Reimbursing expenses

Since we work under Aarhus University, we need to use their process and application for reimbursing expenses. This is done through RejsUd.

Once you log in, create a new reimbursement request by following these steps:

  1. Click the “RejsUd” airplane icon on the left sidebar.
  2. Click the “Opret/redigér afregning” button with the icon that has a plus on top of a document.
  3. Click the big blue plus button.
  4. Fill in the fields:
    • Afregningsnavn: The name of the reimbursement request, e.g., “Reimbursement for travel to conference”.
    • Afregningsskabelon: This is the type of request. This will almost always be “Udgifter og Kørsel - Expenses/Driving”.
    • Formål: The purpose, though there are only two options. Either the expense was from outside of Denmark or inside Denmark. Most of the time, it will be “Køb/Rejser foretaget i DK/Expenses Denmark”.
    • RejsUd stedkode: This is always 4366.
    • Sag: This is always 39158.
    • Sagsopgave: For reimbursing expenses, this is always 26101 (“Driftsudgifter”, which is “operating expenses”).
    • Click “Gem” to save the request.
  5. A new page will open with two tabs: “Udgifter” and “Kørsel”. Click the “Udgifter” tab.
  6. Click the blue plus button to add a new expense. Add one expense for each receipt you have in this section.
  7. A new page will open with fields to fill in related to the receipt and expense.
    • Dato: The date of the expense.
    • Omkostning: A description of the expense, which is a dropdown. Select which is appropriate for you.
    • Formål: The purpose of the expense, or rather, where the expense took place, which is a dropdown. Either in Denmark or outside of Denmark.
    • Beskrivelse: A description of the expense, e.g., “Lunch at conference”.
    • Deltagere: This is the participants of the expense. This is only relevant if you are, e.g. reimbursing a meal with multiple people. If so, add the names of the participants here.
    • Bilag: This is the receipt for the expense. Click the “Upload fil” button to select the file from your computer. This will switch to a new page where you can upload and describe the file.
    • Beløb: The amount of the expense.
    • Valuta: The currency of the expense, which is a dropdown. Select the appropriate currency.
    • Click “Gem” to save the expense.
  8. To submit the reimbursement request, go back to the list of your expenses (“kladder”), and click the “Send” button in the top right corner. This will open a new page. Click the “Send” button at the bottom of the page.