Graduation Budget Tips

This page is used for the making of XPUB publication 2023-2025

There are 3 ways in which you can use the graduation budget:

• student expense forms: buy something and ask your money back later
• bill XPUB directly: if you buy something in the WdKA shop downstairs, or if you need to pay one of the stations, ask them to bill XPUB directly by using the XPUB budget nr 510560
• invoice XPUB: if you order at an external company/shop that does this, you can let them invoice the school directly (see invoice details below)

XPUB Graduation 2025

Feel free to add expenses here

Graduation Budget Tips

• :warning: you always need a receipt to get your money back :warning:
• Michael suggests to buy paper wherever you want (so.. ignore the supplier list i mentioned before)
• refunds can be submitted anytime (no need to wait until after the gradshow)
• if someone orders anything at a company that can invoice the school directly, you can also do that; the advantage for this option is that you don't have to advance the money
• about VAT: in principle, you would need to work with the full sum your seller provides you, which often includes VAT (the school does not get any VAT returned from the tax offices, so you need to count on the total sum incl VAT)

🖹 Student Expense Forms

To get your money back, you need to submit your costs through the 🖹 Student Expense Forms that you can find at Hint, you can find instructions below. Unfortunately the forms are only in Dutch… so here are some hopefully helpful instructions!

NOTE 1: these instructions need to be tested! Please update this page if you find any missing information or mistakes!

NOTE 2: Claudio also made this PDF with an overview of all the steps: File:Declaration-budget.pdf

First: find the 🖹 student expense forms:

1. log in to Hint: https://hint.hr.nl/nl/HR/Voorzieningen--Services/Financien/Kosten-declareren/
   • use your HR email address to log in!
2. Wie ben je?: student
3. Declareren: click on declaratieformulier
   • this is a direct link: https://hint.hr.nl/nl/HR/Voorzieningen--Services/Financien/Kosten-declareren/Declaratieformulier_HR/

You found the 🖹 Student Expense Form!

🖹 Student Expense Form

Here you need to start filling in your details:

• Soort declaratie: declaratie student
• Naam begunstigde: YOURNAME
• IBAN/BIC-code/Naam bank: YOUR BANK DETAILS
• Omschrijving declaratie studentvergoeding: Gemaakte kosten

Please note, there is only room for 3 receipts in one refund request!

For each cost:

• Bedrag 1 (2 and 3): amount you are asking refund for
• Omschrijving 1 (2 and 3): description of the cost
• Datum 1 (2 and 3): date mentioned on the receipt

Gegevens aanvrager (your details):

• Voornaam: first name
• Tussenvoegsel: if you have any (not required)
• Achternaam: surname
• Adres: your address
• Postcode: your postcode
• Woonplaats: city/town
• E-mail: your email address
• Studentnr: your student nr
• Telefoonnr: your telephone nr (not required)
• BSN: your bsn
• Geboortedatum: your date of birth
• Dienst/Instituut: WDK|510
• Contactpersoon: Michael Murtaugh
• WdKA Afdeling/opleiding: 510560 WDK Bek Master Experimental Publish

Scroll a bit down...

Upload je bijlage (upload your attachment): upload your receipts, important: as one PDF!

Datum ondertekening: date of signing, which is today

To send it off, click: Verzend!

You are done!! 🎉

But...

IMPORTANT

After submitting the form you will receive a confirmation mail with a link, which you need to open and click the button to confirm everything, it is like a badly designed captcha. Only after clicking on that link your expenses are submitted.

Keep in mind that it takes a while for the money to be reimbursed to you. If you plan to declare your costs before any vacation (winter or summer) keep that in mind as if the offices are closed, your request will take more time to go through.

If the money takes too much to arrive she said we can write to Helen (h.w.h.hulspas@hr.nl) or to the Financial Department for help.

Invoice details

Master Experimental Publishing

Piet Zwart Institute, WdKA

Hogeschool Rotterdam

Wijnhaven 61

3011 WJ Rotterdam

budget nr: 510560

tav. M. Murtaugh/XPUB

XPUB delivery address

XPUB office (WH.04.333)

tav. YOURNAME

Master Experimental Publishing

Piet Zwart Institute, WdKA

Hogeschool Rotterdam

Wijnhaven 61

3011 WJ Rotterdam