Booking a business trip abroad

How to book official travel abroad

You can book official travel abroad using the online booking tool in DSPE or using the Travel Request Form .

Are you booking for the first time? Then go through the steps below. Complete step 1 and step 2 if you are booking travel for yourself. If you are booking travel for a colleague, a third step is required.

1. The traveller creates their own profile via DSPE > ‘Official Travel Abroad’ This takes about one minute and needs to be done only once. If you are booking travel for a colleague, you still need to create your own profile.
2. Set the right language (EN/NL) for your profile and enter your name as stated in your passport. Married? Use the maiden name/birth name.
3. If you are booking travel for a colleague, request Travel Arranger rights using this application form .

After completing these steps, you can continue the booking using the tool or fill out the form:

• In the online booking tool use one of the buttons to select your desired trip and follow the steps in the system. You can find a guide in the online booking tool under the menu button (on the right) or watch this instructional video (in Dutch).
• Continue on the Munckhof website and fill out the Travel Request Form . Use this form also if you can't find your trip in the online booking tool, for intercontinental travel or if you book the trip for a colleague/guest.

GROUP TRAVEL
If you have any questions or are booking a complex trip or group travel of 10 persons and above, you can always contact Munckhof. Group travel for students is not included in the contract, but Munckhof can still provide you with support in this area.

SUSTAINABILITY
AUAS encourages sustainable travel. So travel by train or by bus/coach if your destination can be reached within eight hours. If you need to fly, a direct flight is preferable to an indirect flight, because this generates lower CO₂ emissions. You can find more information in this policy document (in dutch), chapter 6 Mobility.

FINANCIAL ASPECTS

• You must always obtain approval before booking travel.
• Travel booked through the online booking tool does not need to be funded in advance or declared. Invoicing takes place via the AUAS on the basis of the stated cost item number or WBS element.
• Each faculty reports on the incurred costs for official travel abroad.
• You can claim expenses incurred during the trip via declaration forms.
• The offered services make reference to the Tarieflijst verblijfkosten buitenlandse dienstreizen per 1 januari 2022 (Tariffs for accommodation expenses during official travel abroad as of 1 January 2022).

INSURANCE
You can find more information about multitrip travel insurance for official travel abroad under Insurances .

DIGITAL TRAVEL SECURITY
When travelling, it is still advisable to keep your laptop and mobile phone as secure as possible .