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.