[staff-physics-and-astronomy-HL-UHD-UD] Reminder: Important : 2025 HR year-end closing - Take care of HR matters on time - 1st due date is Dec 5th !

[Beta NAT Secretariaat]

Dear all, quick reminder for the HR due dates ..

From: Beta NAT Secretariaat <natsecr.beta at vu.nl>
Sent: Friday, 17 October 2025 12:50
To: _list_senior-staff-physics-and-astronomy <senior-staff-physics-and-astronomy at listserver.vu.nl>
Cc: Dahlberg, J.D. (Jordi) <j.dahlberg at vu.nl>; Colvin, K.S. (Karin) <k.s.colvin at vu.nl>; Ribbink, E.J. (Ilse) <e.j.ribbink at vu.nl>; Beta NAT Secretariaat <natsecr.beta at vu.nl>
Subject: Important : 2025 HR year-end closing - Take care of HR matters on time

Dear all, the information below has been shared thru HRMAM-zine September 2025  End-of-year closing HR<https://mail.mailings.vu.nl/optiext/optiextension.dll?ID=ApzEICIhDzOpTuPvMgE3kqaotbfe0U%2BkxNl5KCQx%2B9c9ixnzf2e612Tlesraq90Jr9uI2Zu1zwZRMj5EF2skT4fRCdNAAp#art2928> , but we would like to emphasize the due dates once more.


Before Friday 5 December 2025:

  *   all new hires with a starting date in 2025 must be completed before this date
  *   all terminations of employment with an effective date of 31 December 2025 or earlier must be completed before this date Termination of employment <https://vu.nl/en/employee/termination-of-employment>
  *   all changes that are still to be submitted on a form for manual processing must be delivered to the HR Service Desk before this date
Before Friday 12 December 2025:

  *   all amendments to the employment contract (including extensions of temporary employment contracts) must be completed before this date View my team and implement changes <https://vu.nl/en/employee/my-team/view-my-team-and-implement-changes>
  *   all choices in the Individual choices model must be submitted before this date  Individual choices model<https://services.vu.nl/esc?id=sc_cat_item&sys_id=c117086f1b2124105713a64f2e4bcb67>
Before Monday 15 December 2025:

  *   all expenses claims to be accounted and paid for in 2025 must be completed before this date Declarations and Travel costs<https://services.vu.nl/esc?id=emp_taxonomy_topic&topic_id=d33fda4ddba77810320cfac2f3961900>

After the above-mentioned deadlines, all new hires, terminations of employment, amendments to employment contracts, and (advance) payments regarding 2025 can no longer be processed. If these HR processes are being initiated after the aforementioned deadlines, then they are subsequently rejected by HR as not being completed on time. The first possible effective date is 1 January 2026.

Foreigners

  *   Do you wish to hire a foreign guest or employee with a non-EU nationality in 2025? In that case, an entry visa, residence permit or work permit is required and more time is needed for the hiring process. In that case, the International Office has a strict deadline of Friday 24 October 2025 to receive all the required information to be able to arrange the permits in time. Applications received after this date will of course be processed, but cannot be guaranteed to be handled on time in 2025.

  *   Please note: notwithstanding the strict deadline mentioned earlier, it is strongly recommended that you enable International Office to start the application procedure with the IND before Wednesday 1 October 2025. Therefore, if possible, start the process for a new employee or a new external with a non-EU nationality in the coming days. The sooner the application is submitted to the IND, the less likely there will be complications.

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