Business Blueprint Document Gateway_Travel and Expense Management_V4.0
Project ‘Gateway’
At Tata Technologies Ltd. By KPMG Advisory Services Private Limited
Date October 07, 2011
Document Information Document Name
Business Blueprint Document
Title
Gateway BBP Travel Management_V4.0
Document Purpose Key Words Document Status
Draft
Contact for Enquiries
Ninad Sonawane
Revision history Version 1.0 2.0 3.0 4.0
Author Ninad Sonawane/ Sandeep Kodre Ninad Sonawane/ Sandeep Kodre Ninad Sonawane/ Sandeep Kodre Ninad Sonawane/ Sandeep Kodre
Date 11.08.2011
Revision
09.09.2011 03.10.2011 07.10.2011
This document has been reviewed by Reviewer Sameer Vartak
Date reviewed
Rajendra Borkar TTL BPSO Team Members This document has been approved by Name V. Balaji (CIO, TTL)
Signature
Date reviewed
Samrat Gupta (CFO, TTL) Gopinath Jayaraj (Global Delivery Head)
Process Applicable Companies
Travel and Expense Management 1. Tata Technologies Limited 2. Tata Technologies Pte Limited, Singapore 3. Tata Technologies Europe Ltd 4. TATA Technologies de México, S.A. de C.V. 5. Tata Technologies, Inc.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 1 OF 54
6. Tata Technologies (Canada) Inc 7. Tata Technologies (Thailand) Limited
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 2 OF 54
Contents 1
Existing Processes / Requirements / Expectations
2
To Be- General Explanations (For Masters and Enterprise structure include Naming Convention)
13
3
Explanations of Functions and Events
17
4
Process Flow Diagram
18
5
Changes to Existing Organization Processes
28
6
Description of Improvements
29
7
Solution in SAP
30
6.
Travel Expense Claim:
38
8
Description of Functional Deficits
42
9
Approaches to Cover Functional Deficits
43
10
Integration Considerations
44
11
Reporting Requirements
45
12
Authorization Requirements
46
13
File Conversion / Interface Considerations
47
14
Workflow Requirements
48
15
Annexure
49
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 3 OF 54
1
1
Existing Processes / Requirements / Expectations 1.1 Travel Types •
Cost Centre based Domestic & International Travel - Corporate (Non Delivery), Sales & Marketing and Delivery staff travelling on cost centre e.g. training, due diligence etc.
•
Project (WBS) based Domestic & International Travel – Delivery staff travelling for project related work.
•
Customers Rechargeable (recoverable) Domestic & International Travel – Cost of such travel is charged to customer.
•
Guest/Customer Travel- Guests visit to Tata Technologies offices.
Following are the process flow charts for the same INDIA I>
Domestic Travel
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 1 OF 54
II>
International Travel (Assignment)
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 2 OF 54
III>
International Travel (Foreign Roll)
India ASIS/Current Process
1) Travel Requests
2) Approval
Travel requests are raised for project based and non-project based travel.
• • •
Domestic Travel: L5 and above travel requests are self-approved For all other travel requests LOB Head/ Project Manager approval is required. In case of Billable- domestic travel, Client Approval is must. For Billable- International travel approval is mandatory by LOB
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 3 OF 54
head along with PM & territory finance controller. For Non Billable- International travel approval is mandatory by COO/CFO.
•
3) Travel request processing
•
Based on approved travel requests, ticket and accommodation booking is done
4) Visa Processing
•
Passport/visa details of employees are stored in travel specific folder on server with scanned copy. Passport/Visa validity is checked Employee is notified for document submission Employee briefing on VISA Visa status is updated post VISA interview
• • • •
(For TO BE process please refer ESS/MSS BBP document) 5) Assignment Note Preparation
Project Manager of Home Country initiates assignment note/business note for following travel scenario • Foreign Assignment • Business Visit • Foreign Roll(to include Clearance formalities similar to Separation in Home Country) Salary input for foreign roll assignment is provided by Home country HR in Coordination with host country HR. Assignment is to be locked after employee's sign and final approval. • In case of Domestic deputation, assignment note is issued by RMG
(For TO BE process please refer ESS/MSS BBP document) 6) Hand over to employee
• • •
7) Intimation to Stakeholders
• • • • • • • • •
Ticket, Insurance, Invitation letter for Business Visa/ work permit related papers for work visa are given to employee Transport & accommodation in host country is arranged FOREX is given to employee In case of foreign roll (After Final approval of Assignment Note) Employees are required to complete clearance formalities. HR-Home is intimated for stopping India salary as per AN HR-Home intimates HR-Host for onsite salary processing For foreign assignment - employee is required to provide payroll input form to HR through TTGAC Finance-Home issues foreign exchange after clearing pending advances, if any Admin facilitates Airport drop In case of return from foreign roll, employee submits return payroll input form, joining form & No Dues form to HR through TTGAC HR-Home initiates home country salary In case of return from foreign assignment employee submits return payroll form
(For TO BE process please refer ESS/MSS BBP document)
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 4 OF 54
8) Assignment/Travel Extension
• • • • • • •
9) Travel Claims
• • • • •
Steps 1,2 & 3 (of Travel Management) to are repeated If trip extension is in the same country, then same trip request is amended If trip is extended with a Travel to another country (Not a part of initial travel schedule), then new trip request is created AN/BN is amended Insurance is extended, if required Ticket is reissued FOREX reload Finance checks for previous pending advances and informs employee accordingly mail is triggered to employee to submit Claims at the month end. Employee submits approved expense claim form along with Original supporting Finance verifies expense claim form and processes as per company policy Payment/Recovery is made through payroll Periodical reminders are sent to employees for unsettled Travel advance & recovery though payroll after 60 days
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 5 OF 54
North America I>
Billable Travel
II>
Non Billable Travel
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 6 OF 54
III>
International Travel
North America ASIS/Current Process 1) Customer initiated (billablerechargeable)
•
Employee is identified Employee fills out Travel Request Form which includes identified flight that works for their schedule, identified hotel, car needs, hotel association numbers, frequent flyer numbers, personal data (date of birth, e-mail, cell number) etc. Hotel rate spreadsheet; prior trips, and team knowledge is utilized for hotel selection and airport locations
•
Employee submits Travel Request Form via e-mail to the approving project manager and his reporting manager and to the assigned travel coordinator. If this is for billable international travel, the international guidelines would be followed for transmitting information and pricing.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 7 OF 54
•
Managers approve on both concept and cost, verify cost allocation information, and submit an approval via e-mail. Project Manager ensures costs are aligned with any customer policy including a per diem by checking the customer contract and IRS rules which apply by State/County. Certain managers approve trip costs up to a threshold amount in some cases higher approval is required.
•
Once approved, travel coordinator books travel as requested and replies to travel request e-mail with the confirmations attached
•
Travel coordinator provides payment via facsimile of a 3 party payment form and the corporate credit card to the hotel a notes a receipt is requested. Payment for car rentals is done using corporate rates and is usually direct billed unless the traveler or customer requests differently
•
Upon completion of travel, employee completes an expense report and submits with original signature and receipts (if under a per diem, actual are not required to be submitted) as follows: o Education Business Unit (EDBU)related is submitted to Terry Welch and Dave Bunyak who then sign off o EDBU travel coordinator/admin reviews to ensure costs on expense report and receipts match o EDBU Manager signs off o EDBU travel coordinator/admin enters data into SAP and generates sales order o EDBU travel coordinator/admin submits expense report/sales order to Finance for invoicing who then submits to accounting for record keeping purposes and generation of reimbursement payment for covered expenses
•
Finance verifies to ensure costs on expense report and receipt
•
Finance verifies accuracy of mileage if claimed (map quest is submitted with expense report; employee who gets a vehicle allowance is paid at the lower of two rates set by Finance; Employees who do not get a vehicle allowance get paid at the higher of two rates set by Finance which is tied to IRS guidelines)
•
Finance processes expense claim in SAP
•
Cheque payment is made to employee within 2 weeks from the date of receipt of approved expense report
•
Non-education business related travel expense report is submitted to the project manager for approval
•
Approved expense report is submitted to finance for data entry into SAP and generation of invoice. All of the accounting steps are the same as above
rd
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 8 OF 54
2) Domestic (CC/Project)
•
Amex owner upon receiving monthly statement reviews the charges and adds cost allocation information to each charge, attaches a receipt for each charge, and submits package to Kamaria in finance. Note, this is the second time a receipt is submitted
•
Finance reconciles the Amex statement with the expense report to ensure charges correspond and cost allocation information is the same. Accounting also processes the direct billings on car rentals (Avis, Enterprise, and National) to ensure accuracy of cost allocation information. Information is uploaded to SAP and a separate travel management spreadsheet -----------------------------------------------------------------------------------
•
Request process is same as above
•
Employee submits Travel Request form via e-mail to the approving manager and to the appropriate Dept. Head and to the assigned travel coordinator. Some managers have the ability to approve trips below threshold limit and in those cases the Dept. Head approval is not needed. Project Manager on billable to project matters reviews and tracks project costs
•
Managers approve on both concept and cost, verify cost allocation information, and submit an approval via e-mail
•
Once approved, travel coordinator books travel as requested and replies to travel request e-mail with the confirmations attached If other recommendations are made, the traveler must approve prior to booking. In the case of a huge discrepancy, the approving managers must again approve
•
Travel coordinator books arrangements
•
Travel coordinator provides payment via facsimile of a 3rd party payment form and the corporate credit card to the hotel and notes a receipt is requested at check out. Payment for car rentals is done using corporate rates and is usually direct billed unless the traveler requests differently Employee completes an expense report and submits the form as well as receipts as follows:
•
a. Non-education - Approved expense report is submitted to Finance for data entry into SAP b. Education Business Unit is submitted to Terry Welch and Dave Bunyak who review for accuracy, sign off, enter data into SAP
•
Amex owner upon receiving monthly statement reviews the charges and adds cost allocation information to each charge, attaches a receipt for each charge, and submits package to Kamaria in finance. Note, this is the second time a receipt is submitted
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 9 OF 54
•
Finance reconciles the Amex statement with the expense report to ensure charges correspond and cost allocation information is the same. Finance also processes the direct billings on car rentals (Avis, Enterprise, and National) to ensure accuracy of cost allocation information. Information is uploaded to SAP and a separate travel management spreadsheet -------------------------------------------------------------------------------------
Request for travel is received via e-mail. The e-mail summarizes the needs and has as an attachment an AN or BN and the flight if there is one.
3) International inbound travel
•
Travel arrangements made and paid for via the corporate credit card as outlined above
•
Travel arrangements are forwarded back to the traveler and the appropriate Travel Desk personnel in the other territory (on the original e-mail)
•
Travel Coordinator notes cost allocation and turns in receipt for these charges when they appear on the credit card
•
In case of cost is chargeable to U.S. U.S. PM & Finance Controller must approve costs ----------------------------------------------------------------------------------------
•
Traveler reviews travel paperwork (visa/passport, etc) and contacts HR if necessary for assistance via e-mail and/or in person
•
Manager provides approval and verifies cost allocation
•
HR transmits to traveler listing of items required to process visa application
•
HR obtains letter of invitation from host country
•
HR provides letter of support as the sponsoring company
•
HR transmits all necessary paperwork to the appropriate embassy for processing and retains copies
•
HR receives passport and transmits to employee
•
Employee submits TRAVEL REQUEST FORM as per the normal process
•
International flights are purchased through a travel agency
4) International Outbound travel
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 10 OF 54
•
International car rentals are arranged through corporate rates a appropriate agency and direct billed to the company
•
International hotels. The appropriate Travel Desk is requested for assistance on hotel and taxi bookings when possible (always India) and often U.K. Payment is provided by U.S. on hotel bookings whenever possible by the U.S. to ensure our traveler’s needs are met
•
Expense reports are followed as per the normal course of action mentioned above
•
Finance and accounting steps are as per the normal course of as mentioned above
Singapore ASIS/Current Process
1) Travel Requests
HR will be informed of the employee travel and will provide the necessary support: • Flight details and travel costs is provided • Logistics is arranged
2) Approval
Approval from reporting manager
3) Travel request processing
Traveller will inform HR to process travel request and HR will provide following support: • Request local travel agent to book tickets and process visa if required • Request invitation letter from the inviting country • Request inviting country to arrange logistics
4) Visa Processing
HR provides all visa/passport support: • Employee fills out the visa application form • Request invitation letter from the inviting country • Submit the visa application and passport to embassy for processing
(For TO BE process please refer ESS/MSS BBP document) 5) Assignment Note Preparation
Assignment note comes from India if employee is being deputed to Singapore. Not very often Singapore issue assignment note.
(For TO BE process please refer ESS/MSS BBP document)
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 11 OF 54
5) Hand over to employee
6)Assignment/Travel Extension
7) Travel Claims
• •
Ticket and FOREX (upon employee request) Logistics informed to employee.
•
Employee submits original receipts to department secretary for checking and entering to SAP travel management system Travel expense report and original receipts submitted to reporting manager for approval Finance to check/validate
N.A
• • 8) Travel Claims
• • • • •
Finance checks for previous pending advances and informs employee accordingly mail is triggered to employee to submit Claims at the month end. Employee submits approved expense claim form along with Original supporting Finance verifies expense claim form and processes as per company policy Payment/Recovery is made through payroll Periodical reminders are sent to employees for unsettled travel advance & recovery though payroll after 60 days
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 12 OF 54
2
To Be- General Explanations (For Masters and Enterprise structure include Naming Convention) The following items will be configured in SAP to address the requirements of the processes.
Trip Activity types (Travel type) When employee raises a travel request, he/she will have to select trip activity type i.e. Travel type. Following are the different trip activity types that are identified for TTL, based on which: • System can determine an approver. • Analyze which cost is to be charged to travel. • HR can identify which employee should be transferred on foreign roll. Sl .No
Trip Activity
A
C
Cost center BasedDomestic Cost center BasedInternational Project based- Domestic
D
Project based- International
E
Foreign Roll
F
Customer Recharge(CC) Domestic Customer Recharge(CC) International Customer Recharge(WBS) Domestic Customer Recharge(WBS) International TML Travel
B
G H I J
Trip number range When employee submits trip request, a unique identification number i.e. trip number is generated, across which all expenses will be booked. The trip number range needs to be defined for each personnel area (In case of TTL- it is Country) individually. Identifying different number range for different countries will allow finance/ travel coordinator to identify country to which employee belongs to. Personnel Area India Singapore Thailand UK
From 1000000001 0010100001 0020000000 2000000001
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 13 OF 54
To 2000000000 0010199999 0025000000 2500000000
Germany France Korea Netherlands United States Mexico Canada
2500000001 0025000001 0060000001 0030000001 3000000001 3500000001 0045000001
3000000000 0030000000 0065000000 0035000000 3500000000 4000000000 0050000000
Trip Expense types A trip expense type is a classification of expenditures caused by an employee's business trip. Expense types are broadly classified as: 1
Employee paid – Reimbursable to employee Following is the list of employee paid expense types:
Reimbursement to Employee Per-Diem (Lodging only) Consolidated Per-Diem Flight Train Bus Car/Taxi Meal (Actual) Incidental Allowance Telephone calls Parking Expense In-flight Allowance Conveyance Mileage
APAC √ √ √ √ √ √ √ √ √ √ √ √
NA √ √ √ √ √ √ √
EU √ √ √ √ √ √ √
√ √
√ √
√ √ √ (Applicable Breakfast to UK only) √ √ √ Local Conveyance √ √ √ Other Expense Maximum reimbursement amounts for the above mentioned Expense types are based on the travel policy at Tata Technologies.
2
√ √
Company paid expenses –Non-Reimbursable to employee Following is the list of company paid expenses:
1) AIR FARE(PAID BY COMPANY) 2) TRAIN FARE (PAID BY COMPANY) 3) BUS/TAXI FARE (PAID BY COMPANY) 4) HOTEL (PAID BY COMPANY)
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 14 OF 54
5) INSURANCE (PAID BY COMPANY) 6) Other (Paid by Company) Employee need to select this expense type, if company has done above booking, while submitting his expense report/claim. Please click here for travel eligibility rates.
Number Ranges for Posting Runs When employee submits the expense report, finance will verify the expenses with hard copies received. Finance will then post these amounts to SAP FI system which in turns generate a posting document with unique identification number i.e. Posting document number. The number ranges required for posting runs are to be created with a number range interval from 0000000001 to 0999999999. The run type for posting runs is TR (Posting Travel Costs).
Number Ranges for Trip Transfer Documents The number ranges required for trip transfer documents are to be created with a number range interval from 0000000001 to 0999999999.
Trip provision variant: Trip provision variant is a classification of the trip provisions according to area of trip or trip expenses accounting method. All the country specific expense rules and limits based on the area of travel, taxations, VAT and input tax will be configured across individual trip provision variant. Following is the list of trip provision variant identified for TTL: ID
Trip Provision Variant
IN
TTL India
SG
TTL Singapore
TH
TTL Thailand
KR
TTL Korea
US
TTL United States
CN
TTL Canada
MX
TTL Mexico
UK
TTL UK
GM
TTL Germany
FN
TTL France
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 15 OF 54
NT
TTL Netherland
Trip Schema The trip schema determines the entry functions that you can perform in dialog and the entry fields that are displayed on travel request and travel expense form. Below three trip schemas shall be defined: 1. DOMESTIC TRIP 2. INTERNATIONAL TRIP 3. LOCAL TRIP
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 16 OF 54
3
Explanations of Functions and Events (Explain what events and processes trigger this process)
What creates the need to travel? •
Client requirement of resource for project work.
•
Training/Certification requirement.
•
Pre-Sales activities.
•
Business meetings
•
Internal project assignments
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 17 OF 54
4
Process Flow Diagram Provide all related process maps or diagrams 1
Cost Centre Based Travel (S&M, G&A & Delivery CC) – Domestic
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 18 OF 54
2 Cost Center Travel (S&M, G&A & Delivery CC) –International
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 19 OF 54
3
Project Based Travel- Domestic:
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 20 OF 54
4
Project based Travel- International
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 21 OF 54
5
Customer Recharge(WBS)- Domestic:
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 22 OF 54
6
Customer Recharge(WBS)- International:
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 23 OF 54
7
Customer Recharge CC - Domestic
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 24 OF 54
8
Customer Recharge CC – International
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 25 OF 54
9
Foreign Roll Travel:
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 26 OF 54
10 TML Project Travel
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 27 OF 54
5
Changes to Existing Organization Processes Provide all related process maps or diagrams Change management issues as appropriate Existing Process
Future Process
All processes are paper based and There is Trip requests will be electronically generated no tracking of total trip cost. from portal. Entire cost of trip will be linked to trip id. TTL employees travelling on TML project Both TML and are paid as TML Per-diem rates which are synchronized. different from that of TTL.
TTL
rates
will
be
Employees are allowed to send scanned Employee will now have to submit actual receipts along with Expense Report. copy of actual receipts. In some cases there is significant delay in There will be a system check of 60 days on expense report submission. If expense report expense report submission is not submitted within 60 days from the end date of travel, approvals are sent to next higher authority. For TML related domestic travel requests TML related trip request will directly go to employees are obtaining physical approval travel co-ordinator for further processing. from TML or TTL PM.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 28 OF 54
6
Description of Improvements Describe improvements which will result from implementation of the SAP System. Be sure to include any impact on business drivers.
Existing Process
Improvements
Employee is required to fill up no. of forms A trip ID is generated through portal & same to initiate travel request. will be routed for necessary approvals & bookings. Manual multilevel approval is required.
Single approval with alerts to multiple stakeholders will be configured.
There is no system to track travel request Employees can track their request and and travel expense report expense report through portal Employee is not able to provide his/her By maintaining Travel profile employee can now provide their Flight, hotel, car/taxi and travel preferences. train preferences based on which travel desk can do the bookings. Ensuring accurate travel cost distribution to Cost distribution to multiple cost multiple cost centres/WBS elements is a centres/WBS elements will automated and manual process and prone to errors. accurate. No management accurate reports for travel
Management can now monitor various expenditures related to travel with the help of reports available in SAP.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 29 OF 54
7
Solution in SAP Business processes of Travel management in Tata technologies Limited consist of numerous functions which are being mapped in SAP as per the requirements put forth by Core Team Members. Some of these functions are addressed by SAP Travel Management and rest, since they are not addressed by SAP Travel Management are outside the scope of Travel Management implementation and will be handled manually or in other SAP modules. Precise distribution of the same is described below. The following processes are considered: • • • • • •
Travel profile by an employee Travel Request for employees Travel Expense Reimbursement for employees Posting of travel expenses to SAP FI Workflow processes for travel request and expense approvals Accommodation booking
The following processes have not been considered:• Visa processing (Will be considered in ESS/MSS) • Guest/Visitor/ Others travel. (Will be considered EIC). • Posting of vendor-invoices. Manual posting to SAP FI would be done. • Posting of travel advance amount. Manual postings to SAP FI would be done. • Travel advance-balance recovery. Manual postings to SAP FI would be done. Travel Management Process in SAP: Diagrammatic representation of the process is shown below.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 30 OF 54
Travel request
Traveler
Approval Based on approval matrix
Completion of Expense Report
Travel Agent
Outside SAP
Traveler
Approval &settlement of expenses
Approver
FI/CO
Posting
TRAVEL MANAGEMENT
Payment/ Deduction
1 Travel Profile: 1.1 What is Travel Profile? Travel profile is a service in travel management wherein employee can maintain his/her: • Credit card details • Flight, hotel, Car rental, rail preferences • Program card details (Flight, Hotel, Car rental, train details). This would help the travel desk while booking a flight, hotel, car rental, rail services, by accessing travel requesters’ profile. Filling up Travel profile is an optional activity.
1.2 Data Captured on Travel Profile: Following details will be captured in the profile: Section
Credit card
Flight Preference
Sub-Section
Credit card
On Board details
Fields Company Card Number Valid from Month Valid from year Valid to month Valid to year Meal Preference Preferred seating position Seating with medical care Seating with medical care Description Seating for disabled person Seating for disabled person Description Vision impairment Hearing impairment
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 31 OF 54
APAC NA
–
–
EU
Departure and Airline preferences
Flight program card
Preferred Rooms Hotel Preference Hotel program card
Preferred Cars/Taxi Car/ Taxi Preference Car/Taxi rental program Card
Rail preferences
Rail Preferences
Personalization
Forms of Identification
Pickup and Accompaniment Preferred Airport 1st Preferred Airline 2nd Preferred Airline 3rd Preferred Airline Flight program card Customer Number Valid from month Valid from year Valid to month Valid to year Hotel Category Room Category Nonsmoking room Bed Type 1st Preferred Hotel chain 2nd Preferred Hotel chain 3rd Preferred Hotel chain Hotel program card Customer Number Valid from month Valid from year Valid to month Valid to year Preferred Make Transmission Nonsmoking car/Taxi Air Conditioning 1st Preferred car/taxi rental company 2nd Preferred car/taxi rental company 3rd Preferred car/taxi rental company Car/Taxi rental program card Customer Number Valid from month Valid from year Valid to month Valid to year Smoker/Nonsmoker Train Seating Compartment Type Passport Number Driving License ID Card
1.3 Notes: •
Interface to Deutsche Bahn is not in scope.
•
Requirement of TTL NA and EU of having name as it appears on passport in travel profile will be addressed by maintaining the name as per passport in SAP (Infotype 2) while hiring.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 32 OF 54
2 Travel Request Process: 2.1 Process Overview: Employees are expected to create a travel request through ESS before travelling.
2.2 Process description Following sub-sections describe the steps that will be followed for executing the process.
2.2.1 Travel Types on Travel Request Form: SAP Code A B C D E F G H I J
Trip Activity Cost center Based- Domestic Cost center Based- International Project based- Domestic Project based- International Foreign Roll Customer Recharge(CC) Domestic Customer Recharge(CC) International Customer Recharge(WBS) Domestic Customer Recharge(WBS) International TML Travel
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 33 OF 54
2.2.2 How Domestic and International travels will be identified? •
Inter-company code travel will be considered as international and intra-company code travel will be considered as Domestic travel. • With this, Travel within Europe will be considered as domestic travel. • Though following are exception: • Travel between US and Canada will be considered as domestic. • Travel within Singapore and Korea will be considered as International.
2.2.3 Who can raise a travel request? •
Travel request is raised by employee or manager/Administrator on behalf of employee through Employee self services:
Requestor Employee Reporting Manager on behalf of employee
ESS/ MSS Services involved • Create travel Request • My Team (This is MSS Service that will give list of employees who are reporting to a manager. Manager will have to select an employee for which travel request is to be raised.) Travel • Switch Personnel Number (When travel administrator Administrator on logs in to portal system by default considers admin user behalf of Employee id, travel coordinator will then have to switch controls to employees’ id by using this service.) • Create travel request
2.2.3 Travel Request Form: •
Following are the data elements to be captured in Travel Request form: Applicable Not Applicable
Section
Header Attachmen t
General Data
Fields
Mandatory
India
Name (Auto populated) Attachment Start date Time Departure from (From Work/ From Residence) End date Time Arrival at (at Work/ at
√ √ √ √ √
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 34 OF 54
Singapo re
Thailand
NA
EU
Residence) Country State Destinatio City n Zip Code Street Activity( Travel Additional Type) Informatio Reason n Estimated Cost Comment Seq. No. Amount Currency Exchange rate Advances Amount Accounting in (Currency) Cash Payment date Cost Assign. % Company Code Business Area Cost Accounting Assignmen Object (Cost t Center/ WBS element) Object value From Country Service – To Flight Country request Departure on date Arrival/Departure Time Comment Destination Service – Country Hotel Arrival date request Departure date Comment Pickup date Service – Pickup time Car/Taxi Pickup Location Pickup Country rental request Drop-off date Drop-off time
√ √ √ √
√
√ √ √ √ √ √
√ √ √ √ √ √ √ √ √
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 35 OF 54
Service – Train request
Drop-off Location Drop-off Country Comment From Country To Country Departure on date Arrival/Departure Time Comment
√ √ √ √ √ √ √
2.2.4 Travel Request Guidelines •
• • • •
Travel request should be created: • International travel: at least 14 days prior to actual travel date • Domestic travel : at least 3 days prior to actual travel date Employee can attach the screen shot of preferred ticket booking in attachment section for travel desk to refer. Requester can either save the request as a draft and send it later or can Save and Send for approval immediately. A travel request is subject to relevant approval-cycle (please click here for approval matrix). This travel request in turn generates a unique number called the Trip Number across which all the expense will be booked.
2.2.5 Cost distribution guidelines: •
System by default will pick-up cost center of an employee in cost distribution. • Employee will have to select correct cost center/ WBS from the list available which relevant for the trip. • The cost can be distributed on multiple WBS or cost centers, total proportion should be 100%.
2.2.6 TML Travel Policy: •
In case of TML travel(Domestic and International), employee will take an approval on TML physical form and will attach scan copy during travel request creation in ESS.
2.2.7 Europe Travel booking: •
In case of Europe, service request will be sent to both FCM (external travel agency for Flight and hotel booking) and TTL EU travel coordinator (For car and train booking) through system. • EU travel coordinator will be the mediator between employee and FCM for bookings.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 36 OF 54
• •
FCM will be maintained as external person in SAP. In case of change in FCM communication details like e-mail address, Europe travel coordinator will communicate the details to support team to make changes in system.
2.2.8 Post submission process: •
•
Upon submission of request, notification will be sent to travel desk for air ticket blocking (Applicable for India and France) and purchase a ticket (In case of other countries). This is to ensure cost effective ticket booking. Travel request will flow to relevant approving authority depending on the travel type.
3 Travel Approval Process 3.1 Travel Approval • Travel request once submitted will flow to the different approving authorities
based on the travel type. Please click here for approval Matrix. • Approver will examine the trip request data submitted by employee, based on the submitted trip request details approver can: • Approve the trip request • Send travel request back for correction • Reject the trip request • L5.1 and above grade employees will have self-approval Authority. • Trip details will be presented as an adobe form.
3.2 Travel Approval substitution •
Manager can substitute his subordinate or superior to look after travel requests approval when he/she is on leave or planning to go on leave by accessing portal service ‘Travel substitution’.
3.3 Post Travel Approval Activities: •
Notification will be sent to travel desk, Finance, Local HR, Territory HR and C&B team • Travel desk will book the tickets • In case of short term travel, travel desk will book the return tickets. • Finance will make Advance payment if requested by employee • Finance will load Forex card in case of international travel. • Local HR, Territory HR and C&B team (in case of International travel) will executive required actions that are covered in HR foundation track.
3.4 Processes outside the system:
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 37 OF 54
•
For APAC: In case of domestic travel, in all cases where costs greater than defined threshold (eg. Rs.25000 etc) – the Local org unit chief/Project Manager will forward the request to Regional Org Unit Chief for approval. • For NA and EU: In case of domestic travel, in all cases where costs greater than defined threshold (eg. $1000 USD, 600 G.B.P., etc) – the Travel Coordinator will obtain the Regional Org Unit Chief approval– manually.
4. Travel Booking: • • • •
Upon approval the blocked ticket will be purchased by travel desk (Applicable only for India). For other countries, if ticket not booked at the time of request generation. It will be booked after approval. All the booking and cost will be captured in ‘Expense manager’ application through R/3 linked to the unique trip id generated. Expense type to be used are: Expense type Airfare, Company Paid Hotel, Company Paid Car rental, Company paid Rail, Company paid Insurance, Company paid Other’ Company Paid
•
Travel desk will notify traveler about the bookings through ‘Expense Manager workbench’ workbench on R/3. • Travel desk can also attach an e-ticket in mail through ‘Expense Manager workbench’.
5. Travel request Changes or Extension Original travel request may undergo change in following circumstances: •
Before travel and before or after booking
•
After travel on account of extension
In both the circumstances employee will have to change the trip date. Travel extension will also be routed for approval. Approval matrix will be same as that of travel request.
6. Travel Expense Claim: After completing the travel, employee can create travel expense claim through Employee self services.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 38 OF 54
Approved ?
Trip expenses Raised by employee
Approved (Superior)
Settled
Trip facts Rejected
Posting to FI/CO
The Travel Expenses function allows the employee to create the travel expenses incurred during the business trips efficiently.
6.1 Currency Exchange rate Guidelines: •
Employee will claim travel expense request in the currency at which cost was incurred.
•
System will pick up default Exchange rate for foreign currency from FICO table.
•
Since exchange rate will not be maintained daily, exchange rate field will be provided for each expense line item to an employee wherein he/ she can change the exchange rate (For countries other than India).
•
For India, when employee submits foreign currency claim, Finance will change currency exchange rate based on vendors’ exchange rate.
•
Employee can claim expense amount greater than eligibility amounts only with valid reason.
6.2 Mileage/ Local Conveyance Claim guidelines: •
Employee can claim Local Conveyance/ mileage amounts by entering domestic mileage/ kilometers driven. System will calculate mileage amount based on the eligibility per kilometer/mile configured in the system.
6.3 Travel Expense Claim Approval and Post approval activities: •
The travel expense report is sent to the superior for approval in all the cases as depicted in process flow chart.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 39 OF 54
•
After approval the travel expense claim reaches the expenses department for settlement with financial accounting.
•
Employee will have to submit original receipts to finance along with system generated expense report form.
•
The expenses department then checks the travel expense report, the original documents and receipts. The trip is then settled and Travel expense results are then posted and amount is transferred to financial accounting for final payment.
•
Reimbursements to employee will be paid through payroll/ paycheck.
•
Employee will have an ability to change cost center/ WBS element while submitting expense report.
7 Travel Expense Posting: The travel expense report on being settled is then sent for posting to financial accounting. Description of the steps
The amount incurred during the trip and the advances raised through travel request are captured in financial accounting.
7.1 Advances: • Once the advances are raised through travel request on approval are manually posted in financial accounting. • Advance recovery will be done through payroll.
7.2 Reimbursement Posting: • The payment of reimbursement amounts recorded in ‘Expense manager’ workbench to employee will take place through paycheck (In case of NA) and through payroll (In case of other countries). •
Finance will have to create a posting document as first step and then document posting will take place to respective G/L accounts.
• To the Travel expense types, wage types are assigned which in turn are linked with symbolic accounts. • Finally these symbolic accounts are assigned to expense accounts/clearing accounts in financial accounting.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 40 OF 54
• G/L accounts will be different for TML travel expenses, Customer Travel expenses than regular G/L accounts.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 41 OF 54
8
Description of Functional Deficits Where appropriate, identify any gaps. This section is important when assessing risk, as well as estimating the need for ABAP (or similar) resources. N.A.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 42 OF 54
9
Approaches to Cover Functional Deficits Documentation of any work-around or assumptions that have been made when outlining functional deficits. N.A.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 43 OF 54
10
Integration Considerations Specify what integration you need with other modules/sub module •
Organization Management
•
Personnel Administration
•
Global Employment Management
•
Employee self service
•
Manager Self service
•
Finance
•
Payroll
•
Project System
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 44 OF 54
11
Reporting Requirements Document the various reports that you would require
Transaction Code
Description
S_AHR_61016401
General Trip Data/Trip Totals
S_AHR_61016402
Trip Receipts
S_AHR_61016403
Trip Receipts Without General Trip Data
S_AHR_61016404
Cost Assignment for Trip
S_AHR_61018613
Cost Assignment for Trip Without General Data
S_AHR_61016405
General Trip Data/Totals/Receipts/Cost Assign
PTRV_PAYMENT_HISTORY
Determine FI Payment Date
S_AHR_61016406
Who is Where? Search for Trip Destinations
S_AHR_61016407
Find Documents Using Maximum Rate
S_AHR_61016408
Travel Expense Reporting by Period
S_AHR_61016409
Income Related Expenses Statement
S_AHR_61016410
Input Tax Recovery
S_AHR_61016411
Determination of Employees with Exceeded Trip
S_AHR_61016411
Determination of Employees with Exceeded Trip Days
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 45 OF 54
12
Authorization Requirements Document the level of authorizations that you need for each process in the system Activities
Employee
Manager
Travel Request Travel Request Approval Travel/Accommodation booking Travel Expense request Travel Expense approval Expense Manager Create posting document FICO posting
X
X X
Travel Desk/Admin X X
Finance
X X
X X X
X X X
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 46 OF 54
13
File Conversion / Interface Considerations Document file conversion / interface requirement Where the information is to come from, what data is to be converted manually/automatically and at what point in time. This is critical information that is used later. •
LSMW for infotype 0017 (Travel Privilege) upload.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 47 OF 54
14
Workflow Requirements Document workflow requirement in this process including the levels of approval required. Mention who will initiate the workflow and who all will be the recipients of the work item •
•
Travel request Workflow: 1
Traveller will raise a request with all the required details.
2
Based on the travel type selected travel request will be routed to approver as per approval matrix attached in annexure 1.0.
3
Other stakeholder of the process will receive intimation.
Travel Expense Workflow: 1
Traveller will submit the expense report.
2
System will check travel type and based on approval matrix approver will be selected.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 48 OF 54
15
Annexure
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 49 OF 54
© 2011 K KPMG Advisory Services Private Limited , an Indian Partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. Proprietary Nature of Document This document is prepared for the sole and exclusive use of Tata Technologies Ltd. SAP Implementation Initiative. Therefore, this document is considered proprietary to KPMG Advisory Services Pvt. Ltd and Tata Technologies Ltd. and may not be made available to anyone other than the addressee or persons within the addressee’s organisation. Copyright All rights reserved. No part of this document may be reproduced or transmitted in any form by any means, electronic or mechanical, including photocopying and recording, or by information storage or retrieval system, except as may be permitted, in writing, by KPMG.
BUSINESS BLUEPRINT DOCUMENT GATEWAY_TRAVEL AND EXPENSE MANAGEMENT V4.0 / PAGE 50 OF 54