From 1 June 2026, it will no longer be mandatory to use DGI Travel to book accommodation, train journeys, boat trips and taxi rides for business trips abroad, but it will still be permitted. It is mandatory to continue flight bookings via DGI Travel.
Conditions
- An approved travel request remains necessary. Work is underway to speed up this process;
- Bookings for accommodation, train journeys, boat trips and taxi rides must be made directly with the provider. If an intermediary/travel agent* is nevertheless required, only DGI Travel may be used.
Online booking platforms where bookings are made directly with the provider, such as Booking.com, Airbnb, hotel websites, or train company websites, are not classified as travel agents in this context. You may therefore use these if you book yourself; - The current business travel policy continues to apply to the self-booking of accommodation, train journeys, boat trips and taxi rides. The internal rules regarding approval, payment, claims and sustainability also remain unchanged;
- An advance on travel expenses is not possible. Claims will be paid within one week, provided they have been approved by the line manager and budget holder;
- You may claim expenses paid in advance immediately after payment. Other expenses incurred during the business trip may be claimed after the trip has ended.
* An intermediary such as a travel agent is defined as: a professional intermediary or travel agent who, on behalf of or for the benefit of the traveller, arranges bookings for transport, accommodation or other travel-related services. This includes travel agencies, travel management companies (TMCs) and similar commercial intermediaries.
Duty of care regarding air travel
The university has a duty of care towards its staff. As air travel often involves connecting flights, time pressure, changes and disruptions, it has been decided to continue booking flights through DGI Travel. This is because there may also be situations where rapid support is required. Examples include cancellations, delayed connections, medical or safety incidents, or repatriation. Centralised booking via DGI Travel helps to ensure that support is properly organised.
Evaluation
DGI Travel is working on improving service, price matching and accommodation. Later this week, you will find details of a number of improvement measures on the webpage about international business travel. After September, an evaluation will take place to assess whether the desired service levels are being met as contractually agreed. This will be carried out in collaboration with a focus group comprising colleagues who travel and book frequently from various faculties, units, divisions and a delegation from the UGV.
Contact
If you have any questions about the revised terms and conditions, please contact: contractmanagement [at] inkoop.ru.nl (contractmanagement[at]inkoop[dot]ru[dot]nl).