If you have paid expenses – for example minor acquisitions or entertainment expenses – on behalf of AAU which you need to have reimbursed, you need to register a settlement in RUS2.
1: Select ‘Register settlement’.
2: Press the blue Add button in the middle of the page to create a new settlement.
3: In the ‘Settlement name’ field, enter a descriptive text for the settlement you are about to create. If – as shown in the example here – you are only asking for a single expense item to be reimbursed, the name can be the purpose of the purchase. If you are asking for several expenses to be reimbursed under the same settlement, choose a more general text, and state the purpose in more detail for the individual expenses.
4: Select ‘2 – Expenses’ in the Settlement template.
5: Under Purpose, select ‘1 – Denmark’, ‘2 – EU country’ or ‘3 – Other countries’, depending on which country you have bought your goods/service in. In this example, the purchase has been made in the USA, so ‘3 – Other countries’ is selected.
6: The Accounting details will be completed in advance, as you can see 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.
7: Click Save, either in the top left corner or the bottom right corner.
The settlement has now been registered, and you can add your expenses.
8: You now need to enter your expenses. You do this by either clicking the blue Add button in the middle of the page, or + New in the top left corner. For unprocessed e-transactions in RUS2, you can choose whether they are purchases using an AAU credit card or cash payment – select the type which matches the expense you have incurred.
These instructions are based on a cash expense – so ‘Create normal cost’ has been selected.
9: Complete the General details about the cost:
- Date of the expense. Remember this is always the date stated on the voucher.
- Cost type (Select the cost type which best describes the expense either by clicking the arrow to the right of the cost type, or by starting to write the entry if you know the name of the cost type.)
- Purpose is inherited from the front page and should only be changed if it does not correspond to the country in which the expense was incurred.
- Add a description of the expense.
- Means of payment is predefined, and should not be changed.
10: Add attachments by clicking Upload attachment
Now you can see the screenshot below:
Add the attachment by selecting the path and File name you have used to save your attachment. (The attachment will now be shown on the right side of the display). Add a Description. Finally, click Save either in the top left or bottom of the screen.
11: Enter the Amount, and change the Currency to the currency shown on your attachment.
RUS2 retrieves the current exchange rate automatically, but if you have documentation that you have paid a different exchange rate, switch off ‘Automatic currency conversion’ and/or ‘Automatic exchange rate’ and enter the amount or exchange rate manually.
See separate instructions for how to state currency and exchange rate changes.
12: Now all that remains to be completed is the Accounting section – this is inherited from the front page and will rarely need changing. If, as in this example, no changes need to be made to the Accounting section, click Save – either at the top left or at the bottom of the page.
13: Your expense has been registered, and you can now add additional expenses either by clicking + New or the blue Add button at the bottom right.
If you have no more expenses to add, click the white paper airplane in the top right corner.
14: Now you can check whether your settlement looks correct, and submit it for approval by your travel approver.
Click one of the small arrows for a more detailed overview; if the settlement looks satisfactory, it should be submitted for approval.
See how you submit for approval in the guide: "How to register a travel expense report".