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AAU Handbook

RUS2: How to register a meal allowance in your travel expense report

Meal allowance in travel and expense system

Published: 18.04.2018 (Last revised: 29.10.2018)

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When you have been on an official trip, you need to create a travel expense report in RUS2 to have your expenses reimbursed. You can also enter items in your travel expense report while you are away, so that it is ready to submit for approval on your return. If you have been away for more than 24 hours, you may need a meal allowance, which you must register as follows:

1: Select ‘Register settlement’.

2: Click the blue Add button to register a new settlement.


3: In the ‘Settlement name’ field, enter a descriptive text for the purpose of your official trip.

4: Select ‘1 - Travel expense report’ in the Settlement template.

5: For Purpose, select ‘1 – Denmark’, ‘2 – EU country’ or ‘3 – Other countries’, depending on which country you have travelled to.


6: Complete the ‘Travel details’ entering departure date, return date, country and town/city of departure as well as the country and town/city you have travelled to.

Remember that you need to state the actual dates on which you travelled. If your official trip has included private days, the meal allowance will be adjusted accordingly. 

7: The Accounting details will be completed in advance, as shown in the image below. The cost centre is automatically set as the cost centre which disburses your pay. You should only change this if the expenses for your official trip are paid by a different cost centre. Please also remember to change the other Accounting fields if, for example, you have to enter a project number, purpose and/or analysis number or change the location code if it is not to be Aalborg.

8: Click Save, either in the top left corner or the bottom right corner.


9: To register your meal allowances, click ‘Travel’ and then either the blue Add button in the middle of the page or + New in the top left corner.

10: If the entire period was an official trip, enter the actual Start time and the actual End time under General details. The other information will be imported from the front page, and therefore does not need to be filled in.


11: Under Travel rates, mark ‘Standard allowances’.

 

12: Now, the meals you have been given during your official trip must be registered under Meal deductions. These are meals that are paid by others, meals included in the hotel price etc.

Please note that all meals will automatically be deducted from the meal allowance. Thus, you need to actively ‘tick’ the meals which you have not been treated to.

The following example is based on breakfast being included in the price of the hotel accommodation, on lunch being served at the conference, and on the fact that the conference fee includes a conference dinner. Other meals have been at the employee’s own expense and are covered by the meal allowance.

13: This example is based on a conference which included hotel accommodation. If it was an official trip where you, the person travelling, stayed the night with family or friends, an undocumented accommodation allowance for an overnight stay could be paid. To register this, click the ‘button’ so it is marked blue:



14: If necessary, you can add an attachment. Click Upload attachment.

The following is then displayed:

Add the attachment by selecting the path and the File name you have used to save your attachment. The attachment will now be shown on the right of the screen image. Add a Description. Finally, click SAVE either in the top left or at the bottom of the screen image.

A conference programme which, for example, states which meals are included in the conference could be an example of an Accounting note which you could attach here.

15: Now for the accounting. It is possible to add one account under Compensation for 24 hours and one under Compensation for less than 24 hours. Both fields are automatically completed with the accounting details from the front page, and will rarely need changing. If, as in this example, no changes to the accounting details are needed, click SAVE – either at the top left or at the bottom of the page.


16: Assuming the entire trip was for work-related purposes, the meal entry has now been registered. You can now enter travel expenses and mileage by clicking the relevant headings. If necessary, you can consult the instructions on how to register travel expenses and/or mileage.

If you do not need to make further entries, click the white paper airplane icon in the top right corner. 


If the actual travel period includes private days, the travel times must be split up to create more meal entries.

If, for example, you choose to take a day of holiday before heading home, so that you take holiday from when the conference ends on 20 March 2018 at 23:30 and until you start your return journey on 23 March 2018 at 11:30, you will have to register your days of travel as follows:

  • From 06:50 on 20 March 2018 to 23:30 on 21 March 2018: Conference 
  • From 23:31 on 21 March 2018 to 11:30 on 23 March 2018: Private/holiday 
  • From 11:31 on 23 March 2018 to 23:25 on 23 March 2018: Return journey

You therefore have to click Travel again, and follow steps 10 to 16 for each of the three periods before finally clicking the white paper airplane. For the period which is private/holiday, for step 11 choose ‘No allowances/personal’:


17: You can now check whether your travel expense report is correct, and submit it for approval by your travel approver.

You can click one of the small arrows for a more detailed overview; if the travel expense report is satisfactory, submit it for approval.

To submit the travel expense report for approval, you must specify your approver. If you know who your approver is, you can simply start writing his/her name in the ‘Approver’ field, and the system will suggest possible options: 

By clicking the small pin icon next to the approver’s name, you can make this person your ‘favourite’, so that he/she is always listed first.

If you do not know the name of your approver, you can search among the approvers in your main area (here termed ‘Office’).

  1. Click the magnifying glass to display the list of offices.
  2. Select the office to which your travel expenses are charged for accounting purposes.
  3. Here, you can also add your office to your list of favourites by clicking the small pin beside the selected office. 
  4. Then select your approver by clicking the magnifying glass (see image below). Once you have selected the office, a list of possible approvers is displayed. If you have not selected the office first, a list of all approvers will be displayed.

You can write a comment for your approver in the ‘Comment’ field, and your travel expense report is then ready to be submitted to your approver. Submit it by clicking Submit settlement either at the top left or bottom of the screen image.

18: Once you have clicked ‘Submit settlement’, your travel expense report is sent for approval, and your list of drafts is displayed. The view will be empty if no other travel expense reports are in progress.

Click Main menu to go back to the start page. The travel expense report you have just submitted for approval is now listed under ‘Mine for processing’.
 

 

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