Travel Management Configuration Steps

SAP Travel Management (TM) Configurato Configuratoin in Steps: An employee can make his/her own travel arrangements. All of the expenses claimed are verified against the travel policy of the company. If the employee enters travel data in connection with the CrossApplication Time Sheet (CATS! (CATS! data s"ch as trip dates and cost assignment are pre-pop"lated.

A. Maintaining General Settings

1. Prerequisites for Travel Expenses

a. Number Ranges for Trip Numbers - define n"m#er ranges and n"m#er range intervals for assigning trip n"m#ers. $o" $o" do so for each personnel area individ"ally. In the case of the settings yo" make in this activity for internal n"m#er assignment! the system a"tomatically assigns the trip n"m#ers within the defined interval.

Transaction Code - %&' I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Set p Trip "m#er &anges

#. Number Ranges for Posting Runs - %osting Travel Travel Costs- T& is the r"n type typ e for posting r"n.

Transaction Code - %&' I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, Transfer Transfer to Acco"nting --, Set p "m#er &anges for %osting &"ns

. Number Ranges for Trip Transfer !ouments -

Transaction Code - %&'' I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, Transfer Transfer to Acco"nting --, Set p "m#er &anges for Trip Trip Transfer Transfer 1oc"ments

". Travel Management Presettings - Global Settings

In this I)* activity! yo" define the following settings2

- Co"ntry gro"ping for the wage types recorded in the expense types - Trip Trip c"rrency in which the trip costs are reim#"rsed - Settings for the inp"t tax - )ethods for converting the receipt c"rrencies to the trip c"rrency

The Inp"t tax defa"lt val"e for internat. receipts is set to Set acc. to trip destination.(1efa"lt val"e for inp"t tax 3 #lank

Th"rsday! +e#r"ary ''! '4

56T Infotech %roprietary %age 1 of #$

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel Travel 0xpenses --, - -, 1efine *lo#al Settings

$. Enterprise-Speifi Trip T%pe - 8ithin Travel Travel 0xpenses! yo" can "se the enterprise-specific trip type to classify employees9 trips according to enterprise-specific criteria (s"ch as trips #etween plants or private stopovers.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel Travel 0xpenses --, Control %arameters from Trip Trip 1ata --, 1efine 0nterprise-Specific Trip Trip Types

&. Trip Ativit% T%pe 'Travel Expenses Aounting( - Since most enterprises " se the reason for the trip (f or example! ed"cation and training! other reasons for eval"ations! different trip activity types can #e defined (e.g.2 A 3 0d"cation and training! : 3 C"stomer visit and S 3 7ther reasons. ;owever ;owever!! for this scenario only one trip activity type is defined.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel 0xpenses --, Control %arameters from Trip 1ata --, 1efine Trip Activity Types

#. Trip Ativit% T%pes 'Travel Planning( - Since most enterprises "se the reason for the trip (for example!


56T Infotech %roprietary %age $ of #$

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel Travel 0xpenses --, - -, 1efine *lo#al Settings

$. Enterprise-Speifi Trip T%pe - 8ithin Travel Travel 0xpenses! yo" can "se the enterprise-specific trip type to classify employees9 trips according to enterprise-specific criteria (s"ch as trips #etween plants or private stopovers.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel Travel 0xpenses --, Control %arameters from Trip Trip 1ata --, 1efine 0nterprise-Specific Trip Trip Types

&. Trip Ativit% T%pe 'Travel Expenses Aounting( - Since most enterprises " se the reason for the trip (f or example! ed"cation and training! other reasons for eval"ations! different trip activity types can #e defined (e.g.2 A 3 0d"cation and training! : 3 C"stomer visit and S 3 7ther reasons. ;owever ;owever!! for this scenario only one trip activity type is defined.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Control %arameters for Travel 0xpenses --, Control %arameters from Trip 1ata --, 1efine Trip Activity Types

#. Trip Ativit% T%pes 'Travel Planning( - Since most enterprises "se the reason for the trip (for example!


56T Infotech %roprietary %age $ of #$

ed"cation and training! other reasons for eval"ations! the following trip activity types have #een defined2 A 3 0d"cation and training! : 3 C"stomer visit and S 3 7ther reasons. So that the assignment can #e made in the travel re<"est (travel manager! these activity types were assigned to travel planning C"stomi=ing as well.

Transaction Code - S>A;&>4'4?@ I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel %lanning --, Trip Trip &"les and %rofiles --, Travel %olicy --, Trip Activity Types --, 1efine Trip Activity Types

). Travel Expense T%pes for *n+ivi+ual Reeipts - In Travel Travel 0xpenses! individ"al statements for travel costs are created on the #asis of receipts. 0ach receipt is saved in the system with a travel expense type! an amo"nt and an iss"e date. The travel expense type )TB (car rental! paid has #een added to the standard system. Travel Travel expense types t ypes are valid for all reim#"rsement gro"ps.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, )aster 1ata --, Travel 0xpense Types --, Create Travel 0xpense Types for Individ"al &eceipts

,. Expense ontrol - Postin Posting g of Pa Pai+ i+ *n+ivi+ual Reeipts - %aid receipts are recorded in a trip for doc"mentation p"rposes only. 1oc"ments are posted independently of Tr Travel avel )anagement.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, 1ialog and Tr Travel avel 0xpenses Control --, Travel Travel 0xpenses Control --, 1efine %osting of %aid Individ"al &eceipts

. Travel Expenses ontrol 'Expert /ie0( - In this I)* activity! yo" can edit the matrix of acco"nting r"les. The settings have #een paid for the standard 10 sol"tion as per the screen print #elow.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, 1ialog and Tr Travel avel 0xpenses Control --, Travel Travel 0xpenses Control --, Travel Travel 0xpenses Control (0xpert iew

. Aounting

1. Assign age T%pes to Travel Expense T%pes for *n+iv. Reeipt - The res"lts from Travel Travel 0xpenses are recorded on the #asis of wage types in the ta#le &7T. This means that yo" m"st record a wage type for the tax-exempt part of the settlement amo"nt for each travel expense type.

In the case of travel expense types for per diems! yo" m"st record a wage type for #oth the tax-exempt and taxa#le part (additional amo"nts.

The relevant inp"t tax indicators are dete rmined #y the t"rnover tax law. The standard settings correspond


56T Infotech %roprietary %age & of #$

to c"rrent terms and conditions.

The travel expense type )TB ) TB (car rental! paid differs from the standard and has #een assigned the SA% standard wage type )D4E (Trip trav.costs comp.paid

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Integration of Travel Travel )anagement and %ayroll --, 8age Types --, Assign 8age Types to Travel 0xpense Types for Indiv. &eceipts

$. Assignment of age T%pe to S%mboli Aount - Tr Travel avel )anagement ena#les yo" to str"ct"re the t he interface to +inancial Acco"nting flexi#ly "sing the so-called initial acco"nt assignment. The initial acco"nt assignment determines the posting acco"nts and controls the acco"nts side (de#its/credits.

+or this process! yo" assign the following data to each wage type that yo" assigned in the travel expense types for individ"al receipts and per diems2 A sym#olic acco"nt Fexpenses9! a sym#olic acco"nt for offsetting entry! and if necessary! a second sym#olic acco"nt Fclearing9 (especially in the case of paid receipts.

Since the standard wage type )D4E has #een assigned to the additional travel expense type )TB! and there is already a s"ita#le sym#olic acco"nt for this wage type in the standard system! it is not necessary to make any new entries here.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting Acco"nting --, Travel )anagement --, Integration of Travel Travel )anagement and %ayroll --, 8age Types --, 1efine Assignment of 8age Type to Sym#olic Acco"nt

&. onversion of S%mboli Aount to Expense Aount Aount - The inc"rred trip costs are posted to different expense acco"nts! dependent on thei r travel expense type. The standard chart of acco"nts is '.

The offsetting entry is made in the employee9s c"stomer/vendor acco"nt that is linked to their personnel n"m#er. o provision is made for posting to clearing acco"nts.

The travel expense type )TB (car rental! paid differs from the standard. It has #een assigned "sing the sym#olic acco"nt 'E to the following expense acco"nt2 Trip Trip costs G transport t ransport and airfare (recpts/flat rate.

%rere<"isites - The appropriate */5 acco"nts acco"nts have #een created in the standard chart of acco"nts ' (4>Core>+I.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel Travel 0xpenses --, Transfer Transfer to Acco"nting --, Conversion of Sym#olic Acco"nt to 0xpense Acco"nt


56T Infotech %roprietary %age # of #$

#. Assign Substitute ost enter - In the dialog for travel expense data entry! yo" can enter a cost assignment specification for trips! stopovers or receipts. At present! only cost centers sho"ld #e e ntered as additional acco"nt assignment o#Hects.

The transfer report ena#les yo" to s"#stit"te non-posta#le C7 o#Hects with the cost center that is c"rrently valid in Travel %rivileges (infotype '. If this cost center is not posta#le either! the system s"#stit"tes the original C7 o#Hect with a s"#stit"te cost center from ta#le T:AE*. The system doc"ments all s"#stit"tions in the trip transfer doc"ments in the posting r"n. This means yo" can reassign these s"#stit"tions man"ally at a later stage.

To ens"re that a warning and not an error message is iss"ed when the acco"nt assignment is checked! the cost center ''J has #een defined i n ta#le T:AE*. 8hen yo" create the posting r"n! ens"re the &eplace incorrect C7 o#Hect field is active.

Transaction Code - S%&7 I)* )en" - %ayroll --, %ayroll *ermany --, %osting to Acco"nting --, Activities in AC System --, Assign S"#stit"te Cost Centers

!. 2egal Requirements

1. Travel 3lat Rates - The reim#"rsement amo"nts for #"siness trips are in line with tax reg"lations. An alternative travel flat rate is reim#"rsed for t rips #etween plants (enterprise-specific trip type 8. Separate expenses records have #een created for the enterprise-specific trip type 8.

$o" can enter the alternative amo"nts for the flat rates in the maintenance view >T4+ (accessi#le "sing transaction S)E'.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts --, &eim#"rs. Amo"nts Travel Costs --, 1efine +lat &ates for Travel Costs

$. *nfluene of ontrol Parameters4 Aommo+ation - Since the defined enterprise-specific trip types and trip activity types do not infl"ence the reim#"rsement amo"nts! they are not considered when yo" access the related C"stomi=ing ta#le (T4.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts --, &eim#"rsement Amo"nts for Accommodations --, 1efine Infl"ence of Control %arameters2 Accommodations

&. *nfluene of ontrol Parameters4 Meals - Since the defined enterprise-specific trip types and trip


56T Infotech %roprietary %age ) of #$

activity types do not infl"ence the reim#"rsement amo"nts! they are not considered when yo" access the related C"stomi=ing ta#le (T4.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts --, &eim#"rsement Amo"nts for )eals --, 1efine Infl"ence of Control %arameters2 )eals

E. *ntegration

1. Ativate Request5Plan5Expense Report in Travel Manager - In order to "se the Travel )anager (transaction T&I% for inp"tting travel expenses! yo" m"st activate the components for editing travel re<"ests and travel expense reports.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel 0xpenses --, Settings for Travel )anager --, Activate &e<"est/%lan/0xpense &eport in Travel )anager

$. !eativate *ntegration of Travel Planning - Travel Expenses - Since only the Travel 0xpenses component is in "se! the integration of Travel %lanning to Travel 0xpenses is deactivated.

Transaction Code - S%&7 I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel 0xpenses --, Activate Integration2 Travel %lanning - Travel 0xpenses

&.Assign Trip Ativit% T%pes - The integration of travel planning with t ravel expenses covers all entry transactions of #oth! as well as #asic settings for the travel manager (transaction T&I%.

+or the trip provision variant! only the following components of the travel manager (transaction T&I% are active2 K Create travel re<"est K Create travel expense

The assignment trip schema G travel plan type is re<"ired for the transfer of the travel re<"est into travel expenses.

Transaction Code - S)E I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel 0xpenses --, Assign Trip Activity Types


56T Infotech %roprietary %age , of #$

Travel Management Travel management (FI-TV) is a end-to-end integrated application component that looks after the entire life cycle of business travel for your organization, integrated ith !"# Financial$s and %uman &esources it provides the folloing •

#rocess online travel booking

•

Implement effective travel policies across corporate

•

'se an international travel solution, including taation and fiscal compliance

Travel management can process pre-trip approval, online booking, epenses reporting and data arehousing, ith process optimization it can help a business reduce indirect travel costs as ell as loer travel agency transaction fees Travel management from one place can help ith the initial re*uest through planning and online booking, to the submission and settlement of travel epen ses The application can be synchronized ith the booking information of the leading reservation systems, you can easily enforce your travel policy, optimize purchasing agreements or rates, evaluate travel epenses and perform cost planning and forecasting, the application can use multiple languages and has pre-defined country support to meet any legal re*uirements +ou can access the Travel anager or Travel penses izards via the transaction codes belo

Transation o+e

T&I%

Travel Manager


56T Infotech %roprietary %age  of #$


%&L

Travel Expense Manager



Process Flow

The process flo covers the re*uesting and planning of a trip, accounting the travel epenses and taation (payroll accounting), posting of the travel epenses (FI accounting) and clearing (controlling or Funds management) according to the allocation-by-cause principle, there are .. steps . The person submits a travel re*uest (T&) to his/her manager, the T& ill contain destination, dates, purpose of the trip, the transportation, any accommodations, travel advance and the estimate for the entire trip 0 The manage ill either approve or re1ect it (alterations can then be made) 2 The T& is then re*uested and approved, the traveler can then make use of several payment options, including cash payment, check, bank transfer for payment of the travel advance amount, the paid amounts are forarded for posting to financial accounting



3 4nce the T& has been approved the traveler determines the available travel services such as flight, hotel, train, etc, and books them using the !"# system, the reservation is made in an eternal reservation system that is connected to the !"# system 5 6hen the traveler has recorded the travel plan (T#) the booking code (#7&) is entered in the processing *ueue of the travel agency, the agency confirms the details and makes any changes necessary hich are sent back to the !"# system 8 The T# is also transferred to the appropriate manager for approval, once approved the tickets are then sent to the traveler 9 4nce the trip has been completed the traveler completes the travel epense report, ith any supporting information, receipts, the company ill then perform some check s to make sure that is meets company travel regulations : The report is then sent to an appropriate manage for approval, once approved it can be settled ; The system determines the travel epense result hich may include the amount for reimbursement for the trip, the system prepares the travel epense results to suit the method of payment chosen by the traveler and makes it available to the corresponding components (FI, <4, #ayroll, etc) .= The traveler is no paid back any reimbursements through payroll via check, bank transfer .. The traveler receives a travel epense statement ith all the relevant trip details together ith the accounting information

Configuration

+ou have multiple choices to setup the travel management into %& and accounting ("<) Travel management 8R an+ A in one s%stem



The travel management and acco"nting system can each have a different release stat"s and yo" can connect to the existing acco"nting system! yo" do not need to distri#"te travel expenses res"lts to payroll acco"nting #"t yo" do need to replicate C7 receivers with the travel management system to provide correct inp"t help for C7 receivers. To create person related vendors a"tomatically yo" need to replicate the ;& master data i n the acco"nting system via A50 (Application 5ink 0na#ling! as this is posted asynchrono"sly yo" need to validate the posting r"n #efore it is sent to acco"nting.

Travel management an+ 8R in one s%stem separate+ from A The travel management and payroll system can each have a different release stat"s! yo" can validate the C7 receivers locally and yo" do not need to distri#"te to the C7 receivers! however yo" need to replicate the travel expense res"lts for payroll acco"nting via A50. $o" can synchrono"sly post travel expense res"lts to acco"nting! again to create personrelated vendors a"tomatically yo" need to replicate the ;& master data in the acco"nting system via A50. $o" need to import #oth the AC and ;& s"pport package into the travel management and/or acco"nting system.

Travel management an+ A in one s%stem separate+ from 8R This option has the maxim"m flexi#ility #eca"se payroll! travel management and acco"nting are in three different systems! they can all have release stat"ses as well. $o" can also connect to the existing non-SA% acco"nting and ;& systems! the ;& data has to #e replicated in travel management system via A50! yo" also need to "ndertake a remote validation of C7 receivers! this set"p will call for an asynchrono"s posting of travel expense res"lts to acco"nting via A50! yo" will need to validate the posting r"n #efore it is sent to acco"nting.

>efore you chose one of the methods above you need to revie your company$s on travel ork flo and trip-check rules for processing and approving business trips, hat other systems you ill use, etc +ou also need to decide hat processing areas you need to use travel re*uests or travel planning ith travel epenses or 1ust travel epenses alone, you can even use the travel management independently from the rest of the !"# application environment as "? can provide you ith any links to earlier releases

Number Ranges

"ll trips are assigned a uni*ue number either eternally or internally (e have covered number ranges in multiple sections), e ill use the IMG,



I have created the folloing personnel areas

4nce the personnel areas have been created e can create the number ranges using transaction code PR10,

Travel Request

The travel re*uest is a unit of information that is submitted b y a traveler and then approved by a manager, you use it to book a trip or for re*uesting advanced travel payments, from the managers vie it contains all the travel information (trip date and time, d estination, reason, estimated cost, advanced amount re*uired, etc) that is re*uired to approve the trip "lready configured in the systems are travel service relating to flights, car rental and train, you can add additional travel services such as ferry, shuttle, etc +ou can use the IMG


56T Infotech %roprietary %age 1$ of #$

In the belo screenshot you can see the other travel services that I have configured •

grouping I - for sales office determination that ill allo you to assign different users and employees to different sales offices for booking travel services

•

co!e" ot#er service - a category for the travel service

•

PNR - use if you ant to integrate this travel service ith a #7& of the reservation system, you need to implement the >"dI FIT#@T&"V?@#?"77I7A

•

fiel! control - select hatever you need and the re*uirement level


56T Infotech %roprietary %age 1& of #$

7et e define the travel medium and estimated costs to be approvedB e ill use the IMG,

In the configuration screen you can see the list of travel services, by double-clicking on a service you can see the details of that service •

to be approve! - you ill see the travel re*uest (in the 6eb Cyn#ro ">"# user interface) shoing the particular travel medium (rental car, hotel, etc) under means of transportation or types of accommodations as an indicator that the user can set

•

enter estimate! costs - this is similar to the above


56T Infotech %roprietary %age 1# of #$

•

t$pe - type has to category accommodation or transportation

•

categor$ - further categories the type

•

sorting - the travel medium at the appropriate position in the means of transportation or accommodation to be approved in the travel re*uest, for eample if you enter . for the medium hotel, then the hotel ill be displayed at the top of the to-be approved list that is displayed in the 6eb Cynpro ">"# user interface


56T Infotech %roprietary %age 1) of #$

Travel Planning

Travel planning can help ith reducing costs since it can be integrated into an eternal reservation system, users ill be able to vie price information, availability, etc +ou ill need to sign up to this service to a company that can supply a reservation system, for eample "madeus, !">&, >I>, %&!, Aalileo, etc 6e start by define the reservation service providers using the IMG,


56T Infotech %roprietary %age 1, of #$

6hen you sign up to a reservation system you need to obtain the AC! codes and map them to the !"# codes, you can then synchronize the to systems and even compare the travel preferences of !"# and AC!


56T Infotech %roprietary %age 1 of #$

7et e need to maintain the identifiers for the sales office, using the IMG,

7et e setup the ticketing and booking for each of the sales office



The net fe configuration can all be accessed via the IMG in the belo paths

Then e setup the parameters to access the eternal reservation system, you have to setup a &F< connection (use transaction code %M&') and then link the &F< to the sales office, use the IMG to access this configuration



+ou can then define the groupings for accessing eternal travel reservation system then maintain the categories for each grouping keys that you have defined, again use the IMG,


56T Infotech %roprietary %age $9 of #$

7o that e have configured the technical parameters you can configure the geographical situation hich can be an I"T" (International "ir Transport "ssociation) location for maintaining the company-specific trip rules, the !"# system comes ith some delivered, use the IMG

+ou can maintain additional information relating to travel service providers (flights, hotels, car rentals), you can maintain specific eceptions from determining the cab in class (for eample) for each of the airline carriers for specific routes, you can use the IMG,



+ou can setup rates and discount that you have agreed ith the service provider, these rates and discount ill then be apply during reservation and *ueries, you first define contracts (that can be u sed in the global reservation system during best-price flight *uery) for company specific flights, you can also configure the airline programs (fre*uent flier miles or reards) for corporate customers, this can also be applied to hotels and car rental, e can use the transaction code %()*R(+1000+,- , hen the usage is mandatory is selected the system searches in the entry transactions of travel planning for flights ith the negotiated rate as per the belo, in order to arrive at the a irfare, the system ill alays use this rate even if there are cheaper rates


56T Infotech %roprietary %age $$ of #$

7et e can define the discounts using transaction code %()*R(+1000+.& , most of belo is selfeplaining •

•

!isc t$pe - it is possible to have a discount amount and a percentage as ell appl$ !iscount !uring price !etermination - if selected the discount is applied during the reservation process otherise the system ill calculate the discount for all reservations but the discount ill be applied during year-end settlement beteen your c ompany and the service provider

7et e ill look at the trip rules and profiles, I ill list all the paths from the IA belo, you can then create a trip rule as per on the right hand screenshot


56T Infotech %roprietary %age $& of #$

Then e can define the evaluation criteria for the *uery result, the rule b elo is for all flights beteen the '! and Dapan using the Dapan "irlines Intl service, you can also define lo-cost airlines for specific routes, etc


56T Infotech %roprietary %age $# of #$

7o e define the class using transaction code %()*R(+1000+01 ,

7et e specify the class rules using transaction code %()*R(+100++// , the class rules ith the trips ill be used in the profile later

The travel policy defines a number of specifications for the traveler, it brings together the trip rules and the class rules, first e need to setup the activity types, hich determine ho is going to pay for the trip your company or you can bill to another company, e ill use transaction code %()*R(+1000+/' to setup the activity type


56T Infotech %roprietary %age $) of #$

6e net need to setup the priorities using transaction code %()*R(+1000+&. ,

7o e can define the travel profile hich ill bring together the category, trip rules, the class rules and priority using transaction code %()*R(+1000+'1 ,

Then e use transaction code %()*R(+100+0& , on the initial screen make sure you select the travel profile, you are then taken to the change/vie screen


56T Infotech %roprietary %age $, of #$

To add to the profile use the new entries button and you can add any number of combinations

4nce you have defined the profile it time to assign employees using transaction code %()*R(+1000++' , the T&V<# for travel planning is in a tree-like structure for assigning the individual employees to the travel profiles


56T Infotech %roprietary %age $ of #$

#rocess control parameters enable you to customize the system settings for dialog and planning control, as ell as payments methods and pa yment method groups, they also maintain the travel agency$s processing statuses First e ill define the groupings for the travel planning control using transaction code %()*R(+1000,/ ,

7et e define the groups from the payment methods using the IMG,

7et e assign the payment methods to the payment groups using transaction code %()*R(+100+0+ , you can pay by personal credit card, company credit card, cash or invoice (eternal companies)



Travel 2penses

Travel epenses enable you to settle all the travel related costs of a traveler, you can have to models centralized or decentralized in your company, this helps in checking, processing (receipts) and other documents centrally, you can use country-specific travel epense functionality as !"# provides you ith the statutory trip regulations and per diem limits stored in specific versions to meet the re*uirements of various countries 6e no to to configure several settings e start ith the master data using transaction code %()*R(+100''.+ , on the initial screen you can copy/restore, delete of define the trip provision variant, this helps to classify the trip provisions based on country-specific accounting methods, for eample :. - '! accounting (EI) is used for accounting mea ls and incidental epenses hile .= - '! accounting (docs) is used in receipt accounting or area of validity (such as the public sector), basically the variant contains the rules for determine taes regarding epenses

!"# already has a number of variants configured, if you don$t have them configured then copy them from client (===)



Then you assign this variant to your organizational areas using the IMG, notice that A> has =: and '!" has .= hich as hat e sa above

The global settings hich are defined for eac h of the trip provision variants contain country grouping of !"# payroll applicable for the age types •

Trip currency ( .- company code currency, 0 - 4fficial currency as specified by public authorities or 2 - specified country)

•

!ettlement currency for trips in foreign currency ( . - trip currency, 0 - reimbursement of foreign currency receipts in trip currency but all other advances or receipts settled in trip currency, 2 - trip or hard currency)

•

Type of input ta, echange rate type ( - translation at the average rate, is the default option)


56T Infotech %roprietary %age &9 of #$

•

'nit for distance

+ou can use transaction code %()*R(+100'',- ,

+ou can also maintain valid entry values for the control parameters for trip costs accounting (vehicle types, vehicle classes, statutory meals, accommodation reimbursement groups, employee groupings for travel epense types, and travel management) hich can be stored for each employee ithin his/her master data in Infotype travel privileges, you can also define the control parameters for travel privileges ;trip areas, statutory trip types, service provider) very travel receipt in the system ill be stored ith the valid epense type (representing epenses toards meals, telephone charges, mobile call charges, magazines, tai fare, etc), you ill need to define the re*uired epense type per trip provision variant that you ill be using, you can use transaction code %()*R(+100'/.- ,



7et e define the maimum rates and default values for epense types for individual receipts for all the re*uired trip provision variants e can use transaction code %()*R(+10100/ , from the initial screen you can see all the configured options, use the new entries button to create a ne configuration


56T Infotech %roprietary %age &$ of #$

+ou can also define if you ant to allo simultaneous accounting of individual receipts and per diem (daily alloance) or flat rates for the epense category like meals, accommodation, travel costs, etc, e can use transaction code %()*R(+10100/ ,


56T Infotech %roprietary %age && of #$

7et e can configure the reimbursement amounts for travel costs, accommodation, meals, etc besides configuring the per diem deductions, e start ith defining the miles/km$s cumulation (per trip, yearly cumulation ith the period as specified b y the employee, etc) hich determines hen you need to reimburse a employee for the amount he/her has traveled using there on transportation, this can also be a flat rate across all vehicle types and classes, e can use transaction code %()*R(+10100,, ,

7et e define the flat rates for traveling costs using transaction code %()*R(+100'''/ , you can see that a number of of flat rates have been configuredB on the right hand screenshot you can see a flat rate for cars up to .=== cc capacity


56T Infotech %roprietary %age &# of #$

The vehicle classes and reimbursement groups can b e seen belo


56T Infotech %roprietary %age &) of #$

7et e ill define and assign the re*uired age types for each of the epense types, the age type is a payroll term that is made up of characteristics that are dependent on the tasks carried out by that age type, these characteristics ill determine ho to process the age type, e ill use transaction code %()*R(+100+0, , !"# comes ith many age types already configured, the first age type contains the total receipt amount in a receipt, if you split the meal receipt amount into taable and non-table portion, then the first age type ill denote the ta-free portion and the second age type ill denote the taable component, you can have only the first age type

+ou can assign age types to travel epense types for per diems/flat rates using transaction code %()*R(+100++', , this screen describes the age type a bit better you can see the ta free and the taable more clearly


56T Infotech %roprietary %age &, of #$

To transfer the result from travel epense to FI, you need to maintain the connection beteen age types and the A/? accounts in FI through symbolic accounts, you then assign the symbolic accoun t to the A/? account, this help in that you don$t need to change the age type-symbolic account assignments hen changing the A/? account, e start by using transaction code %()*R(+100++'1 , •

wage t$pe - the age type hich e discussed earlier

•

s$mb32pense account - an identifier for the symbolic epense account, the first position means ill be a  or - hich represent if it is a debit () or a credit (-) entry is to be made in the A/? account, the second and third positions denote the name of the symbolic account assigned to the age type

•

w4o C5 Recevr - Indicator for accounts that are not cost elements in
•

s$m3acct3offset3entr$ - !ymbolic account for offsetting entry for epense accou nt posting, If you have not specified an eplicit symbolic account, the symbolic account RR is used

•

,n! s$m3acct3offset3entr$ - used if credit data needs to be transferred to FI


56T Infotech %roprietary %age & of #$

7et e convert the symbolic account to the epense account so you need to assign the symbolic accounts to the epense A/? in the logical system for FI to post the trip costs, you also need to define ho an employee account ill be determined as customer or vendor accoun ts, e start by using transactionPRT-, select %&T on the initial screen,

The left hand screenshot details the trip costs postings and epense accounts, the right hand screenshot determines hether the employee is a vendor or a customer, in this case it is as a vendor, here e maintain a search entry GH# in the account field for general modification .&&, for customer search maintain that entry as GCC



+ou also need to maintain the number ranges posting runs (transaction code PR1, - left hand screenshot) and trip transfer documents (transaction code PR11 - right hand screenshot ) to transfer the travel epenses results to FI

mplo$ee %elf6%ervice 7%%8

The ! (mployee !elf !ervice) is a package that allos employees themselves creating, changing or display their on data using the enterprise portal, you ill enable access to employee personal data, compensation related information, orking time including appl ying and tracking leave, travel planning and reimbursement of epenses, etc I ill only be giving you a high level introduction on !! and ill leave you to !"#$s document on ho to setup !! If setup !! you need to perform the folloing •

donload and install the business package for !! from !"#

•

+ou then need to create the !! users and provide them ith the necessary authorizations to access !!, create and assign !! roles to the employee ho ill be using !!

•



•

ake technical settings including transporting entries in client === that ill all be handled by the basis team

Integrate of Travel Planning an! 2penses

4nce integrated you ill be able to transfer the date (trip specific date, cost distribution, receipts, etc) from travel plan (for a trip) to the travel epense report that ill help in generating the re*uired epense receipts, e ill using the IMG,

7o e can activate integration using transaction %()*R(+1000++0 ,

Integration into Pa$roll


56T Infotech %roprietary %age #9 of #$

+ou can transfer travel accounting results into payroll accoun ting, hen both travel management and payroll accounting are on separate systems (connected via "?) or in the same logical system again e using the IMG,

+ou ill also need to use transaction code P01, to enable the transfer you need to include the schema '&I in the payroll accounting logical system in the country-specific accounting schema '===( for '! accounting), A&I in the payroll accounting logical system in the country-specific accounting schema A=== (for 'H), etc

Reports

"s ith components of FI there are a number of reports that can be used, I have listed the most common ones used in the table belo, Report !esription


"siness vol"me with car rental companies

S:A8R:,191,$6,

"siness vol"me with hotel chains! hierarchical

S:A8R:,191,$6&

Cost assignment for trip

S:A8R:,191,#9#

determination of employees with exceeded trip days

S:A8R:,191,#11

*eneral trip data/totals/receipts/cost assignment

S:A8R:,191,#9)

*eneral trip data/trip totals

S:A8R:,191,#91


56T Infotech %roprietary %age #1 of #$

Travel Management Configuration Steps

Recommend Documents