QUICK GUIDE TO SETTLING EXPENSES IN AAU s TRAVEL-/EXPENSE SYSTEM (RUS)

Transcription

1 QUICK GUIDE TO SETTLING EXPENSES 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 address here and request a password. 3. LOG ON THE SYSTEM. Having received your password by , 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.

2 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 clicking 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.

3 5. CREATE EXPENSE ACCOUNT. Click on Expense accounts and Current on the left side of the screen. Then click on Create expense report in the toolbar at the top of the page. Followed by Continue also in the toolbar. 6. CHOOSE CORRECT DEPARTMENT NR. OMKOSTNINGSSTED. Choose the department Omkostningssted, which is paying your expenses e.g (if unsure ask your secretary). Remember to Save in the toolbar at the top of the page. You have now started your expense report.

4 7. ADD EXPENSES. Click on Create Enclosures in the toolbar and choose the enclosure matching your travel expense. If you choose the enclosure Representation, then fill in the amount and expense type e.g. Repræsentation på restaurant. Remember to also fill in date, participants, occasion and place, before clicking on Insert Expense in the toolbar.

5 If you choose the enclosure Expense, then fill in the amount and expense type. Click on Insert Expense in the toolbar and the expense is inserted into the expense report. All expense reports must contain a comment under Purpose/Comments explaining the purpose of the purchase. REMEMBER ONLY TO ADD EXPENSES WHICH ARE TO BE ENTERED WITH THE SAME ACCOUNT INFORMATION (PROJECT NR. ETC.). OR CREATE NEW EXPENSE REPORT. 8. INSERT CREDIT CARD TRANSACTIONS. If you have paid expenses with an AAU credit card, then click on Insert e-transaction in the toolbar. A pop-up window will appear, click on the blue arrow, mark the relevant transaction and click on Insert.

6 You can now see your expenses added to the expense report under Expenses. Click on the expense in order to see the enclosure, if you need to edit it. Under 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. 9. REMOVE ENCLOSURES. If an enclosure needs to be removed from the expense report, 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 report.

7 10. ADD ACCOUNT INFORMATION. Under account information add project nr., analyse nr. etc. Your secretary can also add this after you have submitted the expense report. 11. BEFORE YOU SUBMIT YOUR EXPENSE REPORT FOR AUTHORISATION. Save the report one last time, print it and then Submit for Authorisation in the toolbar at the top of the page.

8 12. RECALL EXPENSE REPORT. You can recall your expense report, if you discover a mistake after you have sent it for authorisation. Click on Marked Ready under Expense accounts on the left side of your screen. Then click on the blue arrow, mark the relevant report and click on Recall expense report in the toolbar. The report will now be located under current on the left side of your screen. 13. PASSING ON THE EXPENSE DOCUMENTS. Sign the printed report, attach your documentation etc. and give it to your secretary, who will attend to it from here on. 14. YOU HAVE NOW SETTLED YOU EXPENSE REPORT AND OUTSTANDINGS WILL, IN THE NEAR FUTURE, BE DEPOSITED IN YOUR NEM-KONTO.