As a PhD candidate at Leiden University, you may need to spend time abroad for research, conferences, collaborations, or personal reasons such as vacation. To ensure everything is properly arranged, the university has a Global Mobility policy.

Informing the university

If you are abroad for more than four weeks – whether for research, work-related activities, or even vacation – you are required to inform and coordinate with the university before you leave. This is important because:

• Your salary, taxes, and social security may be affected by a longer stay abroad.
• Your health and liability insurance might not automatically cover you outside the Netherlands.
• You may need additional visa or residence permit arrangements for both the host country and the Netherlands.
• The university must know your location for safety and emergency purposes.

What to Do if You Plan to Go Abroad

If you are planning to spend more than four weeks abroad for research, work, or vacation, please follow these steps:

1. Discuss with your supervisor – inform them about your plans and how the stay fits into your PhD work.
2. Report your stay abroad (including the Global Mobility Check) – when you notify HR (Wendy Persson), complete the Global Mobility Check. This ensures all visa, residence permit, salary, tax, social security, and insurance matters are properly reviewed.
3. Check funding and arrangements – clarify whether travel and accommodation costs are covered (through your project, faculty, or external funding).
4. Verify insurance coverage – make sure your health, travel, and liability insurance cover the full period abroad.
5. Provide emergency contact details – so the university can reach you if needed.

Completing these steps before you leave helps ensure a smooth and safe stay abroad without unexpected issues. If you have any questions, please contact your HR officer Wendy Persson.

More information on working abroad can be found on our website.