GUIDE FOR SETTLING TRAVEL ACCOUNTS IN AAU’s TRAVEL/EXPENSE SYSTEM (RUS)

1. LOG ON AAU’s TRAVEL-/EXPENSE SYSTEM (RUS). Go to “Administrative Edbsystemer” and choose “Rejseafregningssystem i Produktion”.

2. GET A PASSWORD. Enter you AAU e-mail address here and request a password.

3. LOG ON THE SYSTEM. Having received your password by e-mail, log on the system. Again go to “Administrative Edb-systemer” and choose “Rejseafregningssystem i Produktion”. Your username is your employee nr. (Check ID card). You are now logged on the system.

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4. CHANGE LANGUAGE SETTING TO ENGLISH. Click on “Ret personlige data” on the left side of your screen.

In the lower right-hand corner of the section “Personlig information” click on the text box language “Sprog” and choose “English”, then save the setting by clicking on “Gem” in the gray toolbar at the top of the page. Finally, remember to click on the refresh button on your browser.

Your system setting is now changed to English and will stay that way when you log on in the future.

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5. CREATE TRAVEL ACCOUNT. Click on “Create travel account” in the toolbar.

Then click on “Continue” in the toolbar.

6. CHOOSE CORRECT DEPARTMENT NR. “OMKOSTNINGSSTED”. Choose the department “Omkostningssted”, which is paying your travel expenses e.g. 23001 (if unsure ask your secretary).Remember to “Save”. You have now started your travel account.

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7. FILL IN TRAVEL INFORMATION. Fill in information such as dates, departure and arrival time, destination etc. choose purpose (e.g. Møde/meeting)

And elaborate with further information in the “Purpose/Comments” section at the bottom of the page. Then “Save” in the toolbar.

8. FILL IN TRAVEL EXPENSES. Click on “Create Enclosures” in the toolbar and choose the enclosure matching your travel expense.

If you have cash expenses such as taxi, bus, train tickets etc. choose “Expenses”. For mileage expenses choose “Driving” and so on.

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If you for example have chosen the enclosure “Expenses”, then fill in the amount and expense type, e.g. taxi.

Then click on “Insert Expense” in the toolbar and the expense is inserted on the travel account.

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If you choose the enclosure “Allowance”, the travel dates and departure/arrival times entered on the travel account will appear on the enclosure.

You need to indicate on the enclosure how many meals you have received (not paid for yourself) during your travel, then click on “Recalculate” in the toolbar to see your total allowance, and finally click on “Insert allowance” in the toolbar.

Your allowance is now inserted into the travel account. Click on the expense in order to see the enclosure, if you need to edit it.

9. INSERT VIA TRAVEL AND CREDIT CARD TRANSACTIONS. If you have ordered a flight ticket at Via Travel or paid travel expenses with an AAU credit card, then click on ”Insert etransaction” in the toolbar.

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A pop-up window will appear, click on the blue arrow, mark the relevant transaction and click on “Insert”.

You can now see your expenses added to the travel account under “Travel Expenses”.

Under “Travel expenses” you can also see your outstanding, as well as the total cost of the journey.

If the inserted e-transaction is tagged with a red exclamation mark “! “, then click on the transaction and add the correct expense type e.g. “Repræsentation på restaurant” before clicking on “insert expense” in the toolbar.

10. CONTINUE TO CREATE ENCLOSURES ON ALL YOUR TRAVEL EXPENSES RELATING TO THE JOURNEY AT HAND.

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11. REMOVE ENCLOSURES. If an enclosure needs to be removed from the travel account, click on ”Remove Enclosures” in the toolbar, a pop-up window will appear, mark the enclosure and click on “Remove”, the enclosure has now been removed from the travel account.

12. ADD ACCOUNT INFORMATION. Under account information add project nr., analyse nr. etc. Your secretary can also add this after you have submitted the travel account.

13. BEFORE YOU SUBMIT YOUR TRAVEL ACCOUNT FOR AUTHORISATION. ”Save” the travel account one last time, print it and then “Submit for Authorisation”.

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14. RECALL TRAVEL ACCOUNT. You can recall your travel account, if you discover a mistake after you have sent it for authorisation. Click on “Marked Ready” under “Travel accounts” on the left side of your screen. Then click on the blue arrow, mark the relevant travel account and click on “Recall travel account” in the toolbar.

The travel account will now be accessible under “current” on the left side of your screen.

15. PASSING ON THE TRAVEL DOCUMENTS. Sign the printed travel account, attach your documentation, tickets etc. and give it to your secretary, who will attend to it from here on.

16. YOU HAVE NOW SETTLED YOU TRAVEL ACCOUNT AND POSSIBLE OUTSTANDINGS WILL, IN THE NEAR FUTURE, BE DEPOSITED IN YOUR NEMKONTO.

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