How to Declare Costs and Bill the OZSW

How to Declare Costs to the OZSW 

Those who have contributed to or participated in an OZSW activity can in some cases declare their costs to the OZSW office.  

ReMa students 
  • We refund 2nd / economy class travel costs within limits of reasonableness 
  • SAP number: 1595503004 
  • To declare costs, fill in this form
Lecturers at an OZSW course who are not affiliated with a Dutch university 
  • We refund 2nd / economy class travel costs and accommodation within limits of reasonableness 
  • SAP number: ask the activity coordinator or the OZSW coordinator for the Study groups 
  • Lecturers affiliated with a Dutch university should declare their travel and accommodation costs at their own university. 
  • To declare costs, fill in this form
Study Group 
  • Study Groups can only declare costs if they have received a grant from the OZSW (for more information, check the Grant Policy) 
  • Declaration of costs has to be submitted within a month after the event took place. 
  • Only 1 declarant is allowed per declaration. This person will receive the amount . 
  • It is not possible to make part of the budget available to you in advance. You can therefore not send invoices to us. 

The following needs to be sent with the declaration: 

  • SAP number 1595503005 (Study Group) 
  • Name of the Study Group 
  • Name of the declarant 
  • Event name 
  • Date of the event
  • To declare costs, fill in this form

In case of doubt it is best to discuss the costs in advance with the activity coordinator or OZSW office. 

How to bill the OZSW for your services 

If you wish to bill the OZSW for your services for the OZSW, you can do so by sending an invoice.  

However, before you can send an invoice you need to have a contract with Leiden University. If you do not have a contract yet, please contact the OZSW office. You will also receive the required SAP number. 

To bill the OZSW, follow the procedure of Leiden University:
Guidelines for the processing of purchases invoices (English)
Richtlijnen aanleveren inkoopfacturen (Dutch)

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