AAU Handbook

RUS2: Register mileage

How to register mileage in RUS2

Published: 12.10.2018 (Last revised: 22.11.2018)

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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 mileage reimbursed.

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 field.

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

In this example mileage is from Aalborg to Esbjerg and back, therefore choose  Denmark ”1 – Indland”

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 must specify your actual travel dates.

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.

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 mileage.

9: You now need to enter your mileage. To enter your mileage, click Mileage and then either the blue Add button in the middle of the page or + New in the top left corner.

10: Now enter the information on your mileage.

All known AAU addresses are in the address book, but you have the option of editing so that it better suits you and your travel.

You can obtain kilometers from Google Maps. The function is automatically disabled when you set up your settlement, but it can be activated by clicking on  under Get kilometers from Google Maps.

If the return trip is identical, RUS2 can automatically create the return route. The function can be activated by clicking on the  icon, under Round Trip.

In this example, the traveller first went to their permanent place of work and then returned there. If this were not the case, it must be indicated in the comment field that the kilometers driven daily from home to work, round trip, are deducted. However, it will always be the route actually driven that must be indicated in the route description under ‘to’ and ‘from’.

In order to deduct the kilometers driven daily between home and work, deselect ‘Get kilometers from Google Maps’ and enter the reduced number of kilometers manually in the ‘Kilometers’ field. In ‘Comment to trip (mandatory for detours)’ type, for example: ‘kilometers driven daily between residence in Støvring and AAU, round trip = 44 km are deducted.’

11: Now enter the information on the vehicle and rates. Select Car/motorcycle or Moped/cycle, depending on the vehicle you used. In the example here, Car/motorcycle was selected, so you must also enter the Registration number of your vehicle.

If you have written authorisation for the high-mileage rate from the Accounts Manager, you may choose between the high-mileage rate and low-mileage rate. Remember that mileage can never be paid at the high rate in connection with international travel.

12: It is possible to upload attachments, for example, an authorisation for the high-mileage rate, or a mileage statement if you are requesting an overall mileage settlement for an extended period of time. In these cases, please use the ’Mileage appendix’ which you can find on the Travel Office website.

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: You can now see an overview of the lines you have created. If you – as in this example — activated Round Trip, the system will generate an extra line. You have the option of adding more mileage attachments by either clicking on the blue Add button in the bottom right corner or + New in the top left corner. If there are no more expenses to add, click the white paper airplane in the top right corner.

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.

Here you can see how you select your travel approver.

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