Business travel allowance

Summary
A distinction is made between business travel and commuting. This page provides information about the allowance for business travel in time and costs and how you can claim allowance as a lecturer or employee.

If you travel for business on behalf of the employer, this is also referred to as a business trip. Business travel is not the same as commuting. Fontys offers a wide range of facilities and arrangements for travelling for work. See the page of Fontys flexible travel. This wiki page explains the additional regulations that Fontys ICT applies with respect to travel cost allowances and business trips.

In principle, business travel begins and ends at the workplace and are made on behalf of the employer. An allowance will be granted for the business trip undertaken. The starting point is that you use the Mywheels shared car or travel by public transport. If you are travelling on a business trip with your own car, you should consult the route planner of Routenet to determine the number of kilometers, based on the most optimal route from your workplace to the destination.
For the allowance of business travel, a distinction is made between time and costs.

If your location is Eindhoven and you have to teach at Fontys ICT in Tilburg, 1 hour travel time will be included in the allocation. The employee must indicate this to his People Manager (PM). The People Manager ensures that this is recorded in the allocation system.

• When using public transport: the cost of travel by normal public means of transport in the most usual way, in the least costly way for the employer, in so far as the employer considers it necessary to use such means of public transport;
• If you use your own motor vehicle: the costs calculated on the basis of the fixed rate of € 0.21 net per kilometer.
• The costs of parking, tolls, navigation fees and fines are for your own account, as well as the insurance of your own car;
• Subsistence expenses reasonably incurred as a result of the nature of the business trip shall be reimbursed. The amounts referred to in Article 5 of the Travel Scheme Domestic apply as the norm for the maximum reimbursable accommodation costs;
• Should any material damage occur during the business trip, costs will not be borne by Fontys University of Applied Sciences.

An invitation to tender was issued for the booking of business travel abroad. As a result, entries should be made only with the competent parties. It is important when requesting a business trip to submit this at least 2 weeks prior to the planned trip.

• All bookings are made by the executive secretariat via fontysict-secretariaat@fontys.nl;
• All requests should be made through the Purchasing process. For a new purchase request, choose the 'Travel' category. These requests include:
  • Air travel. For trips that are part of student recruitment (including when visiting trade fairs) are submitted as part of a plan per semester by the responsible account manager and submitted to the Fontys ICT team manager M&C for approval via a purchase request. N.B: this applies only to accommodation costs. All other costs will be processed by Fontys Marketing, Communication & PR;
  • Hotel accommodation abroad;
  • Bus transport;
  • Trips involving students.

• You declare the travel expenses incurred: transport to an airport in the Netherlands (in accordance with the regular business travel declaration). Flight bookings are made through a regular supplier. This can be booked with the executive secretariat.
• The following rules apply to accommodation costs abroad: you declare (in your HR2day Interaction Center) 75% of the accommodation costs per business night. For current data, please refer to the relevant tariff list on the site Flexibel reizen: alles over dienstreizen naar het buitenland (currently not in English available) of the Fontys HR & Organisatie department (formerly Dienst Personeel & Organisatie). As a justification, you should enclose with your invoice a document showing the number of nights you have been away (e.g. airline ticket or hotel voucher).

You claim the business trip in the month following the month in which you made this trip via your Interaction Center in HR2day. You add any evidence digitally. If the claim form has been approved and received digitally at the latest on the 10th day of the month at the HR Service Center, it will be paid out at the end of the same month (example: by 10 May received at the latest, payment with the salary for May).