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<p class="MsoNormal">Dear all, quick reminder for the HR due dates ..<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b><span lang="EN-US" style="mso-ligatures:none;mso-fareast-language:EN-GB">From:</span></b><span lang="EN-US" style="mso-ligatures:none;mso-fareast-language:EN-GB"> Beta NAT Secretariaat <natsecr.beta@vu.nl>
<br>
<b>Sent:</b> Friday, 17 October 2025 12:50<br>
<b>To:</b> _list_senior-staff-physics-and-astronomy <senior-staff-physics-and-astronomy@listserver.vu.nl><br>
<b>Cc:</b> Dahlberg, J.D. (Jordi) <j.dahlberg@vu.nl>; Colvin, K.S. (Karin) <k.s.colvin@vu.nl>; Ribbink, E.J. (Ilse) <e.j.ribbink@vu.nl>; Beta NAT Secretariaat <natsecr.beta@vu.nl><br>
<b>Subject:</b> Important : 2025 HR year-end closing - Take care of HR matters on time<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span lang="EN-US" style="font-size:12.0pt;mso-ligatures:none;mso-fareast-language:NL">Dear all, the information below has been shared thru HRMAM-zine September 2025
</span><span style="font-size:12.0pt;mso-ligatures:none;mso-fareast-language:NL"><a href="https://mail.mailings.vu.nl/optiext/optiextension.dll?ID=ApzEICIhDzOpTuPvMgE3kqaotbfe0U%2BkxNl5KCQx%2B9c9ixnzf2e612Tlesraq90Jr9uI2Zu1zwZRMj5EF2skT4fRCdNAAp#art2928">End-of-year
closing HR</a></span><span lang="EN-US" style="font-size:12.0pt;mso-ligatures:none;mso-fareast-language:NL"> , but we would like to emphasize the due dates once more.
<o:p></o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:12.0pt;mso-ligatures:none;mso-fareast-language:NL"><o:p> </o:p></span></b></p>
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<p class="MsoNormal"><b><span style="font-size:12.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;background:yellow;mso-highlight:yellow">Before Friday 5 December 2025:</span></b><b><span style="font-size:12.0pt"><o:p></o:p></span></b></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:12.0pt">all new hires with a starting date in 2025 must be completed before this date<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:12.0pt">all terminations of employment with an effective date of 31 December 2025 or earlier must be completed before this date
<a href="https://vu.nl/en/employee/termination-of-employment">Termination of employment
</a><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l1 level1 lfo1"><span style="font-size:12.0pt">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 <o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span style="font-size:12.0pt;background:yellow;mso-highlight:yellow">Before Friday 12 December 2025:</span></b><b><span style="font-size:12.0pt"><o:p></o:p></span></b></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span style="font-size:12.0pt">all amendments to the employment contract (including extensions of temporary employment contracts) must be completed before this date
<a href="https://vu.nl/en/employee/my-team/view-my-team-and-implement-changes">View my team and implement changes
</a><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><span style="font-size:12.0pt">all choices in the Individual choices model must be submitted before this date
<a href="https://services.vu.nl/esc?id=sc_cat_item&sys_id=c117086f1b2124105713a64f2e4bcb67">
Individual choices model</a><o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span style="font-size:12.0pt;background:yellow;mso-highlight:yellow">Before Monday 15 December 2025:</span></b><b><span style="font-size:12.0pt"><o:p></o:p></span></b></p>
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<li class="MsoNormal" style="mso-list:l0 level1 lfo3"><span style="font-size:12.0pt">all expenses claims to be accounted and paid for in 2025 must be completed before this date <a href="https://services.vu.nl/esc?id=emp_taxonomy_topic&topic_id=d33fda4ddba77810320cfac2f3961900">Declarations
and Travel costs</a><o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span style="font-size:12.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:18.0pt"><span lang="EN-US" style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:12.0pt">Foreigners<o:p></o:p></span></b></p>
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<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l3 level1 lfo4"><span style="font-size:12.0pt">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 <b>Friday</b> <b>24 October 2025</b> 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. </span><span lang="EN-US" style="font-size:12.0pt"><o:p></o:p></span></li></ul>
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<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l3 level1 lfo4"><b><span style="font-size:12.0pt">Please note:</span></b><span style="font-size:12.0pt"> notwithstanding the strict deadline mentioned earlier, it is strongly recommended that you
enable International Office to start the application procedure with the IND before <b>Wednesday 1 October 2025</b>. 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. </span><b><span lang="EN-US" style="font-size:12.0pt;mso-ligatures:none;mso-fareast-language:NL"><o:p></o:p></span></b></li></ul>
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<p class="MsoNormal"><span lang="NL"><o:p> </o:p></span></p>
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