AAU Handbook

RUS2: Handle advance payments

How to handle advance payments in RUS2

Published: 12.10.2018 (Last revised: 22.11.2018)

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If you received an advance payment for your business travel, it must be included on your travel expense report when you return home and settle your travel expenses in RUS2.

1: You must now register this in the e-transaction that was created when you received the advance. 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.

Select "create from CCT" where you now get an overview of outstanding e-transactions. (This test user has only one e-transaction concerning a previous advance, but there could also be e-transactions for purchases on an AAU credit card, purchases through Egencia and/or for other advances.)

When you click ‘Create from a CCT’ you get the following screen:

Select the relevant e-transaction(s), and click Add. 

You will then get the following screen:

As before with the advance payment, the item will be prefilled. So simply click Save either in the top left corner or in the bottom right.

2: You must now enter your expenses to offset the advance. To register your expenses, click Cost and then either the blue Add button in the bottom right corner or + New in the top left corner.


3: Complete the General details:

  • Date of the expense. Remember this is always the date stated on the attachment.
  • 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 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. 
  • Means of payment is predefined, and therefore should not be changed.

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.

4: 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.

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

This example is based on a trip to Germany, which is why the currency is pre-completed as EUR, but as the purchase has been made in DKK, the amount must be entered in this currency. Therefore, start by changing Currency from EUR 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.

6: 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.

8: 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.

See here how you select your travel approver.

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