Reimbursed for the costs of meals

You can be reimbursed for the costs of meals with a more than secondary business significance.

Meals with a more than secondary business significance include the following:

  • Business meetings outside the workplace (reimbursement under the terms of the Leiden University Regulation on Overtime Meal Allowance and other Business-related Meal Expenses 2015).
    You may be reimbursed for the costs of a meal with a more than secondary business significance outside the workplace. After submitting an expense claim including receipts, you will be reimbursed for the actual expenses incurred. Your expense claim should demonstrate that the meal in question did have a more than secondary business significance. Please specify on the receipt of the meal the date and time at which it took place, the objective of the meeting (subject) and the participants (described in general terms). It goes without saying that in incurring and declaring these expenses, you are expected to exercise reasonable judgment. The expenses of business meals will not be reimbursed if they are considered to fall under another form of remuneration provided by the employer.
  • Meals consumed on business trips (reimbursement under the terms of the Leiden University Regulation on Business Travel and Subsistence Expenses 2015).
  • Meals consumed while working overtime (reimbursement under the terms of the Leiden University Regulation on Overtime Meal Allowance and other Business-related Meal Expenses 2015)

Overtime meals

You may qualify for reimbursement of the cost of a meal if you have to work
overtime.

Conditions

  1. If you work at least two hours of overtime on one day and University interests mean it is not possible for you to consume your meal at the location and the standard time that is customary for you, you are entitled to the reimbursement of the actual expenses for a meal, unless the university has provided a meal for you. 
  2. As of 1 January 2016, the maximum overtime meal allowance is €22,12. If the cost of the meal exceeds the allowance, the surcharge will not be included in the fee. 
  3. The overtime meal allowance can only be awarded upon production of a receipt.

Application

To apply for the allowance, you should submit your expense claim via Self Service.

Regulations

Leiden University Regulation on Overtime Meal Allowance and other Business-related Meal Expenses 2015

Last Modified: 21-03-2016