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New declaration tool for commuting expenses and working from home during the coronavirus crisis

As announced in the Inside NWO-I issue of December 2020, agreements have been made with the NWO Central Works Council (COR NWO) about a temporary remuneration for working from home. Further, it has been agreed that the arrangement that the remuneration of commuting expenses will only be paid on the basis of declarations, will be extended with effect from 1 January 2021. We would like to inform you about a new declaration tool “commuting expenses and home-working expenses during the coronavirus crisis” that all* NWO-I employees will use in 2021. This scheme is temporary and remains valid for as long as the summons from the government to work from home remain in place.

*The tool is not available for employees of NIOZ, NSCR and BUW employees of several universities. They will use another declaration method, and they have been informed about this.

New declaration tool

Within NWO-I, we have developed a new declaration tool. Now, thanks to help from all ICT departments, this tool is available for all NWO-I employees. We kindly request you to use this tool from now on to declare commuting expenses and home-working expenses.

How does the declaration tool work?

The tool has been produced by Nikhef and is hosted by Nikhef. The tool works via SURFconext. For this, you can make use of the account from your work (the password that you use to log in on your laptop).

  • Go to and follow the instructions: “Start the reimbursement request”. The steps are shown visually in the appendix.
  • Choose your institute (and, after the first time, your choice will always be listed at the top), and then you can log in with the login details (credentials) of your own institute. After you have given permission for the transmission of your data, you will immediately see the form with the calendar.

You should submit declarations between the 1st and 9th of each month

Declarations must be made in retrospect, after the end of each calendar month. Therefore, the first declaration moment will be 1 February 2021. You should submit the declaration no later than the 9th of each month to guarantee that your declaration is paid out with your salary payment the following month.

End of old way of declaring expenses

With the commissioning of this tool, the old way of declaring commuting expenses via the email address will now stop. We realise that there might be employees within the institutes who cannot declare their expenses in this new way because there is no access to SURFconext. We will of course offer a solution for those employees. If this applies to you, then please contact the salary administration via as soon as possible.


If you have any questions, then please contact the signatories of this email via

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