Travel

Travel must be arranged at least 2 weeks before departure date.

For questions and booking, you can mail to Katja van Barneveld.  Office hours for travel: each working day between 14.00 noon - 16.30 hours in H233.

By January 1 2009, the only possible way to arrange travel is digitally through the new travel system.

First:

• If you do not have a login, consult Jan Oudolf  (jano@nikhef.nl)
  
• At the first login fill in your personal data
  

Traveler:
• If you have a new travel request click on the field "nieuwe  reisaanvraag”. A  travel form will appear, to be completed. Some fields have a pull down menu.
• When you click your choice for train or plane a field appears where you can indicate if your ticket should be booked by the Secretariat.
• If all fields are filled in, click continue (top or bottom of the page).Then you see 1x a control panel before you forward your travel application to your group leader.

Group leader:
• The group leader will receive automatically a generated e-mail with all data for the trip. This mail contains a link to the website where he can approve or disapprove the trip.
• Disapproval: either he sends the request back to the traveler with a comment to make changes to the travel plans or he just sends a plain object.
• After approval by the group leader, the trip request is sent to the Secretariat.
• The traveler will receive an automatically generated e-mail so that he knows
that the trip has been approved.

Secretariat:
• The secretary will receive an automatically generated e-mail
with all the information for the trip. This mail contains a link to the travel website.
• When all transactions are done by the secretariat (ticket / hotel bookings, etc.), the traveler gets an email for confirmation.

Traveler:
• After the trip the traveler has to complete his declaration form online.
• The traveler can either choose to receive the standard daily allowance of the list of the ministry or a lower than standard amount per day of travel.
• Once everything is completed click  the button "continue" so that the form is sent to the Financial Department  (FA: receives an automatically generated e-mail). Remember to bring all relevant receipts to the FA.
• After approval of the declaration by the FA officer, the traveler gets an automatic generated email. Only after that has happened FA will transfer the money to the traveler.

This new system has many advantages;

• Only one-time introduction of Personal / bank information. Please use the same name as in your passport.
• You can indicate the number of luggage items.
• You can set your preferences for travel and hotel.
• You can specify whether you need a rental car.
• The application form will automatically be submitted for approval to your program manager / officer and then to the travel section of the secretariat.
• You can follow the progress of the process.
• You can fill in your declaration form yourself.
• Reduction of use of paper.
• You can use the online system everywhere in the world.