Declarations

There are different ways to declare costs and compensations. The appropriate way depends on a number of factors: are you solely declaring costs made (for which you need a receipt) or an honorarium for a guest lecture, or are you declaring both at the same time? Are you employed by Utrecht University, or are you a freelancer? 

If you are only declaring travel costs (e.g. when traveling to the location of your course), please note the following:

  • The default way of travel is by public transport. Masterlanguage only reimburses second/economy class journeys. If you have made use of your OV chip card, you will have to provide a print-out of your travel details which can be retrieved from the OV chip card external link website.
  • If public transport is not available, you can opt to travel by car. A mileage reimbursement of 19 ct per kilometre applies. This reimbursement includes parking costs. You are therefore unable to declare those separately.

Please choose which of the following applies to you:

I am declaring costs made, using (a) receipt(s)

  • Before submitting your declaration, please obtain the correct WBS element from us by sending an email to masterlanguage@uu.nl. 
  • List masterlanguage@uu.nl as your contact person.
  • Declarations need to be accompanied by proof of the expenses made. Please note: Masterlanguage only reimburses second class train tickets. 

Submit your completed declaration here: https://mijn.uu.nl/expenseclaim

I am declaring an honorarium for a guest lecture

Masterlanguage facilitates honoraria for guest lectures (when no declarable costs are made) by means of a payment order. Please contact our office at masterlanguage@uu.nl so we can obtain your bank details.

 I am declaring costs made as well as a fee for a guest lecture

Option 1: I am not a UU employee:

  • Before submitting your declaration, please obtain the correct WBS element from us by sending an email to masterlanguage@uu.nl. 
  • List masterlanguage@uu.nl as your contact person.
  • Declarations need to be accompanied by proof of the expenses made. Please note: Masterlanguage only reimburses second class train tickets. 

Submit your completed declaration here: https://mijn.uu.nl/expenseclaim

Option 2: I am a UU employee:

Please contact us at masterlanguage@uu.nl.

 I am a freelancer

Before commencing work for Masterlanguage as a freelancer, an agreement needs to be drawn up. Please contact us at masterlanguage@uu.nl.