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AAU Handbook

RUS2: How to register a travel expense report

Published: 18.04.2018 (Last revised: 29.10.2018)

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Content

When you have been on an official trip for AAU, you need to at 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.

1: Select ‘Register settlement’.
Register settlement
2: Click the blue Add button to register a new settlement.
Blue add botton
3: In the ‘Settlement name’ field, enter a descriptive text for the purpose of your official trip.
Settlement
4: Select ‘1 - Travel expense report’ in the Settlement template field.
Settlement type

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

Travel details

Remember that you must specify your actual travel dates. If your official trip has included private days, the meal allowance will be adjusted accordingly – see separate instructions for meal allowances. 

7: 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.

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


 

The travel expense report has now been created and is ready for you to enter your expenses.

9: To register your expenses, click ‘Cost’ and then either the blue Add button in the middle of the page or + New in the top left corner.
Cost
Any unprocessed e-transactions in RUS2 will be shown in the screen image below. You can then select whether you made the purchases with an AAU credit card or through Egencia. If so, select ‘Create from a CCT’ (Create from a credit card transaction). If you have paid cash, select ‘Create normal cost’. Choose the type which best describes the cost you want to register. These instructions are based on a cash expense – so ‘Create normal cost’ has been chosen.



10: Complete the General details:

  1. Date of the expense. Remember this is always the date stated on the attachment. 
  2. 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.
  3. Purpose is inherited from the front page and should only be changed if the cost does not stem from the country which you have selected on the front page – for example if you travel via several countries before reaching your final destination. 
  4. Means of payment is predefined, and therefore should not be changed.
     

Generel details
Once the above has been completed, scroll down to Attachments. Either by dragging the grey bar in the middle, or by clicking the grey downward-pointing arrow at the bottom of the screen.

11: Add attachments by clicking Upload attachment.

Add attachement

The following is then displayed:
Choose file

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. Enter a Description. Finally, click SAVE either in the top left corner or at the bottom of the screen.


 

12: Enter the amount in the currency as shown on your attachment.

This example is based on a trip to Sweden, which is why the currency is pre-completed as SEK, but as the purchase has been made in DKK, the amount must be entered in this currency. Therefore, start by changing Currency from SEK to DKK, which will cause the other options to disappear such as Automatic currency conversion and Automatic exchange rate etc., and then enter Amount.

See separate instructions for how to state currency and exchange rate changes.
Amount
13: 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.

14: The expense item has now been registered, and you can add more costs, travel (meal allowances) as well as mileage by clicking the relevant heading. See the separate instructions on how to register travel or mileage.

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

white plane
15: Now you can check whether your travel expense report looks correct, and submit it for approval by your travel approver. Click on the small arrows for a more detailed overview. If the expense report looks satisfactory, you can submit it for approval.


To submit the settlement for approval, you must specify your approver. If you know who your approver is, just start writing his/her name in the ‘Approver’ field and the system will find possible approvers:

Appover
By clicking the small pin icon next 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 academic area (here termed an ‘Office’).

Approver office
 

  1. Click the magnifying glass to display the list of offices.
  2. Select the office to which your settlement is 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.)

Approver

You can add a comment for your approver in the ‘Comment’ field, and then the settlement is ready to be submitted to your approver. To submit, click Submit settlement either in the top left corner or at the bottom of the screen.


16: Once you have clicked ‘Submit settlement’, the settlement is sent for approval, and your list of drafts is displayed – this will be empty if you are not working on any other settlements.

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

processing

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