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Personnel affairs

Strict rules apply for expense claims whereby the goods must be purchased via a central purchasing policy and cannot be claimed. Can these costs be claimed after all, with permission of the manager?

No, the current method of working still applies. Expenses are incurred via the purchasing processes as much as possible (by means of invoices and payment through Financial Service Centre). When a central purchasing policy is present, costs can never be claimed, but should go through the central purchaser.

When purchasing materials the Allowances and Expenses Regulations must be adhered to, as well as the FIT processes. Should there be a change in the situation with respect to the above-mentioned working method, then this change will be communicated as quickly as possible.

 

The current working method remains applicable for the time being because it has been agreed upon with the Tax Authorities. This means that the expense claim must have your initial on it and the receipts a number. For the step-by-step plan see Hint/English.

If an employee has problems with this process because they are working from home (e.g. not being able to scan) then we can best solve this on a case-by-case basis.

Incidentally, a proposal has been submitted to the Tax Authorities before the summer to adjust the current working method, partly because of Corona and the homeworking situation. The Tax Authorities have not yet given a definite answer.

The Collective Labour Agreement (CLA) does not provide for such a compensation, but in principle, the CLA is not necessary to award a compensation. The employer is legally required to provide an adequate workplace when the employee must work from home. An adequate workplace can be realised by providing materials, or a compensation for ‘working from home’. 

For the coming period the Rotterdam University of Applied Sciences has taken temporary emergency measures for lending IT means and furniture for the ‘working from home’ situation. This emergency measure is temporary in nature, is due to the current Coronavirus crisis and can be changed or revoked at any time by the Executive Board. The essence of the procedure is that the office chair, screen, keyboard, and mouse can be picked up at RUAS, after consent from your manager. The procedure has been sent to all managers on 1 April 2020. 

At the same time, Rotterdam University of Applied Sciences is in contact with the tax authorities to determine the tax framework for a possible allowance for working from home. Whether an allowance will be paid, and how much it will be, is currently unclear

The current commuting allowance does cover most costs, because we are hardly travelling. Should employees still incur extra costs, they will have to show that these have been incurred as a consequence from working from home. In addition, it can be expected from employees that they prevent telephone costs by making use of other possibilities to call, such as via Teams and WhatsApp. Should it be decided that an allowance for working from home will be paid, this may change.  

For the time being, Rotterdam University of Applied Sciences has no plans to discontinue the reimbursement of commuting expenses. In consultation with the Representative Board Staff Delegation it has been decided to continue to pay the commuting allowance for the coming months. If at any time it is decided to discontinue or restructure the commuting allowance it will be communicated promptly.

Employee must be given the opportunity to take leave at a later date.

Already approved holidays of employees will in principle take place. Even if the employee is in fact unable to go on holiday due to the Corona crisis. If the employee would like to work and there is work to carry out, the leave can be cancelled in consultation with and after approval by the manager. Please note: the basic principle is that the employer must demonstrate substantial interests in order to be able to refuse the cancellation of leave. For this reason, it is wise to come to a decision regarding the refusal in consultation with the employee.

Substantial interests of the organisation could be:

  • No employment
  • The accumulation of accrued leave entitlements is not economically responsible (nor, for that matter, is it in the interests of the employee, because vacation days may lapse over time).
  • Leave is desirable and necessary in the context of work pressure and working conditions/welfare (good employment practices).

Under the law, employers can change the pre-determined period of time for (summer) holiday,
if there are important reasons for doing so, such as (pressure of work, absent colleagues, et cetera), in consultation with the employee. The damages sustained by the employee by the change in the holiday period, must be compensated by the employer. For example, costs already incurred by the employer for an organised holiday trip.

This cannot be imposed unilaterally. Tailor-made agreements in consultation between employee and manager are necessary, in which both must act as a good employer and a good employee.

A mandatory day off ( for example, the mandatory holidays between Christmas and New Year's Eve) remains a day off, unless there are compelling interests to have individual employees work on such a day. This will have to be decided in consultation between employee and manager, in which case both will have to act as good employer/employee. The public holidays will remain days off. 

At the moment, the current regular rules for care leave are applicable.

On the basis of Article G-2 Paragraph 3 Collective Labour Agreement for universities of applied sciences, and the RUAS Working Hours Regulation, the agreed working days can be changed ‘in consultation’. The Working hours scheme additionally states that the employee ‘cannot structurally be assigned working hours on Saturday without the employee’s consent’, unless the employer and employee ‘concluded an employment contract in which it was agreed upon that solely (...) Saturdays would be working days’.

In principle, there is no special allowance for working on Saturdays. Exceptions are those situations in which we can speak of overtime or irregular work, whereby employees are eligible, after all, for compensation under certain conditions.

The overtime compensation is regulated in Article H-7 of the Collective Labour Agreement. The employee is entitled to this compensation if there is an assignment from the employer and "work is carried out outside the daily working hours, determined for the employee, in so far as these working hours will be exceeded as a result". In other words, it concerns extra work, not the rescheduling of working hours.

When working with specific time slots there is presumably no question of extra work. In addition, the provision for overtime compensation only applies to employees in scales 1 through 10. We speak of irregular shifts in the case of "regular or fairly regular" work commissioned by the employer at times other than Monday through Friday between 08.00 and 18.00 hours. Article H-8 describes the allowance for irregular shifts. This allowance only applies to non-teaching employees in scales 1 through 10.

If there is no question of overtime and the employee is not eligible for an irregular shift allowance, then 'time for time' applies.

When tracks come to a halt, the advice is to consult with rehabilitation advisors in order to find a solution together. The rehabilitation advisors have subdivided the different RUAS locations.

Intensive care can still be offered, only digitally. Coaches and psychologists can be reached online/digitally. Occupational consultant reports and second track are also offered digitally. The rehabilitation advisors and advisors long-term employability can offer support throughout this process. The rehabilitation advisors/long-term employment advisors have subdivided the different RUAS locations.

For the regular procedure about reporting sick, go to the hint page illness and recovery.

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