbishment costs and any reasonable transport costs for moving the home contents. You can receive a one-off allowance for the removal costs if:
- within two years after the start of your contract, you move to live within a distance of 30 km from your place of work or
- as a consequence of being transferred by NWO-I, you go and live within a distance of 30 km from the new place of work.
The allowance is:
- € 2,400 if you have a tenured contract or the prospect of one;
- € 2,042 if you have a temporary contract for two years or more, which at the time of moving still has at least one year remaining. If you have a temporary contract of between six months and two years, then you could be eligible for the transport costs allowance if on entering employment you go and live within a travel distance of 30 km from your place of work.
Moving from abroad
If you come from abroad, then it is expected that you will come and live close to the place of work in the Netherlands. If you move from abroad to the Netherlands, then during the length of your contract you will receive, no more than once, a complete remuneration based on the cheapest rates for the travel costs you need to make for the journey. Also, the travel costs for your spouse/partner and children who are part of your family will be reimbursed. For the cost of shipping your personal belongings you will, if the invoices are submitted, receive a transport costs allowance and/or allowance for the costs of refurbishing your home.
If NWO-I finds it objectionable that you have to travel back and forth each day between your home and place of work, then for a period of, at most, one year, and if the documentary evidence is submitted, you will receive an allowance of, at most, € 375 per month for the costs of guesthouse accommodation within a distance of 30 km from the place of work. At your request, you can receive an allowance for the travel costs from your home address to place of work for, at most, a single outward and return journey per month (based on second class fare of the Dutch train company NS).
How do I submit my application?
Attention! The information below only applies for employees working at AMOLF, ARCNL, DIFFER, Nikhef, the NWO-I office and employees of the university workgroups (BUW). If you work at another location, then please ask your local Personnel Officer officer about the local procedure.
Complete the Form request for remuneration moving-guesthouse-weekend costs and get your research group leader or personnel officer to sign. You can then send it to or hand it in to NWO-I, P&O NWO-I, PO Box 3021, 3502 GA Utrecht. You will receive a letter of confirmation in which it will be stated whether you are eligible for the moving costs allowance and what exactly you are entitled to.
To be eligible for the transport costs allowance you should, in principle, make use of a removal company with which NWO-I has concluded an agreement. The removal company must have the prior permission of NWO-I before they can actually carry out the removal. If you wish, you can send the invoice from the removal company via the personnel officer/research group leader directly to NWO. If you wish to organise the removal with your own transport or a hired vehicle, then you should make prior agreements with NWO-I about the allowance you will receive.
How do I declare the costs?
Attention! The information below only applies for employees working at AMOLF, ARCNL, DIFFER, Nikhef, the NWO-I office and employees of the university workgroups (BUW). If you work at another location, then please ask your local HRM officer about the local procedure.
Complete the Form request for remuneration moving-guesthouse-weekend costs and get your research group leader or personnel officer to sign it. You can then send it or hand it in to NWO-I, P&O NWO-I, PO Box 3021, 3502 GA Utrecht. With the declaration form, you should also send the documentary evidence of the costs you incurred. You should submit the declaration no later than the month following the quarter in which the costs were incurred. Failure to do so means you no longer have the right to reimbursement. NWO-I will pay the costs declared with the next salary. You will only receive a written notification if the amount awarded deviates from the declaration you submitted.