When registering settlements in RUS2, the system will automatically select the currency for the country set as destination on your settlement. Settlements registered with the settlement template ‘2 – Expenses’ are set up with the default currency DKK.
The currency in your settlement must always match the currency stated in your original documents. Therefore, you must convert the currency for each individual expense added to your settlement in RUS2, so that they correspond to what is stated in your documents.
As an example, you might have attended a conference in Sweden, but the conference fee was charged and paid in EUR. When registering a settlement in RUS2 for this work-related trip, the destination would be Sweden. Therefore, RUS2 sets the currency SEK as the default when you add an expense to your settlement, but your original document states that the conference fee has been charged and paid in EUR. The front page of your travel expense report will look as follows:
(Find more detailed guidance on this in ‘How to register a travel expense report in RUS2’)
When entering the expense for the conference fee, the page will look as follows:
Enter the amount in the field Amount and change currency in the field Currency either by typing in the three-letter currency code or by clicking the small arrow and selecting the currency you have paid with.
RUS2 will automatically retrieve the current exchange rate based on rates from the European Central Bank. If you can document that you have paid a different exchange rate than the one applied by RUS2, you must deactivate Automatic currency conversion and/or Automatic exchange rate and enter the amount or exchange rate manually.
Automatic currency conversion and/or automatic exchange rate will be activated by default but can be deactivated by clicking this icon:
The icon is activated when blue and deactivated when white.
When you have deactivated automatic currency conversion, you can enter the Amount (DKK), and the system will automatically convert the currency.
If you deactivate automatic exchange rate, you can enter the exact exchange rate that you paid in and have documentation for.
You then continue the registration of your settlement as described in the separate guides for registering your travel expense report and expenses, respectively. You can add more expenses on the same settlement, and for each expense, you can decide which currency and/or exchange rate the expense is paid with.