Sabbatical, fixed expense allowance and declarations for top management

When appointing top executives, keep in mind that sabbatical, expense allowance and expense claims differ from regular procedures for some positions.

Sabbatical for deans

When deans are appointed by the Executive Board, it may be agreed that, for the period following the end of the deanship, a sabbatical leave for the intention of returning to academia will be accrued at the expense of the Executive Board.

From 1 September 2020, 1.5 months of sabbatical leave will be accrued per deanship year, with a maximum of 9 months in total upon renewal of the deanship. The premise is that sitting deans can take the previously approved sabbatical.

The following also applies:

  • This entitlement cannot be taken if a dean retires immediately following their deanship.
  • Sabbatical entitlements are not paid out ‘personally’.
  • In principle, sabbatical entitlements may not also be used to hire or appoint employees.
  • These sabbatical entitlements are intended to prepare for a staff member’s return to academia.
  • The sabbatical entitlements must be taken within 2 years of the end of the deanship.

Fixed expense allowance (representation allowance) of top management

A fixed expense allowance (representation allowance) is provided to the following categories of employees:

  • Deans; €100 net per month.
  • Director of Radboud Services: €100 net per month.
  • Administrative Directors: €75 net per month.
  • Divisional directors of Radboud Services: €75 net per month (if scale 15 or higher).
  • Scientific directors of OW/OZ institutes, falling under the Executive Board (RDA and DCCN): €75 net per month.

At the request of the Executive Board, a brief internal instruction shall be written, in line with the aforementioned instructions for Executive Board members regarding the application of the representation allowance in relation to the items that can still be claimed separately by the employee categories mentioned above.

The following expenses must be paid for from the monthly expense allowance and are therefore not eligible for separate reimbursement or declaration:

  • Expenses for receiving colleagues, employees and business associates at home;
  • Expenses for non-business lunches during domestic and international business trips, which are not included in the travel and accommodation expenses of the Radboud Business travel regulation(1)
  • Individual (promotional) gifts
  • Celebration of one’s own festive events with colleagues and employees
  • Purchase of professional literature and subscriptions in one’s own name
  • Minor expenses for work performed from home, such as for office supplies, making copies and sending postal mail
  • Personal care and clothing
  • Adapting and furnishing one’s own home


Pursuant to the Code of Good Governance, faculty boards and deans are held accountable for their responsibility to ensure good governance. All university administrators (including the general directors of RDA and DCCN, the director and divisional directors at RS) must strive to ensure the efficient and legitimate use of resources. They also demonstrate this in their behaviour.

The employee declaration instruction is the benchmark for the declaration of expenses. In general, the supervisor assesses the expense claims for business relevance and the internal and external expense claims requirements. The budget holder checks whether the expense claim has been legitimately charged to their budget. Declarations by deans are signed by the Board president acting as the supervisor.

At a minimum, a declaration is reviewed for the following aspects:

  • Legality of the expenses made
  • Appropriateness of the expenses made
  • Presence of all documents
  • Compliance with the employee declaration instruction in conjunction with the fixed expense allowance.

Compliance with these regulations is subject to annual review by the corporate controller. The relevant report by the corporate controller is
sent to the Executive Board for information in their reporting in the annual university report. Invoices and declarations are published on Radboud University’s website.

(1) A business trip is defined as a journey made in the course of performing one’s duties. This also includes:
-    participation in events of a social and civic nature that support the performance one’s duties;
-    attending courses and training programmes in the context of the performance of one’s duties;
-    attending conferences and seminars in the context of the performance of one’s duties.
Expenditure on domestic travel and accommodation will be reimbursed on the basis of actual costs, on submission of proper documentation and subject to an assessment of lawfulness and appropriateness. Radboud University’s Business travel regulation and the Tarieflijst logies en overige kosten Reisbesluit Buitenland van de sector Rijk (Central Government Travel Decree Tariff for accommodation and other costs) apply.