Working for Third Parties

If you are considering working for third parties, the activities have to be carried out under the conditions of the Regulations on Working for Third Parties 2015.

What is included under ‘Working for Third Parties’

Working for third parties includes all business activities that are carried out under the responsibility of the University and from which external income is derived. Often this implies funding by sponsors such as NWO (research council funding) and income from businesses, non-profit organisations and government institutions such as the EU and the Ministries (contract funding).
Funding obtained from the Ministry of Education, Culture and Science in the form of University contributions or target subsidies (government funding) does not fall under the heading of ‘Working for Third Parties’.

Regulations on Working for Third Parties

The Regulations on Working for Third Parties 2015 offer a framework for providing Leiden University services to external parties. This framework includes the following:

  • Reliable organisational and legal safeguards;
  • Sound economic basis;
  • Adequate risk management;
  • Protection of intellectual property;
  • Scientific integrity.

The regulations describe the manner in which acquisition of funds from external parties should take place and at the same time cover the various steps involved in working with external parties, from the initial intent to signing a contract or agreement.

The regulations are binding for all staff members of the University. This includes in any event all employees and persons who have been granted the status of visiting member of staff, hired personnel, and students who are carrying out work activities within Leiden University. These instructions, of course, in no way detract from the fact that relevant legislation and regulations (environment, health and safety, etc.) must always be respected.
In addition to research activities, the regulations also apply to working with external parties in other fields, such as education, social services, etc.

The necessary regulations apply to the formulation of project proposals, project budgeting and final agreements, and they specify all the responsibilities and duties of researchers, project leaders, managers and supporting services. Since the nature of certain agreements and work activities might require the preliminary consent of the Legal Department or LURIS, these units should be involved at an early stage in the planned activities.
The Regulations on Working for Third Parties contain regulations regarding scientific integrity and focus on the proper way of dealing with intellectual property and the role that LURIS - research funding support plays in this context. Finally, the regulations include rules for the financial-administrative management applicable in the course of the implementation of a project. The Instructions for Project Management further specify the rules applying to the management of projects.

Integral Cost Price and Rates

The fees which the University should receive for a specific assignment are based on a calculation of the integral costs of the project, with the addition of a surcharge. The Regulations on Working for Third Parties provide the framework for calculating these costs.
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Project Management

Financial-administrative issues play an important role in the management of projects undertaken for third parties from the very start of the preparatory stage of a project (application) up to and including the final invoice for the project.
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Generally speaking, the University is not required to pay VAT on the courses it offers. However, working for third parties will often fall outside this exemption, so that the rate charged must take into account the VAT that the University will be required to pay.
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Subsidies/External Funding

The Regulations on Working for Third Parties focus on activities financed through research council funding and contract funding. The nature and scope of these revenues can vary greatly, as do the conditions in which the funding is obtained. On LURIS - research funding support you will find an overview of the various national and international possibilities for acquiring subsidies, contributions, fellowships, etc. You can also contact LURIS for further information or support.

Last Modified: 01-12-2015