RUS2: How to register an advance payment

Content

If you are going on an official trip as an AAU employee, you can request an advance payment to cover expenses. The advance payment can be disbursed if you have already incurred expenses in connection with a planned official trip – for example if you have paid a conference fee – or it can be paid immediately before you leave to cover expenses during your time away.

1: Select ‘Register settlement’.

2: Click the blue Add button in the middle of the page to create a new report. 

3: In the ‘Settlement name’ field, enter a descriptive text for the report you are about to create.

4: Select ‘3 – Advance payment’ in the Settlement template.

5: Under Purpose, click ‘1 – Denmark’, ‘2 – EU country’ or ‘3 – Other countries’, depending on which country you are travelling to. In this example, an advance is being paid in connection with a forthcoming trip to Germany, and therefore ‘2 – EU country’ is selected.

6: Complete the ‘Travel details’ section, entering your with departure date, return date, and which country and city/town you are travelling to.

7: As you can see in the accounting details below, the cost centre will be pre-filled with the cost centre that you are paid from. You only need to change the cost centre if the pre-filled cost centre is not the one that is going to pay for the expenses of your work trip. The full accounting details will be finalized when the final travel expense report is completed after your return.

When you have made sure that the cost centre is correct filled in, you can therefore simply ignore the rest of the accounting segments and click “Save” either in the top left corner or at the bottom right.

8: Complete the ‘General details’ section, entering the date of the expense as well as a Description. The Cost type, Purpose and Means of payment fields are completed in advance and should not be changed.

Once the above is completed, scroll down to Attachments – either by dragging the grey bar in the middle or by clicking on the grey downward-pointing arrow at the bottom of the screen.

9: Add attachments by clicking 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 corner or at the bottom of the screen.

10: Enter the amount (in DKK) you are applying for as an advance payment. Then scroll down to the Accounting section – either by dragging the grey bar in the middle or by clicking on the grey downward-pointing arrow at the bottom of the screen.

11: The Accounting details are completed in advance, as you can see below. The accounting details should not be changed for advance payments. The Accounting details will be finalised when the final travel expense report is completed after your return.

Therefore, simply ignore the Accounting section, and click SAVE either in the top left corner or in the bottom right.

12: The advance payment has now been registered and must be submitted for approval. Click the white paper airplane in the top right corner.

13: You can now check whether your advance payment request looks correct and submit it for approval by your travel approver.

Click on the small arrows for a more detailed overview. If the details are correct, you can submit it for approval.

See how you submit for approval in the guide: "How to register a travel expense report"

Or see a video on how you submit for approval.

Once your request for an advance payment has been processed, i.e. approved by the travel approver and subsequently authorised by the AAU Travel Administration , an e-transaction will be generated. This must be entered in the final travel expense report once the official trip has taken place. You can find the e-transaction under Credit card archive, but see the separate instructions for settling advance payments. 

Contact and responsibility

If you have any questions you are welcome to contact the AAU Travel Administration.