ac270 travel management

AC270 Travel ManagementAC270

Release 470 16.08.2004

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AC270 Travel Management-Travel Expenses...................................................................................................... 1

Copyright ....................................................................................................................................................... 2

Course Prerequisites.................................................................................................................................... 4

Target Group .............................................................................................................................................. 5

Course Overview............................................................................................................................................ 1

Course Goals .............................................................................................................................................. 2

Course Objectives ....................................................................................................................................... 3

Course Content ........................................................................................................................................... 4

Course Content ........................................................................................................................................... 5

Course Overview Diagram .......................................................................................................................... 6

Main Business Scenario .............................................................................................................................. 7

Overview........................................................................................................................................................ 1

Overview: Objectives.................................................................................................................................. 2


The Travel Management Cycle.................................................................................................................... 4

Travel Management: Environment .............................................................................................................. 5

HR Master Record (Mini Master): Infotypes................................................................................................ 6

Travel Privileges......................................................................................................................................... 7

Overview: Review....................................................................................................................................... 8

Overview Exercises..................................................................................................................................... 9

Overview Solutions................................................................................................................................... 10

Entry and Approval of Trips ........................................................................................................................... 1

Entry and Approval of Trips: Objectives...................................................................................................... 2


Organizational Forms of Trip Data Entry..................................................................................................... 4

Workflow for Decentralized Entry: Approving a Travel Request.................................................................. 5

Workflow for Decentralized Entry: Approving a Trip .................................................................................. 6

Other Sample Workflows in the Standard System ........................................................................................ 7

Authorization Concept ................................................................................................................................ 8

Overview: Processing Trip Data .................................................................................................................. 9

Personal Settings in the Travel Manager .................................................................................................... 10

-................................................................................................................................................................ 11

The Travel Manager Data Areas................................................................................................................ 12

The Infocenter .......................................................................................................................................... 13

Travel Expense Manager Functions........................................................................................................... 14

The Travel Expense Manager .................................................................................................................... 15

Entering Receipts...................................................................................................................................... 16

Additional Receipt Information ................................................................................................................. 17

Receipt Wizard ......................................................................................................................................... 18

Credit Card Clearing ................................................................................................................................. 19

Deductions Due to Entertainment .............................................................................................................. 20



Additional Destinations............................................................................................................................. 21

Changes in Flat Rates for Miles/Km .......................................................................................................... 22

The Travel Calendar ................................................................................................................................. 23

The Weekly Report ................................................................................................................................... 24

Payment of Advance ................................................................................................................................. 25

Payment of Advances via Cash Office- Manual Posting -........................................................................... 26

Payment of Advances via Cash Office- Trip Advances Transaction - ......................................................... 27

Payment of Advances via Financial Accounting ........................................................................................ 28

Payment of Advances via Financial Accounting (II) .................................................................................. 29

Payment of Advances via DME................................................................................................................. 30

Payment of Advances via DME (II)........................................................................................................... 31

Cost Assignment....................................................................................................................................... 32

General Assignment of All Trips per Employee ......................................................................................... 33

Cost Assignment at Different Levels ......................................................................................................... 34

Central Approval ...................................................................................................................................... 35

Entry and Approval of Trips: Review ........................................................................................................ 36

Entry and Approval of Trips Exercises ...................................................................................................... 37

Entry and Approval of Trips Solutions ...................................................................................................... 44

Settlement, Payment, and Posting of Trips....................................................................................................... 1

Settlement, Payment, and Posting of Trips: Objectives................................................................................. 2


Travel Expenses.......................................................................................................................................... 4

The Payroll Period of the Personnel Control Record with Active Integration ................................................ 5

For-Period and In-Period of the Inflow Principle ......................................................................................... 6

For-Period and In-Period of the Origin Principle.......................................................................................... 7

Travel Expense Statement ........................................................................................................................... 8

Payment of Travel Expenses ....................................................................................................................... 9

Organizational Forms of Payment ............................................................................................................. 10

Payment via FI Employee Customer/Vendor Account................................................................................ 11

Posting Travel Expenses in Accounting..................................................................................................... 12

Payment via HR Payroll ............................................................................................................................ 13

Integration of Travel Management and HR Payroll .................................................................................... 14

Payment via Data Medium Exchange ........................................................................................................ 15

Travel Management/Funds Management Integration.................................................................................. 16

Settlement, Payment, and Posting of Trips: Review ................................................................................... 17

Settlement, Payment and Posting of Trips Exercises .................................................................................. 18

Settlement, Payment and Posting of Trips Solutions .................................................................................. 19

Credit Card Clearing....................................................................................................................................... 1

Credit Card Clearing: Objectives ................................................................................................................. 2


Credit Card Clearing: Business Scenario ..................................................................................................... 4

Credit Card Clearing in Dialog .................................................................................................................... 5



Corporate Card – Settlement with Employee Account.................................................................................. 7

Corporate Card – Settlement with Company Account .................................................................................. 8

Central Travel Center Card (Ghost/Lodged Card) ........................................................................................ 9

Credit Card Clearing: Customizing............................................................................................................ 10

Importing and Assigning Credit Card Data ................................................................................................ 11

Credit Card Clearing: Summary ................................................................................................................ 13

Mobile Travel Expenses for Laptops ............................................................................................................... 1

Mobile Travel Expenses for Laptops: Objectives ......................................................................................... 2


Mobile Travel Expenses: Business Scenario ................................................................................................ 4

Mobile Travel Expenses: Course Objectives ................................................................................................ 5

Mobile Time & Travel: Overview ............................................................................................................... 6

Mobile Travel Expenses for Laptops: User Interface.................................................................................... 7

Special Functions in Mobile Travel for Laptops........................................................................................... 8

Technical Basics ......................................................................................................................................... 9

Installation Notes ...................................................................................................................................... 10

Two-Way Synchronization with the SAP Mobile Engine ........................................................................... 11

Mobile Travel Expenses for Laptops: Review............................................................................................ 12

Per Diems/Flat Rates (General) ....................................................................................................................... 1

Per Diems/Flat Rates (General): Objectives ................................................................................................. 2


Per Diems: Connection Between Trip Facts and Travel Privileges................................................................ 4

Changes in Per Diems for Meals / Accommodations.................................................................................... 5

Enterprise-Specific Trip Type (ETT) Example: Trips Between Plants .......................................................... 6

Per Diems/Flat Rates (General): Review...................................................................................................... 7

Optical Archiving ........................................................................................................................................... 1

Optical Archiving: Objectives ..................................................................................................................... 2


Structure of Optical Archiving .................................................................................................................... 4

Entry Types: Optical Archiving................................................................................................................... 5

Document Assignment via Bar Code ........................................................................................................... 6

Document Assignment via Workflow.......................................................................................................... 7

Optical Archiving: Review.......................................................................................................................... 8

Number Ranges and Master Data for Travel Management ............................................................................... 1

Number Ranges and Master Data for Travel Management: Objectives ......................................................... 2


The Implementation Guide (IMG) ............................................................................................................... 4

Initial Screen of Customizing for Travel Expenses....................................................................................... 5

Trip Number Ranges................................................................................................................................... 6

Trip Provision Variant: Definition ............................................................................................................... 7

Settlement Rules Feature TRVCT ............................................................................................................... 8

Global Settings ........................................................................................................................................... 9



Reimbursement Group Travel Costs/Vehicle Classes ................................................................................. 10

Vehicle Types ........................................................................................................................................... 11

Employee Grouping - Travel Management ................................................................................................ 12

Define Trip Areas ..................................................................................................................................... 13

Travel Expense Types for Individual Receipts ........................................................................................... 14

Default Values/Maximum Rates for Expense Types................................................................................... 15

Additional Receipt Information ................................................................................................................. 16

Contact Persons ........................................................................................................................................ 17

Number Ranges and Master Data for Travel Management: Review............................................................ 18

Number Ranges and Master Data for Travel Management Exercises .......................................................... 19

Number Ranges and Master Data for Travel Management Solutions .......................................................... 20

Reimbursements: Mileage............................................................................................................................... 1

Reimbursements: Mileage: Objectives......................................................................................................... 2


Mileage Reimbursements: View Structure ................................................................................................... 4

Per Diems/Flat Rates: Mileage .................................................................................................................... 5

Control of the Miles/Km Flat Rate Calculation ............................................................................................ 6

Cumulation Procedure for Miles/Kilometers................................................................................................ 7

Period Parameters for Miles/Km Cumulation............................................................................................... 8

Retroactive Accounting Problems of Miles/Km Cumulation ........................................................................ 9

Reimbursements: Mileage: Review............................................................................................................ 10

Reimbursements: Mileage Exercises.......................................................................................................... 11

Reimbursements Mileage Solutions........................................................................................................... 12

Per Diems/Flat Rates (Customizing)................................................................................................................ 1

Per Diems/Flat Rates (Customizing): Objectives.......................................................................................... 2


Per Diems/Flat Rates: Structure of All Views .............................................................................................. 4

Reimbursement Group: Meals/Accommodations ......................................................................................... 5

Trip Countries and Regions......................................................................................................................... 6

Country Groups .......................................................................................................................................... 7

Trip Types and Trip Activity Types............................................................................................................. 8

Importing Per Diems Rates from the SAP Service Marketplace.................................................................... 9

Per Diems/Flat Rates: Accommodation ..................................................................................................... 10

Per Diems/Flat Rates: Meals ..................................................................................................................... 11

Scaling Meals Per Diems .......................................................................................................................... 12

Per Diems: Meals / Time........................................................................................................................... 13

Enterprise-Specific Trip Type (ETT) ......................................................................................................... 14

Deductions................................................................................................................................................ 15

Example of a Deduction ............................................................................................................................ 16

Per Diems/Flat Rates (Customizing): Review ............................................................................................ 17

Per Diems/Flat Rates (Customizing) Exercises .......................................................................................... 18

Per Diems/Flat Rates (Customizing) Solutions........................................................................................... 19



Dialog and Settlement Control ........................................................................................................................ 1

Dialog and Settlement Control:Objectives .................................................................................................. 2


Schema and Individual Field Control........................................................................................................... 4

Dialog Control of the Trip Schema.............................................................................................................. 5

Individual Field Control for Dialog ............................................................................................................. 6

Maintenance of Features ............................................................................................................................. 7

Maintenance of Features (2) ........................................................................................................................ 8

Dynamic Screen Layout - Trip Data Entry Feature TRVFD / TRVCO ......................................................... 9

Advance Payment ..................................................................................................................................... 10

Travel Expenses Control (Expert View)..................................................................................................... 11

Travel Expense Parameters Feature TRVPA (Excerpt) .............................................................................. 12

Dialog and Settlement Control: Review.................................................................................................... 13

Dialog and Settlement Control Exercises ................................................................................................... 14

Dialog and Settlement Control Solutions ................................................................................................... 15

Form Structure................................................................................................................................................ 1

Form Structure: Objectives.......................................................................................................................... 2


Form Variant and Feature TRVFO .............................................................................................................. 4

Form Header: Header Background .............................................................................................................. 5

Form Header (2): Header Fields .................................................................................................................. 6

Characteristics of the Form Blocks .............................................................................................................. 7

Characteristics of the Form Blocks (2)......................................................................................................... 8

Form Structure: Review .............................................................................................................................. 9

Form Structure Exercises .......................................................................................................................... 10

Form Structure Solutions........................................................................................................................... 11

Settings for Interfaces ..................................................................................................................................... 1

Settings for Interfaces: Objectives ............................................................................................................... 2


Transfer: Overview ..................................................................................................................................... 4

Assigning Wage Types to Travel Expense Types ......................................................................................... 5

Assigning Wage Type to Travel Expense Type/Service Provider ................................................................. 6

Assigning Wage Types to Symbolic Accounts, FI Interface ......................................................................... 7

Converting Symbolic Account to Expense Account: FI Interface ................................................................. 8

Converting the Symb. Account for the Offsetting Entry in a (Vendor) Account ............................................ 9

Assigning: Expense Type, Wage Type, G/L Account................................................................................. 10

Settlement: FI Initial Account Assignment Examples................................................................................. 11

Travel Management/Accounting Interface ................................................................................................. 12

Travel Management/Accounting Interface (2)............................................................................................ 13

Integration Travel Management and HR Payroll, One Logical System ....................................................... 14

Integration Travel Management and HR Payroll, Two Logical Systems ..................................................... 15

Transfer to HR Payroll .............................................................................................................................. 16



Settings for Interfaces: Review.................................................................................................................. 17

Settings for Interfaces Exercises ................................................................................................................ 18

Settings for Interfaces Solutions ................................................................................................................ 21

Authorization Management and Roles ............................................................................................................. 1

Authorization Management: Objectives ....................................................................................................... 2


Authorization Management: Business Scenario ........................................................................................... 4

Overview of Roles ...................................................................................................................................... 5

Travel Management Roles........................................................................................................................... 6

Displaying Role Descriptions ...................................................................................................................... 8

Authorization Concept ................................................................................................................................ 9

Maintaining Authorizations....................................................................................................................... 10

Authorization Object ................................................................................................................................. 11

Fields and Values...................................................................................................................................... 12

Assignment User Name - Personnel Number ............................................................................................. 13

Assigning Roles to Users........................................................................................................................... 14

Authorization Management: Review.......................................................................................................... 15

Reporting ....................................................................................................................................................... 1

Reporting: Objectives.................................................................................................................................. 2


Travel Expenses Statistics ........................................................................................................................... 4

Automatic Generation of Trip Statistics Data............................................................................................... 5

Manual Generation of Trip Statistics Data ................................................................................................... 6

Travel Management Queries........................................................................................................................ 7

User Group Query/SAPQUERY/FT ............................................................................................................ 8

Output Lists of a Query............................................................................................................................... 9

Display Technical Data for a Trip.............................................................................................................. 10

Reporting: Review .................................................................................................................................... 11

Reporting Exercises .................................................................................................................................. 12

Reporting Solutions .................................................................................................................................. 13

HR Master Record (Mini-Master) ................................................................................................................... 1

HR Master Data (Mini Master)/Automatic Maintenance of Vendor Master Records: Objectives .................. 2


Overview.................................................................................................................................................... 4

Maintaining HR Master Data: Travel Expenses ........................................................................................... 5

Adapting User Procedures: Actions ............................................................................................................. 6

Adapting User Procedures: Infotype Menu TR............................................................................................. 7

Maintaining Corresponding Vendor Master Records.................................................................................... 8

HR Master Data (Mini Master)/Automatic Maintenance of Vendor Master Records: Review....................... 9

Appendix........................................................................................................................................................ 1

Travel Management and System Infrastructure ............................................................................................ 2

Explanatory Notes to Travel Management and System Infrastructure Slide .................................................. 3



Criteria for Choosing a System Infrastructure .............................................................................................. 6

Country-Specific: Germany......................................................................................................................... 7

Country-Specific: Germany (2) ................................................................................................................... 8

Country-Specific: Germany (3) ................................................................................................................... 9

Country-Specific: Germany (4) ................................................................................................................. 10

Country-Specific: Public Sector Germany.................................................................................................. 11

Country-Specific: Public Sector Germany (2) ............................................................................................ 13

Country-Specific: Denmark - Deductions .................................................................................................. 15

Country-Specific: Norway - Deductions .................................................................................................... 16

Business Information Warehouse Reporting .............................................................................................. 17

User Exits and BAdIs................................................................................................................................ 18

Before and During the Dual Currency Phase.............................................................................................. 19

Trip Currency ........................................................................................................................................... 20

Translation to Euro or Trip Currency......................................................................................................... 21

account, symbolic ..................................................................................................................................... 22



SAP AG 2003

AC270 Travel Management-Travel Expenses

SAP AG

THE BEST-RUN BUSINESSES RUN SAP

© SAP AG 2003

AC270Travel Management – Travel Expenses

n Software Components: SAP R/3 Enterprise

n 2003/Q3

n Material number: 50061377



SAP AG 2003

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted inany form or for any purpose without the express permission ofSAP AG. The information contained herein may be changedwithout prior notice.

All rights reserved.

Copyright

Trademarks:

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n Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registeredtrademarks of Microsoft Corporation.

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n ORACLE® is a registered trademark of ORACLE Corporation.

n UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.

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n MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One.



n SAP, SAP Logo, R/2, R/3, mySAP, mySAP.com, and other SAP products and services mentionedherein as well as their respective logos are trademarks or registered trademarks of SAP AG inGermany and in several other countries all over the world. All other product and service namesmentioned are the trademarks of their respective companies.



SAP AG 2002

Course Prerequisites

Recommended:l AC010 Introduction to External Financial Accounting or

l HR051 Basics of Human Resources Management I andHR052 Basics of Human Resources Management II



SAP AG 2003

Target Group

l Participantsn Project team members

n Consultants

l Duration: 3 days

n The training materials are not teach-yourself programs. They complement the course instructor'sexplanations. There is space in the course pages for you to note down additional information.



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l Course goals

l Course objectives

l Course content

l Course overview diagram

l Main business scenario

Contents:

Course Overview



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This course will prepare you to:

l Enter, settle, pay, and post trips

l Set up your Travel Management system to meetyour enterprise's requirements

Course Goals



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At the conclusion of this course, you will be able to:

l Enter, settle, pay, and post trips

l Make the necessary settings in theImplementation Guide

l Set up the standard form

l Create Travel Management queries

l Create HR master records and the correspondingvendors

Course Objectives



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Unit 6 Mobile Travel Expensesfor Laptops

Unit 7 Per Diems/Flat Rates (General)

Unit 8 Optical Archiving

Unit 9 Number Ranges and Master Data for TravelManagement

Unit 1 Course Overview

Unit 2 Overview

Unit 3 Entry and Approval ofTravel Expenses

Unit 4 Settlement, Payment, andPosting of Trips

Unit 5 Credit Card Clearing

Preface

Course Content



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Unit 14 Settings for Interfaces

Unit 15 Authorization Management and Roles

Unit 16 Reporting

Unit 17 HR Master Data (Mini Master)

Unit 10 Reimbursements: Mileage

Unit 11 Per Diems/Flat Rates (Customizing)

Unit 12 Dialog and Settlement Control

Unit 13 Form Structure

Appendix

Course Content



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Course Overview Diagram

l Course Overviewl Overviewl Entry and Approval of Travel Expensesl Settlement, Payment, and Posting of Tripsl Credit Card Clearingl Mobile Travel Expenses for Laptopsl Per Diems/Flat Rates (General)l Optical Archivingl Number Ranges and Master Data for Travel

Managementl Reimbursements: Mileagel Per Diems/Flat Rates (Customizing)l Dialog and Settlement Controll Form Structurel Settings for Interfacesl Authorization Management and Rolesl Reportingl HR Master Data (Mini Master)l Appendix



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Travel expense management is to be introduced inyour enterprise. This course is directed at twotarget groups:

1) The employees in the expenses departmentwho enter, approve, settle, pay, and post thetrips. This group also requires a basicknowledge of how the Travel Managementsystem has to be set up.

2) The system administrators who set up the Travel Management system to meet the

requirements of their enterprise. This group also requires a basic knowledge of how trips are entered, approved, settled, paid, and posted.

Main Business Scenario



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Overview

Contents:l Travel Management: Environment

l Travel Privileges



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l Explain how the Travel Management modulerelates to the overall SAP system and how it is integrated with other SAP modules

l Assign the HR master record infotypes to Travel Management (mini master)

Overview: Objectives

At the conclusion of this unit, you will be able to:



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The Travel Management Cycle

Traveler

Travel Request

Travel Planning

Traveler/Department Office

Approval

Approving Manager

Travel Expenses Reimbursement

Travel Administrator

Travel Expense Report

Traveler/Department Office

n Travel Management contains the complete range of procedures from entering a travelrequest and approving it, to posting the actual travel expenses and carrying out possiblerevisions and retroactive accounting.



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Travel Management: Environment

HR Payroll

Non-SAP Systems

Statements forEmployeesReporting

DME forcredit

institutions

FI FinancialAccounting

CO CostAccounting

Non-SAPSystems

Planning and Settlement of Trips

Generate results

- Name- Org. Assignment- Cost Distribution- Travel Privileges- Personal Profile- Preferences

Customizing

Travel Expense Reports (also as ESS)

HR Administration

- For an exact date- Tax-free- Enterprise-specific

-Trip duration-Receipts (flight, hotel, phone)-Auto. per diem calculation-Optical archive for receipts-Cost assignments-Destinations-Advances-Credit card clearing

Online booking throughinterfaces with external

reservation system

Travel planning

TravelManagement

HRPersonnelMaster

FI / CO

HRPayroll

n HR master data and the control parameters stored in views, as well as entered trip facts, all flow intoTravel Planning and travel expenses. Travel services can be reserved and booked using an externalreservation system. Subsequent revisions are also taken into consideration.

n The settlement results can be forwarded to Financial Accounting (FI), to Payroll or to non-SAPsystems. Payment by means of data medium exchange is also possible.



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HR Master Record (Mini Master): Infotypes

Organizational assignmentPersonal dataTravel privilegesAddressesBank detailsCost distributionTravel profileFlight preferenceHotel preferenceCar rental preferenceRail preferenceCustomer program

InfotypeInfotype

000100010002000200170017000600060009000900270027047004700471047104720472047304730474047404750475

Optional

Travel Planning

Name

n Each employee must have at least the following Infotypes before going on a business trip:

- Organizational Assignment (0001)

- Personal Data (0002)

- Travel Privileges (0017)

n The personnel action Hiring (TE Mini Master) contains exactly the infotypes necessary for TravelManagement and presents them, one after the other, for initial entry. Existing HR master data can bechanged or supplemented at any time

n In addition, the infotypes Addresses (0006) and Bank Details (0009) are necessary if you:

- Want to automatically generate vendor master records in FI for the corresponding personnelnumbers in HR.

- Utilize a form of data medium exchange (DME)

n The Cost Distribution (0027) infotype offers you the option to distribute the total costs of a trip todifferent cost centers.

n The infotypes Actions (0000) and Settlement Status (0003) are automatically created when anemployee is first hired.

n If you want to use Travel Planning, the infotypes Travel Profile (0470), Flight Preference (0471),Hotel Preference (0472), Car Rental Preference (0473), Rail Preference (0474) and CustomerProgram (0475) are also relevant.



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Valid 01.01.XXXX - 31.12.9999

PersonnelNo.Active Salaried employees

Employ.GroupEmplSubgroup

000980201DU

NameHamburgPers.Area

Chris Miller1000

R.grp M/A statutoryR.grp M/AenterpriseE.grp expense typeE.grp Travel Management

Groupings

1

No distinctionNo distinction

No distinctionGroup 1

Trips assignedEmployee has tripsEmployee has trips

Company code changesChange permittedR.grp travel costs

Vehicle typeVehicle classLicense plate number

Travel CostsAll employeesCarNo distinction

AssignmentsCompany codeBusiness areaCost center

00010001

SAP A.G.Business area 0001

3200 Marketing

Valid 01.01.XXXX - 31.12.9999

PersonnelNo.Active

000980201

NameHamburg

Chris Miller1000

Groupings

1

R.grp M/A statutory All employeesR.grp M/A enterprise All employees

E.grp expense type All employeesE.grp expense type Group 1

Trips assignedEmployee has tripsEmployee has trips

Company code changesChange permittedR.grp travel costs

Vehicle typeVehicle classLicense plate number

Travel CostsAll employeesCarAll vehicle classes

AssignmentsCompany codeBusiness areaCost center

SAP A.G.Business area 0001

Employ.Group Pers.Area

Salaried employees 3200 MarketingEmplSubgroup Cost centerDU

00010001TRV-01 General Travel Expenses

Travel Privileges



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You are now able to:

l Explain how the Travel Management modulerelates to the overall SAP system and howit is integrated with other SAP modules

l Assign the HR master record infotypes toTravel Management (mini master)

Overview: Review



(C) SAP AG AC270 9

Overview Exercises

Unit: OverviewTopic: Displaying Travel Privileges

At the conclusion of this exercise, you will be able to:

• Display the data in the Travel privileges infotype

1-1 Displaying travel privilegesDisplay the travel privileges for employee Chris Miller (personnel number 980xx) andmake a note of the Employee grouping - travel management.xx = Group number



(C) SAP AG AC270 10

Overview Solutions

Unit: OverviewTopic: Displaying Travel Privileges

1-1 Displaying travel privilegesIn the SAP menu, choose Accounting → Financial Accounting → Travel Management→ Travel expenses → Travel Expense Manager then Environment → HR master data→ Display.

The Display HR Master Data screen appears.

• Enter the personnel number in the Personnel no. field and select Travel Privileges.

• Choose Display.The travel privileges are displayed.

The employee grouping for Travel Management stored here is Gxx.xx = Group number



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Entry and Approval of Trips

Contents:l Organizational forms of entry

l Authorization concept

l Travel manager/travel expense manager

l Travel calendar

l Weekly report

l Trip advances

l Cost assignment

l Central approval



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Entry and Approval of Trips: Objectives

l Distinguish between the possible organizational formsl Use the different entry scenarios and decide when

each scenario is to be usedl Enter trip advancesl Use the different cost distribution procedures

for tripsl Use the approval program




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Request / Travel exp.

report


report


report


report

Traveler

DistributedCentralEntry

DecentralizedEntry

CentralEntry

Travel AssistantTravel

Administrator

Plan, enter, and approve

trips

Check and approve

trips

Check and approve

trips

Plan, create, and change travel

requests / travel expense reports

Organizational Forms of Trip Data Entry

Plan, create, and change travel

requests / travel expense reports

n There are two different organizational forms for entering trip data:

- Central entry

- Decentralized entry

n Two procedures can be distinguished in central entry:

- Central entry of trip data after completion of a trip

- Central entry of trip data with a travel request

n In decentralized entry, different organizational forms are possible, including:

- Decentralized entry of trip data by a department office

- Decentralized entry of trip data by the employee

n Depending on the organizational form used, you specify who carries out which functions(entering/changing of trip data, approval of trip data) or who is allowed to assign which status(request open/trip completed).



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Travel requestapproved

Travel requestTravel request

Approving manager

Enter travel request Check travel requestCheck travel request

Travel requestrejected

Travel requestreturned

for correctionsTravel requestTravel request

CorrectionCorrection

Change travel request

Workflow for Decentralized Entry:Approving a Travel Request

e-mail

Automat.e-mail

TravelerApprovedApproved

RejectedRejected

n If a travel request is submitted, the trip data is entered by the employee (role = Traveler) in thesystem.

n The employee's supervisor (role = Approving manager) is authorized to approve the trip. Thesystem automatically determines who the supervisor is on the basis of the organizationalstructure maintained. The supervisor can approve the trip, send it back to the employee forcorrections, or reject it.

n If the trip is approved, the employee who submitted the travel request is informed by anautomatically generated e-mail.

n If corrections are necessary, the supervisor writes a message as an attachment to the workflow.The employee receives a work item with this attachment. When the work item is executed, thetransaction for changing the trip is started.

n If the travel request is rejected, the supervisor writes an explanatory message then the employeereceives as an e-mail.



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Approving manager

Traveladministrator

Trip factsconsistent

Reimbursement approved

Reimbursement approved

Entertrip facts

Checktrip facts

Trip factsTrip facts

Changetrip facts

Correctionsneeded

Trip factsTrip facts

CorrectionCorrection Trip facts

returned for correction

Trip factsreturned for correction

Check reimburse-ment of expenses

Reimbursement oftravel expenses

rejected

Reimbursement oftravel expenses

rejected

Workflow for Decentralized Entry: Approving a Trip

e-mail

Traveler

RejectedRejected

n After the trip, the employee completes the trip data in the system. In the expenses department, thetrip data is checked as to whether it is plausible and consistent with the statutory and enterprise-specific provisions. The original receipts are also compared with the data. The trip can be forwardedto the supervisor or sent back to the employee for corrections.

n If corrections are necessary, the person responsible in the expenses department records a message asa workflow attachment. The employee receives a work item with this attachment. To change the trip,he can perform the appropriate transaction directly from his Integrated inbox. When the employeesaves the trip, workflow is triggered again.

n If the trip data is consistent, the employee's supervisor now has to verify it. He can approve the trip,send it back to the employee for corrections, or reject it.

n If corrections are necessary, the supervisor sends a message. The employee receives a work item andcan call the transaction for changing the trip immediately.

n If the trip is rejected, the supervisor sends an explanatory message that the employee receives as ane-mail.



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Other Sample Workflows in the Standard System

à Automatic notification of traveler when travel expense settlementn Is set to status "Waiting"n Is set to status "Settled"n Is set to status "Transferred to FI"

à Automatic approval of travel requests under certain conditions(Travel Manager):

n Total of advances is less than the defined thresholdn A value has been entered for "Estimated costs"n The estimated costs are less than the defined threshold

à Automatic approval of travel expense reports when the totalreimbursement amount is less than or equal to the estimated costsfrom the travel request (including definable tolerances)

n You can modify the sample workflows that are supplied with the standard SAP system to meet yourcompany's specific needs.

n Available attributes include:



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ThreeThree aspects of access authorization that aspects of access authorization that can be combined according to your requirementscan be combined according to your requirements

1. Whose data can the user access?E.g.: - Only your own data

- Data for a particular employee subgroup(If you belong to this employee subgroup, you could lock the entry of your own trips)

2. Which trips may the user process or change?E.g.: - Trips may be created

- Approved trips may not be changed - Posted trips may not be changed

3. Which status may the user set?E.g.: - Only enter requests, not approve

- Only enter trips, not approve - Approve

Authorization Concept

n Authorizations are assigned according to the user’s role. The following roles exist in Travel Management:

- Traveler

- Travel assistant

- Travel administrator

- Approving manager

- Travel manager

- Payer of advances

n For more information, see the unit Authorization Management and Roles.



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EntryTravel manager/Travel exp. managerTravel calendarWeekly reportTrip advances

Central Approval(Used for decentralized entry)

Settlement

Printing forms

Payment of travel expenses

Posting of travel expenses

222

111

333

444

555

666

Overview: Processing Trip Data

n The travel manager is a superordinate transaction, meaning that you can also create travel requestsand travel plans.

n All the transactions are available that relate to the respective role.



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Personal Settings in the Travel Manager

Settings for User SMITHJOHN

Selection PeriodDisplay All TripsTrips in the Last 12 Months

Trips in the Current Year

Display Overview Area

Display Images

Display All Follow-Up ActivitiesBase HTML (if display problems)

Initial Screen

No. of Entries in Value HelpText Fields

Country and Region

Acct. Assign. Objects

10

n You use the Settings function to define how the Welcome Screen of your personal travel managerwill appear.

n You can also define how many of your previously entered values will be displayed in your personalF4 help. This personalization is available for text fields, country and region fields, and fields foraccount assignment objects.



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The Travel Manager

List all trips

Create a travel expense report

Weather forecast

Create a travel request

Book a flight/hotel/rental car

My open trips

Create a travel requestBook flight, hotel, rental carChange travel expense report

242.36EUR

System Configuration atMoser Co.

Berlin03.07.2000

Create a travel requestBook flight, hotel, rental carChange travel expense report

163.60EUR

Travel ManagementConsulting

New York05.09.2000

Possible follow-up activitiesPossible follow-up activitiesReimburseReimburse--mentment

Reason for tripReason for tripFirst destinationFirst destinationFromFrom

n In the travel manager the employee has a complete overview of all his or her trips (travel requests,travel plans, and travel expense reports). Each of these objects can be created or changed from thetravel manager. The travel manager was developed for the occasional user.

n You can decide whether you want to use the travel requests, travel plans, and travel expense reportstogether or only parts of them.

ü With a travel request, the employee expresses the intention of undertaking a business trip andforwards this, if necessary, to an internal travel center.

ü You can use a travel plan to plan a trip in detail and to book the travel items. The trip preferencesstored as infotypes are taken into consideration for this. A travel plan can be created by both aninternal travel center and/or by the employee.

ü The travel expense report presents a collection of all the trip facts relevant to settlement. Thisforms the basis for the calculation of the trip reimbursement amounts according to the respectivenational law and for posting in accounting. If amounts occur that are taxable, these can betransferred to Payroll.

n The user does not have to enter his personnel number for trip data entry if it has already beenassigned to him in the Communication (0105) infotype, subtype 0001.



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General Trip Data

From 02/03/XXXXDate

02/05/XXXXEnd

Time06:5019:30

...Additional destinationsAdvanceCost assignment for entire trip, if other than master CAComments

PD/FR reimbursementExpense Receipts

Exp. receipt 001 on 02/03/XXXX

Amount...

Additional informationCommentsExpense receipt cost assignment, alternative

...

The Travel Manager Data Areas

n The different entry screens of the travel manager have a "form structure," that is to say, they arestructured in the same way as a paper form that you fill in from top to bottom.

n Using the Settings function, you can decide how the entry screen is presented for you personallywhen you open the transaction. You can decide which data areas are to be open for entry and whichare to be closed. These data areas all have a toggle that you can use to open and close the areas asrequired.

n The data area Expense receipts is structured differently here than in the travel expense manager. Hereyou first select the relevant expense type and enter supplementary data, such as the amount. Theexpense type is not added to the display list until you choose the Copy button (or Enter).



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The Infocenter

Contact Persons Ex. Rates Per Diems Traveler

Person

Communication

Service & Travel Accounting

Name

Department

Building

Room number

Joan Smith

A12

A3.66

Land

Phone

Fax

Internet mail

DE

1-301-493-3045

1-301-493-3046

[email protected]

4711

4712

Send

Exchange Rates

Contact Persons

Per Diems

Traveler

Addt’l Info: Traveler

n You can use the Infocenter, which is available to both the travel manager and the travel expensemanager, to retrieve information about:

- Your contact person in the expenses department:This is defined in the organizational criteria in Customizing for travel management.

- Currency converter:To use this function, choose From Currency and To Currency in the Exchange Rates tab pageand then choose Enter. The converted values are displayed.

- The per diems/flat rates for individual countriesTo use this function, enter the destination country/region and choose Enter. The currentcompany-specific per diems/flat rates is displayed.

- TravelerThe data, such as the master cost center, is read from the employee's HR master data (minimaster).

- Additional traveler informationTravel administrators can enter comments here and add attachments; the traveler does not seethis information.


mailto:[email protected]


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Create Change Display Results Settle

Print

Approve Copy Delete Cancel

98020

Functions

PersonnelNo.

Name Chris Miller

Results Approve Settle Cancel

Travel Expense Manager Functions

10023 08/09/XXXX Boston US... Trip approved To be settled10021 07/01/XXXX Paris FR... Trip approved To be settled10018 06/25/XXXX London GB... Trip approved To be settled10011 06/20/XXXX Hamburg DE... Trip approved To be settled

Trip Depart. Location Ctry Approval Settlement

... ... ... ... ... ...

n The travel expense manager was conceived as an expert transaction.

n If you do not know the personnel number of the person for whom data is to be processed, the entryoptions for the personnel number field give you various search criteria.

n The following functions are available in the travel expense manager:

- Create

- Change

- Corrections

- Display results

- Settle

- Print

- Approve

- Copy

- Delete

- Cancel

n On the overview screen, specific trips can be chosen via Selection criteria. The destination, thereason for the trip, or the trip status can be used as selection criteria.



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Chris Miller, PersNo. 98020, TripNo. 200344

General trip data

Alternative cost assignment for...

Receipts Add. dests Trip segments Deducts Advances Comments

Results

The Travel Expense Manager

n The basic data for trips is entered in General trip data. The data area Receipts is offered for entryfirst; from here you can branch to all the necessary follow-on screens via the other tab pages or viathe menu. The default status defined in Customizing is set as soon as you save the trip.

n Beginning with SAP R/3 4.6A, the Infocenter function is available. Here you can store dataconcerning contact person and traveler. You can also obtain information about exchange rates andper diems/flat rates.

n In the travel expense manager, there is input help for all the text fields, for country and region, andfor all account assignment objects. Your last entries are displayed in this input help as proposals. InSettings, you can define the maximum number of entries that the input helps are to contain.



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Visualization in Travel ManagerExpense receipts

Exp. receipt 001 am 03/08/XXXX

AmountVAT

Entertainment

150.00 EUROVAT 16% to 20% non-deductible

EntertainmentFlightFlight paidHotelHotel paid ...

Number 3

Entering Receipts

Restaurant Mount ViewInvoiceRestaurant Mount ViewInvoice

Food anddrinks 150.00 EUR

n Receipts are entered under a freely definable travel expense type, which is stored in the system.

n You enter the receipt amount and the currency for each receipt. In the travel manager, the expensetype is added to a display list when you choose the Copy button.

n The Number field has a particular meaning here:

ü Depending on the travel expense type a different calculation method is used for the default valuein the Number field. This field displays the number or quantity contained in a receipt. For a hotelreceipt, the field contains, for example, the number of overnight stays, calculated from thedifference between the from date and to date. For an entertainment receipt, the field contains thenumber of business partners entertained.

ü The Number field is used to check a receipt against a maximum value per number (as defined inthe IMG activity Define Maximum Rates and Default Values for Expense Types). Example: Rentalcar for 5 days, maximum value according to Customizing: 150 EUR/day. In this case the receiptamount may not exceed 750 EUR. If you set the display attributes of the Number field to Display,the default value cannot be changed.



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Mileage And Per Diem ReimbursementExpense receipts

Exp. receipt 001 am 02/03/XXXX

AmountVAT

Additional information

Comments

Entertainment

150.00 EUR16% VAT, thereof 20 non-deductible ...

Number 3

ParticipantsReasonLocationCountry

Visualization in Travel Manager

Additional Receipt Information

n You can enter additional information for each receipt. You can do this in two ways:

ü Data area Additional information

Using the IMG activity Field control for additional receipt information, you can define whichadditional information can or must be entered for each receipt type. For example, the names ofguests in the case of entertainment receipts my be required.

ü Data area Comments

Here you can enter text for a receipt using an editor.



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Receipt Wizard

Expense types intravel expenses

in the SAP System:

Hotel (paid by company)Tax/charges (paid by company)Hotel (paid by company)Tax/charges (paid by company)Telephone (paid by company)Personal (pay back to company)Personal (pay back to company)

=======

Example:Components of hotel bill

paid with corporatecredit card:

Accomm. 1TaxAccomm. 2TaxTelephoneDinnerDinner

100 USD10 USD

100 USD10 USD6 USD

22 USD29 USD

n The Receipt Wizard helps users process complex documents (such as hotel bills over several days,including personal expenses and other expense types) in the following areas:

" Personal share

" Receipt split

" Split of other expense types

" Division of receipt total into equal parts (for example, per night)

n The Receipt Wizard is available in the travel manager and the travel expense manager. It ensuresthat no inadvertent changes can be made to the original data, for example, during credit card clearingand/or for receipts paid directly by the company.

n You have to configure the following system settings:

" Activate the wizard for each travel expense type (IMG activity Create Travel Expense Typesfor Individual Receipts).

" Expense types for personal expenses must also be defined in this IMG activity.



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98020 Chris Miller

Import

002 HOTL ... 100. 00 EUR . . .

Da GianniTaxiInvoice

Exp.descript. Amount Currency Date Text

Receipts

Selection of Credit Card DocumentsSelection of Credit Card Documents

Accom/ Hotel 100.00 EUR 03/08/XXXX Hotel

Entertainment 175.00 EUR 03/07/XXXX Entert

Flight 650.00 EUR 03/06/XXXX Flight

Accommodationwith breakfast100.00 EUR

Hotel Golden StagInvoice

Credit Card Clearing

n Credit card clearing simplifies recording of receipts considerably and can be used for all entry typesbesides fast entry.

n You can use both corporate credit cards, with personal or company liability, and travel center cards(ghost cards/lodged cards).

n The following requirements must be fulfilled before credit card clearing can be utilized:

ü You can only use credit cards whose issuers support the SAP data record or for which SAPprovides the appropriate conversion programs. Most widespread credit card issuers support thisstandard.

ü The employees' local currencies must correspond with the accounting currencies used for theircredit cards.



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Lunch

Per diemflat rate100.00

Reduced perdiem rate60.00

- 40%

PD/FR reimbursement

Travel Costs

DeductionsWeekday Date Breakfast LunchTuesday 03/04/XXXX

Wednesday 03/05/XXXXThursday 03/06/XXXX

...

...Meals and Accommodation...

Deductions Due to Entertainment

Dinner Night of

X

n If the employee is invited to a meal, deductions are made per diem due to gratuitous entertainment.In this case, select the relevant meals for the respective date. Deductions can also be used forenterprise-specific daily rates.

n This regulation is no longer used in Germany, except for deductions within an enterprise.

n In Austria and Sweden, deductions are based on the reimbursement amount and not on the daily rate.

Austria: In the case of an international trip, 66% of the reimbursement amount is deductedif lunch and dinner were gratuitous.

Sweden: 20% of the reimbursement amount is deducted for a breakfast,35% for lunch or dinner.

n For information on deductions in Norway and Denmark, see the Appendix.



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AddAdd.. destsdests acc acc. to. to midnight rulemidnight rule

AddAdd.. destsdests acc acc. to. to trip itinerarytrip itinerary

Cust. A6:00 PM8:00 AM 10:00 AM 1:00 PM

Cust. C

8:00 AM 12:00 AMCust. CCust. B

12:00 AM 12:00 AMCust. A Cust. C

t

t

24.00 24.00 24.00

Change of destination

Additional Destinations

Cust. B

n In addition to the main (first) destination of a trip, you can also enter additional destinations.Additional destinations are trip destinations that differ from the first destination. Data can be enteredas follows (see figure above):

- Trip destination:Cust. A

- Additional destinations: Cust. BCust. C

n Enter each additional destination with its beginning (date and time) according to the sequence of thetrip itinerary.

n The settlement program automatically applies the midnight rule for certain countries (for example,U.S., Japan, Germany). In other words, the per diem for meals for a trip day depends on the lastdestination reached by the employee before 12 midnight.

n You can assign an additional destination a different cost assignment to the one assigned to the tripdestination. You do not have to assign each receipt incurred for this additional destination; thisoccurs automatically based on the midnight rule. You should, however, still check the assignment.



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Miles/km Allowance

t

Tax-free

Company pays

PD/FR reimbursement

Travel CostsMiles/km 295Vehicle class

Distribution of miles/kmDate Tot. m/km Passeng. FR Bagg. kg Country ...

03/01/XXXX 155

All vehicle classes

...

28.02.XXXX

0.30 0.3003/01/XXXX

0.30 0.50

140 02/28/XXXX

Changes in Flat Rates for Miles/Km

n In the IMG activity Define flat rates for travel costs you can store for exact dates.

- Tax-free amount

- Enterprise-specific reimbursement amount

n In the figure above, a higher enterprise-specific miles/km flat rate, increased by 0.20 euro, isreimbursed as of March 1. In this case, 0.20 euro per mile/km must be taxed.

n To enter miles/kilometers for exact dates, open the data area Travel costs. The miles/km arecalculated according to the exact date and the amounts stored in the view.

n If you do not enter the miles/kilometers traveled for exact dates, the trip miles/kilometers arecalculated according to the conditions valid at the beginning or end of the trip, depending on thesetting in the Implementation Guide (Travel Expense Control [Expert View], entry F).



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PersonnelNo. 98020Name Chris Miller

Interval fromto

03/01/XXXX03/31/XXXX

Day03/01/XXXX03/02/XXXX03/03/XXXX03/04/XXXX03/05/XXXX

from to LocationReason

Travel Calendar: Domestic tripsResults Receipts Dests M/km Advances Info

Per tripReceipts

Tripadvances

Additionaldestinations Text

Userdata

Costassignment

The Travel Calendar

n The travel calendar allows you to enter several domestic trips on the same screen simultaneously.

n Since the trip country or region cannot be entered using the travel calendar, this entry type is notsuitable for entering international trips.

n When you save your entries, the system sets the approval status that you have stored in featureTRVPA and sets the default settlement status to To be settled. This status can, however, be changedlater.

n You can display the results for all the trips on the screen together.



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PersNo. 98020 ReasonDestinationName Chris Miller

Day dest.No.miles/kmM/km rate

Sunday Monday02/03/XXXX

Dest. A10030.00

Tuesday02/04/XXXX

Dest. B50

15.00

. . . . . . . . .

115.0012.00

Total 157.00 15.00172.00

. . . . . . . . .Payment amount

Date 02/02/XXXX

EntertainmentParking... ... ... ...

Reason

Prev. week Next week Results Approve Trip status . . .

The Weekly Report

n Employees can use the weekly report to enter their own travel expenses or those of their co-workerson a weekly basis.

n In the weekly calendar, you enter each day's destination, the miles/km traveled, and the individualreceipts for incurred costs.

n For entering individual receipts, the entry screen displays a list of the expense types defined in thesystem as permissible. On the basis of the data entered, the system determines the incurred expensesper day and the total expenses for the week.

n In the dialog box for additional receipt information, the currency, the exchange rate, and the input taxcode can be entered for each individual statement/receipt.

n With this entry type, travel costs are settled by flat rate. It is not possible to perform per diemreimbursement of additional costs for meals and accommodations or miles/km distribution of travelcosts.

n Using a switch in feature TRVPA (WRC setting), you can specify whether the weekly reports andthe trips entered with other Travel Management transactions are to be checked as to time overlaps. Ifthe WRC setting allows data collisions, weekly reports are not displayed in the travel manager ortravel expense manager, since they are not characterized as trips.

n When the trip data is saved, the approval and settlement statuses in the status screen are set. If you donot set the status manually, the trip is saved with the approval status that you stored in featureTRVPA and the settlement status To be settled.

n The first day of the week is specified in feature TRVPA with the FDW entry.



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Cash office

Bank

Financialaccounting

Payment of Advance

n If an advance is to be paid to the employee, you can choose between the following procedures:

- The advance is paid by the cash office and is posted manually.

- The advance is paid by the cash office; the amount is entered in advance data entry withautomatic posting via Travel Management.

- The advance is paid via a payment run in Financial Accounting.

- The advance is paid via data medium exchange.

n You can choose the payment procedure you want to use in the IMG activity Define posting andpayment of trip advances.

n The best procedure would be, however, to equip traveling employees with personal credit cards andnot use advances at all.



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Posting:Vendor 100.- Cash office 100.-

Example: Advance 100.- Travel expenses 500.-

Posting:Travelexpense 500.-Vendor 500.-

2)2) The travel expenses are transferred to financial accountingThe travel expenses are transferred to financial accounting

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-

500.- 500.-

3)3) Payment run in financial accountingPayment run in financial accounting

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-500.- 500.-

400.- 400.-

Posting:Vendor 400.- Bank 400.-

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-

1)1) The advance is paid at the cash officeThe advance is paid at the cash office

1 1

2 2

3 3

Payment of Advances via Cash Office- Manual Posting -

n As a rule, employees must apply for advances for business trips.

n If an advance is paid by the cash office, and the transaction is posted manually, the advance shouldbe entered in the trip for documentary reasons.

n Advances that are entered for purely documentary purposes are not considered in the status Requestapproved or Trip approved when the travel expenses are transferred. The prerequisite for entering anadvance is that you have chosen the variant No payment, documentary entry only in the IMG activityDefine posting and payment of trip advances.

n The advance is automatically offset against the actual travel expenses.



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Payment of Advances via Cash Office- Trip Advances Transaction -

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-

Posting:Travelexpense 500.-Vendor 500.-

2)2) The travel expenses are transferred to financial accountingThe travel expenses are transferred to financial accounting

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-

500.- 500.-

Cash officeD C

100.-

BankD C

Travel expensesD C

VendorD C100.-

500.- 500.-400.- 400.-


Example: Advance 100.- Travel expenses 500.-1)1) The advance is paid out at cash office, entered via trip The advance is paid out at cash office, entered via trip

advance entry and transferred to financial accountingadvance entry and transferred to financial accounting

Posting:Vendor 100.- Cash office 100.-


3

2 2

1

3

1



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Posting:Advance 100.- Creditor 100.-

1)1) The advance entered in the travel request is transferredThe advance entered in the travel request is transferred

AdvanceD C100.-

BankD C

Travel expensesD C

VendorD C

100.-



AdvanceD C100.-

BankD C

Travel expensesD C

VendorD C

100.-100.- 100.-


1

2

1

2

Payment of Advances via Financial Accounting

n If you enter an advance in a travel request, it is posted via Travel Management and the amount isreimbursed via a payment run in Financial Accounting.

n The advance is automatically offset against the actual travel expenses later.

n For this type of advance payment choose the variant Payment via financial accounting from the IMGactivity Define posting and payment of trip advances.



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3)3) The travel expenses are transferredThe travel expenses are transferred

AdvanceD C100.-

BankD C

Travel expensesD C

VendorD C

100.-



AdvanceD C100.-

BankD C

Travel expensesD C

VendorD C

100.-100.-

400.-

Posting:Travelexpense 500.-Advance 100.-Vendor 400.- 100.-

100.-500.- 400.-

100.-

100.-400.-

500.-100.-

400.-4

333

4

Payment of Advances via Financial Accounting (II)




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Posting:Advance 100.- DME 100.-

1)1) ManualManual posting after paymentposting after payment of of advanceadvance viavia house house bankbank

AdvanceD C

100.-

BankD C

Travel expensesD C

DMED C100.-

Posting:DME 100.- Bank 100.-

2)2) PostingPosting of of advanceadvance

AdvanceD C100.-

BankD C

Travel expensesD C

DMED C

100.-


1 1

22 100.- 100.-

Payment of Advances via DME

n Enter the advance in the travel request. The advance is paid with the next transfer of settlementresults to data medium exchange. You have to post this payment manually (step 1).

n When the settlement results for the travel request are transferred to Accounting, the advance isposted in FI (step 2).



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3)3) ManualManual posting after paymentposting after payment viavia house house bankbank of of the travel the travel expensesexpenses less the amountless the amount of of the advancethe advance

AdvanceD C

100.-

BankD C

Travel expensesD C

DMED C100.-

Posting:DME 400.- Bank 400.-

4)4) PostingPosting of of traveltravel expensesexpenses

AdvanceD C100.-

BankD C

Travel expensesD C

DMED C

100.-


Posting:Travelexpense 500.-Advance 100.-DME 400.-

3 400.- 400.- 3

4500.-100.-4 100.-4

100.- 100.-

400.-400.-100.-400.-

Payment of Advances via DME (II)

n After the trip, you supplement the trip facts in the travel request and save the trip with the status Tripcompleted.

n The next time settlement results are transferred to data medium exchange, the travel expenses, lessthe amount of the advance, are paid. You have to post this payment manually (step 3).

n When the trip settlement results are transferred to Accounting, the travel expenses are posted in FI(step 4).

n For this type of advance payment choose the variant Payment via DME from the IMG activity Defineposting and payment of trip advances.



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General cost assignment for all trips per employee

è The total costs of a trip areassigned per employee tocompany code/cost center(or company code/fundscenter/fund).

Cost assignment per tripCost assignment per trip

è Alternative account assign.to CO receiving account

è Cost assignment by percent- Total costs of trip- Costs for individual destinations- Individual receipts- Individual trip segments

è To company code/CO receiving account

è Receipts can also beassigned by amount

Cost Assignment

n In cost assignment for travel expenses, Travel Management distinguishes between:

- General cost assignment for all trips per employee (Employee travel expense assignmentguidelines)

- Cost assignment within a trip to a cost accounting receiver (cost center, order, WBS element,network, and so on.)

n You can override the general cost assignment for all trips per employee with a cost assignmentwithin a trip.

n In addition to CO receiving accounts, you can also assign FM (Funds Management) receivingaccounts, such as funds centers.



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Personnel No.98020Chris MillerInfotype:- Cost Distribution- Travel Privileges- Organizational

Assignment

30 4025

. . .

Trip 2Trip 1 Trip n

5

General Assignment of All Trips per Employee

n If you choose to use general cost assignment per employee, you distribute the total costs of all tripsper employee to company code / cost center (or, company code / funds center / fund / functional area/ grant).

n For this purpose, each employee is assigned Employee travel expense assignment guidelines in HRmaster data, according to which the total costs of his/her trips are distributed.

n The employee travel expense assignment guidelines are determined via a decision tree made up ofthe following Infotypes:

- Cost Distribution (0027, subtypes 02 and 01)

- Travel Privileges (0017)

- Organizational Assignment (0001)

n Priorities are set in the following order: Cost distribution according to the Cost Distribution infotype(subtype 02) applies first, then the account assignment in the Travel Privileges infotype, and last, thecost center in the Organizational Assignment infotype.



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Cost assignment of individual destinations

Cost assignment of individual receipts / trip segmentsCost assignment of individual receipts / trip segments

Da Gianni

78.5078.5078.50

3333 333434

1225.-

5050 5050

35.-

Destination 1 Destination 23333 333434

5050 5050

General cost assignment

3333 333434

Cost Assignment at Different Levels

n A cost assignment different from the employee travel expense assignment guideline can be set for anentire trip, additional destinations, receipts, and trip segments. Cost accounting receivers, such ascost center, order, WBS element, network, and so on, can be assigned.

n If receipts are not given explicit cost assignments, the cost assignment specification of the additionaldestination assigned to the receipt applies for the receipt; if additional destinations are not givenexplicit cost assignments, the specification for the entire trip applies for the additional destinations.

n If the total of all percents is less than 100% when the cost distribution screen is closed, theunassigned remainder is distributed according to the employee travel expense assignment guideline.

n In addition to CO receiving accounts, you can also assign FM (Funds Management) receivingaccounts such as funds centers.



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Approve

DisplayCorrections

Simulate Cancel

IncompleteDisplay

Approving Trips

Status Name Empl/Appl Trip BegDate Dest. Total ...

Chris Miller 0007151 03/05/XXXX Maastricht 86.00Chris Miller 0006043 03/18/XXXX Montreal 2650.00Chris Miller 0005998 04/03/XXXX Boston 2180.00Chris Miller 0005712 04/07/XXXX Berlin 354.00...

Change

Central Approval

n As a rule, the approval of trips takes place centrally in the expenses department.

n If you enter requests and trips centrally, you can approve them after trip data entry by setting the tripstatus.

n In the case of decentralized trip data entry by the employee, the trips entered are checked andapproved centrally in the expenses department via the approval program.

n Caution: The approval program cannot currently approve travel requests or travel plans. Instead, theapproval must be made directly in the Travel Manager.

n The approval program presents an overview of all of the trips entered that have to be verified andapproved. The individual trips can be:

- Approved

- Put on hold (if documents are incomplete)

- Simulated

- Displayed

- Changed

n If trips for which payment has already been made are changed later, these corrections can bedisplayed via the approval program.

n You can also use this report as a general evaluation program, as you can select and then editaccording to criteria such as trip type, cost assignment, and general trip data.



(C) SAP AG AC270 36

SAP AG 2003


Entry and Approval of Trips: Review

l Distinguish between the possible organizational formsl Use the different entry scenarios and decide when

each scenario is to be usedl Enter trip advancesl Use the different cost distribution procedures

for tripsl Use the approval program



(C) SAP AG AC270 37

Entry and Approval of Trips Exercises

Unit: Entry and Approval of TripsTopic: Creating and Approving Domestic and

International TripsAt the conclusion of these exercises, you will be able to:

• Create domestic and international trips using different entryscenarios, and subsequently approve these

3-1 Travel Manager: One-Day Domestic TripOn January 10, XXXX, from 7 a.m. to 5 p.m., employee Chris Miller (personnelnumber 980xx) drives to town A to visit the Crown Company in her car.

The travel costs for 300 km and meals are reimbursed per diem.Once you have created the trip data, simulate the travel expense settlement using theappropriate function key.xx = Group number

XXXX = Current year



(C) SAP AG AC270 38

3-2 Travel Manager: Several-Day Domestic TripMs. Chris Miller (personnel number 980xx) makes a domestic trip from 8:30 a.m. onJanuary 11, XXXX to 1:30 p.m. on January 13, XXXX to town B to visit plant C.

Meals and the 700 km traveled are reimbursed per diem.The following bills are submitted:

Taxi on 01/12/XXXX for 12.50 EURHotel on 01/13/XXXX for 169.00 EUR

The hotel receipt includes two breakfasts, the amount for which is not shown on thebill.

Once you have created the trip data, simulate the travel expense settlement using theappropriate function key.

xx = Group numberXXXX = Current year



(C) SAP AG AC270 39

3-3 Travel Manager: Several-Day International Trip with Additional Destinationsand Trip Segment DistributionMs. Chris Miller (personnel number 980xx) begins an international trip to Lausanne at6:30 a.m. on February 1, XXXX. She then travels on to Annecy.First she visits the Leman Company in Lausanne on 02/01/XXXX. She then travels 800km in her car with a co-worker as her passenger.On 02/03/XXXX she drives 250 km alone to Annecy in France, to the Duboiscompany, arriving at 12 noon.During the return journey on 02/07/XXXX (750 km) she is accompanied by two co-workers. The business trip ends at 9:15 p.m. on 02/07/XXXX.The travel costs and meals are reimbursed by flat rate and per diem.

The following individual receipts are submitted:Vignette on 02/01 for 40.00 CHF

Hotel on 02/03 for 410.00 CHF without breakfastTelephone on 02/05 for 5.00 EUR

Hotel on 02/07 for 320.00 EUR incl. four breakfasts, theamount for

which is not shownon the bill.

Telephone on 02/07 for 0.80 EUROnce you have created the trip data, simulate the travel expense settlement using theappropriate function key.xx = Group number

XXXX = Current year



(C) SAP AG AC270 40

3-4 Travel Calendar for Domestic TripsUse the travel calendar to create the following domestic trips for Ms. Chris Miller(personnel number 980xx). Meals are settled per diem for each trip.

Trip duration 02/08/XXXX, 8 a.m. - 7 p.m. to S. Town, Bell company, 100 kmTrip duration 02/09/XXXX, 10 a.m. - 5 p.m. to W. Valley, Spice Inc., 150 km

Trip duration 02/12/XXXX, 8 a.m. to 02/14/XXXX, 7 p.m. to P. City, D&D company,500 km and two overnight stays to be settled per diem.Receipt: Public garage 25.00 EUROnce you have created the data, simulate the travel expense settlement for the intervalusing the appropriate button.xx = Group number

XXXX = Current year



(C) SAP AG AC270 41

3-5 Weekly ReportChris Miller (personnel number 980xx) has several expenditures incurred in the weekof February 11, XXXX that she wants to settle using the weekly report function.

02/11/XXXX Customer Alpha Inc. In L. TownReceipts:Entertainment 80.00 EUR: She invited Ms. Soul and Mr. Smith to dinner after

the contract wassigned.Tip 5.00 EURGift: 21.00 EURParking charges: 8.00 EUR

02/12/XXXXReceipts:Laundry: 15.00 EURPostage: 3.50 EUR

02/13/XXXX Customer: Dora Company in S. ValleyReceipts:Parking: 3.00 EURTelephone: 0.90 EUROther expenses: 7.20 EURSimulate the travel expense settlement using the appropriate function key.




(C) SAP AG AC270 42

3-6 Travel Expenses Manager: Several-Day International Trip with Cost AssignmentOn February 22, XXXX at 8 a.m., Ms. Chris Miller (personnel number 980xx) travelsto Barcelona to visit the Roige S.A. company. First she drives to the airport (50 km)and parks the car in the public garage. The flight ticket has already been paid for by hercompany (value 500.00 EUR).

She arrives in Barcelona on the same day and checks into the Hotel Olympia.On February 25, XXXX, Ms. Miller takes a return flight home from Barcelona, landingat 11.30 a.m. She drives 80 km to a meeting at a branch of her company. From there,she drives 100 km to her place of work with colleague Billy Penny as passenger andends her business trip at 3 p.m. on February 26, XXXX.Ms. Miller received an advance of 300.00 EUR and submits the following receipts:

Telephone 7.20 EUR on 02/23Public garage 33.00 EUR on 02/25 (in Germany)Hotel Olympia 240.00 EUR on 02/25 (3 x overnight stay incl.breakfast)Guesthouse Sonne 40.00 EUR on 02/26 (1 overnight stay incl. breakfastin

Germany)Meals are settled per diem. Note that Ms. Miller was invited to lunch at the branchoffice on February 26. Take an expense deduction in the amount of the current personalgain (German input tax law).

Take the following cost assignment into account.Assign the total cost of the trip as follows:

40 % to cost center 210060 % to cost center 2300Assign the parking receipt amounts, however, as follows:

1/3 to cost center 23002/3 to cost center 1220

Once you have created the trip data, simulate the travel expense settlement using theappropriate function key.




(C) SAP AG AC270 43

3-7 Approving TripsStart the Approval of Trips program for Ms. Chris Miller (personnel number 980xx).Display the trip data, simulate travel expense settlement, and then approve all the trips.



(C) SAP AG AC270 44

Entry and Approval of Trips Solutions

Unit: Entry and Approval of TripsTopic: Creating and Approving Domestic

and International Trips

3-1 Travel Manager: One-Day Domestic TripIn the SAP menu, choose Accounting → Financial Accounting → Travel Management → TravelManager.

After you enter your personnel number and choose Enter, the Travel Manager transaction appears.

• On the initial screen, choose Create travel expense report.

The Travel Expense Manager: <Traveler> screen appears.

• Enter the trip data given in the exercise.

• Simulate the trip by choosing the Results button.

• Exit the simulation.

• Save the trip.



(C) SAP AG AC270 45

06/13/2002 T R A V E L E X P E N S E S T A T E M E N T 1

Name Chris Miller SimulationPersNo. 98020 IDES AG 1000Trip no. 2000254 Hamburg CCtr 3200

I T I N E R A R Y

Trip destination Country01/10/2002 07:00 AM Crown Company01/10/2002 05:00 PM Town A Germany

P E R - D I E M S E T T L E M E N T

Meals

Date Ctry CompanyTime CompDed Number Reimburs.amount in EUR

01/10/02 01/10/0207:00 AM 12:00 PM DE 6.00 1 6.00

Total amounts for meals in EUR 6.00

Travel Costs

Date Ty. Ctry Comp. Reg. Amount Km/No.. Reimburs.amount in EUR

01/10/02 Car DE Ml 0.30 300 90.00

Total amounts trav.costs in EUR 90.00

Total amounts PD/FR settlement in EUR96.00

T O T A L A M O U N T S

Reimbursement amt in EUR96.00

C O S T A S S I G N M E N T

Trip expenses to be transferred (w. CO receiver) in: EUR 96.00

96.00 EUR to: Company code 1000 Business area 9900



(C) SAP AG AC270 46

Cost center 3200



(C) SAP AG AC270 47

3-2 Travel Manager: Several-Day Domestic Trip

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → TravelManager.







• Save the trip.



(C) SAP AG AC270 48



I T I N E R A R Y

Trip destination Country01/11/2002 08:30 AM - C plant01/13/2002 01:30 PM Town B Germany


Meals


01/11/02 01/11/0208:30 AM 12:00 AM DE 12.00 1 12.00

01/12/02 01/12/0212:00 AM 12:00 AM DE 24.00 1 24.00

01/13/02 01/13/0212:00 AM 01:30 PM DE 6.00 1 6.00


Travel Costs

Date Ty. Ctry Comp. Reg. Amount Km/No. Reimburs.amount in EUR

01/11/02 Car DE Ml 0.30 700 210.00

Total amounts travel costs in EUR 210.00


I N D I V I D U A L S T A T E M E N T

Trav.exp. CompDedDate RNo. Receipt VT Amount inEUR

01/11/02 001 Taxi V212.50

01/13/02 002 Hotel V1



(C) SAP AG AC270 49

169.0001/13/02 002 Hotel 2DE

V19.00-

Reimbursement amount individual statement in EUR172.50







424.50 EUR to: Company code 1000 Business area 9900 Cost center 3200

Additional info for individual statement

RNo Receipt Amount Curr. Date to Number Ctry

002 Hotel 169.00 EUR 01/11/02 01/13/02 2 DEDescription Hotel "The Frugal Scotsman"



(C) SAP AG AC270 50

3-3 Travel Manager: Several-Day International Trip with Further Destinations andTrip Segment DistributionIn the SAP menu, choose Accounting → Financial Accounting → Travel Management → TravelManager.





• In the data area General trip data, enter the first trip destination (Lausanne) and the first tripcountry (Switzerland) in the Trip destination and Trip country fields, respectively.

• Open the data area Add. Destinations to enter Annecy (country FR) with the corresponding dateand time.

• In the data area Mileage and per diem reimbursement, enter the trip segment distribution.



• Save the trip.



I T I N E R A R Y

Trip destination Country02/01/2002 06:30 AM - Leman company02/07/2002 09:15 PM Lausanne Switzerland

Border crossing/returntrip

02/07/2002 09:15 PM

Next destination Reason/City/Country02/03/2002 12:00 PM - Dubois company02/07/2002 09:15 PM Annecy France


Meals


02/01/02 02/01/0206:30 AM 12:00 AM CH 29.00 1 29.00

02/02/02 02/02/02



(C) SAP AG AC270 51

12:00 AM 12:00 AM CH 44.00 1 44.00

02/03/02 06.02.0212:00 AM 12:00 AM FR 41.00 4 164.00

02/07/02 02/07/0212:00 AM 09:15 PM FR 28.00 1 28.00


Travel Costs

Date Ty. Amount Company Km/No. Reimburs.amount inEUR

02/01/02 Car Ml 0.30

800 240.00

Passenger 0.021

16.00

02/03/02 Car Ml 0.30

250 75.00

02/07/02 Car Ml 0.30

750 225.00

Passenger 0.022

30.00




Trav.exp. CompDed AmountinDate RNo Type No Cty VT Amount Curr. ExRt EUR

02/01/02 001 Vignette V0 40.00 CHF 0.62061 24.8202/03/02 002 Hotel V0 410.00 CHF 0.62061 254.4502/05/02 003 Telephone V0 5.0002/07/02 004 Hotel V0 320.0002/07/02 004 Hotel 4FR

V0 32.80-

02/07/02 005 Telephone V0 0.80




(C) SAP AG AC270 52


Reimbursement amt in EUR1,423.27


Trip expenses to be transferred (w. CO receiver) in: EUR1,423.27

1,423.27 EUR to: Company code 1000 Business area 9900 Cost center 3200



002 Hotel 410.00 CHF 02/01/02 02/03/02 2 CHDescription Hotel 'Imperial'

004 Hotel 320.00 EUR 02/03/02 02/07/02 4 FRDescription Hotel 'Mirage'



(C) SAP AG AC270 53

3-4 Travel Calendar for Domestic Trips

In the SAP menu, choose Accounting → Financial Accounting → TravelManagement → Travel expenses → Travel Calendar.The Travel Calendar: Domestic trips screen appears.

• In the Personnel no field, enter the personnel number, and as the time interval enter February.


• Choose Receipts.

The Maintain Trip Data: screen appears.

• Enter the receipts.



• Save the trips.

06/13/2002 Summarized Display of Travel Expenses 1

Name Chris MillerPersNo. 98020 IDES AG 1000

Hamburg CCtr 3200

T R A V E L E X P E N S E S T A T E M E N T: 08.02.02 -14.02.02

Date frm to Curr. Meals rcpt Accomm. rcpt Trav.costs ReceiptsReimbursement

06. Week02/08 08:00 19:00 EUR 6.00 30.00 36.0009.02 10:00 17:00 EUR 0.00 45.00 45.00

07. Week12.02 08:00 .14.02 . 19:00 EUR 48.00 40.00 150.00

25.00 263.00

Grand Total EUR 54.00 40.00 225.00 25.00344.00

Date: _________________ Signature: _________________________



(C) SAP AG AC270 54

3-5 Weekly Report

In the SAP menu, choose Accounting → Financial Accounting → TravelManagement → Travel Expenses → Weekly Report.The Overview of Weekly Reports screen appears.

• Enter the personnel number in the field Personnel no. and choose Current week.

The Maintain Trip Data: screen appears.

• In the Date field under Monday, enter February 11, XXXX and choose Enter. The correspondingcalendar week is then available.

• Enter the receipts as given in the exercise.



• Save the weekly report.



(C) SAP AG AC270 55

06/13/2002 W E E K L Y R E P O R T 1


W E E K L Y R E P O R T

Week 07 Reason02/11/2002 12:00 AM - Entry of other document02/17/2002 12:00 AM

Day Reason/Location Day dest.02/11/2002 Monday Alpha GmbH Town L02/13/2002 Wednesday Dora company S. Valley


Date RNo. Receipt VT Amount inEUR

02/11/02 001 Entertainment N280.00

02/11/02 002 Tip V05.00

02/11/02 003 Parking fee V18.00

02/11/02 004 Gift V121.00

02/12/02 005 Postage V13.50

02/12/02 006 Laundry V115.00

02/13/02 007 Parking fee V13.00

02/13/02 008 Telephone V00.90

02/13/02 009 Misc. V07.20








(C) SAP AG AC270 56



RNo Receipt Amount Curr. Number

001 Entertainment 80.00 EUR 3Business partners Ms. Soul, Mr. SmithReason Contract conclusionLoc. Heidelberg



(C) SAP AG AC270 57

3-6 Travel Expenses Manager: Several-Day International Trip with Cost AssignmentIn the SAP menu, choose Accounting → Financial Accounting → Travel Management → TravelExpenses → Travel Expense Manager.

After you enter your personnel number and choose Enter, the Maintain Trip Data screen appears.


• Enter the receipts as given in the exercise.

• Position the cursor on the parking receipt and choose Enhanced cost assignment.The Maintain Trip Data: Additional cost assignment for expense receipt screenappears.

• Choose the assignment Absolute and enter the cost assignment for the receipt asgiven in the exercise.

• Choose the Trip segments tab page and enter the mileage/km distribution as givenin the exercise.

• Choose the Advances tab page and enter the advance amounts data as given in theexercise.

• In the data area Alternative cost assignment for entire trip, if other than master CA,choose Enhanced cost assignment. The Maintain trip data: Enhanced CostAssignment for Total Trip screen appears. Enter the cost assignment for the entiretrip given in the exercise.



• Save the trip.



(C) SAP AG AC270 58


Name Chris Miller Simulation

PersNo. 98020 IDES AG

Trip no. 2000375 Hamburg Costcenter

3200

I T I N E R A R Y

Trip destination Country02/22/2003 08:00 AM - Roige SA02/26/2002 03:00 PM Barcelona Spain


02/25/2003 11:30 AM


Meals


02/22/03 02/22/0312:00 AM 12:00 AM ES 21.00 1 21.00

02/23/03 02/25/0312:00 AM 12:00 AM ES 32.00 3 96.00

02/26/03 02/26/0312:00 AM 03:00 PM DE 12.00 1 12.00


Travel Costs

Date Ty. Amount Company Km/No. Reimburs.amount inEUR

02/22/03 Car Ml 0.30 50 15.00

02/25/03 Car Ml 0.30 80 24.00

02/26/03 Car Ml 0.30 100 30.00



(C) SAP AG AC270 59

Passenger 0.02 1 2.00




Trav.exp. CompDedDate RNo. Receipt VT Amount inEUR

02/22/03 006 Flight paid V0 Paid by IDES AG 500.0002/23/03 008 Telephone V0 7.2002/25/03 002 Parking fee V0 33.0002/25/03 003 Hotel V0 240.0002/25/03 003 Hotel 3ES

V0 19.20-

02/26/03 004 Hotel V1 40.0002/26/03 004 Hotel 1DE

V0 4.50-

02/26/03 005 Deduct. Lunch V0 2.55-




A D V A N C E

Advance Amount inEUR

02/20/2003 Cash office300.00

Total advance in EUR300.00

S E T T L E M E N T



Paid by company 500.00 Advance in EUR300.00-

Total costs in EUR 993.95 Repayment amount in EUR193.95



(C) SAP AG AC270 60







DNo Doc. Amount Curr. Date to Number Ctry

003 Hotel 240.00 EUR 02/22/03 02/25/03 3 ESDescription Hotel OlympiaLoc. Barcelona

004 Hotel 40.00 EUR 02/25/03 02/26/03 1 DEDescription Sun Hotel



(C) SAP AG AC270 61

3-7 Approving TripsIn the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travelexpenses → Periodic processing → Approve trip.

The Approval of Trips screen appears.

• Enter the personnel number in the Personnel no. field and start the program.A list of the trips to be approved appears.

• Position the cursor on the individual trips and first choose Calculate trip, and thenApprove trip.

• Exit the program.



(C) SAP AG AC270 1

SAP AG 2003

Settlement, Payment, and Posting of Trips

Contents:l Travel expenses

l Travel expense statement for the employee

l Payment of travel expenses

l Posting of travel expenses



(C) SAP AG AC270 2

SAP AG 2003

Settlement, Payment, and Posting of Trips:Objectives


l Settle travel expenses

l Use travel expense forms

l Use the different methods of travel expense datatransfer



(C) SAP AG AC270 3

SAP AG 2003






(C) SAP AG AC270 4

SAP AG 2003

Mass settlement viasettlement program

Settlement of anindividual trip viacursor selection

Data fromTravel

Expenses

PCL1

98020 Chris Miller

created02/08/XXXX Berlin02/17/XXXX London03/02/XXXX Tokyo

Chris MillerTrips Reason Status

Cust. ATrainingCust. X

Approved/to be settledApproved/to be settledApproved/to be settled

...

Travel Expenses

- Travel expense forms- Payment of travel expenses- Posting of travel expenses

n All trips with the status approved/to be settled are settled via the settlement program RPRTEC00.

n For test purposes, you can select individual trips and settle these using the dialog transactions. Theend of the trip may not fall into a future payroll period.

n On the basis of the trip data entered, the settlement program determines settlement results (especiallythe reimbursement amounts) for trips for specific payroll periods and stores them in the PCL1 file.The trips must end before the end date of the payroll period in order to be settled.

n At the present time, Travel Management supports country-specific regulations for the followingcountries:Germany Switzerland Japan France The NetherlandsAustria Belgium USA Denmark Great BritainNorway Spain SwedenCanada MexicoPortugal Finland

n If the status of the control record period in Payroll is New personnel control record or Exit payroll,the next higher control record period is used as payroll period.



(C) SAP AG AC270 5

SAP AG 2003

Status:Released for settlement:l Payrolll Master data changesl Travel expenses

Released for correction:l Master data changesl Travel expenses

l Payroll period = period of control record

Exit Payroll:l Master data changesl Travel expenses

l Payroll period = period of control record + 1

The Payroll Period of the PersonnelControl Record with Active Integration

n In any case (even if you have not activated integration with Payroll), the payroll period for travelexpense reports is determined as follows:

- If you do not enter a payroll period manually, the period from the control record in Payroll isused as the current period.

- If, however, the status of the control record period is New personnel control record or ExitPayroll, the next higher control record period is used as payroll period.

n If integration of Travel Management with Payroll has been activated via feature TRVPA, thefollowing applies:

- If the payroll period of the personnel control record is set to Released for payroll, travel expensesettlement for this period is not possible.

- If the payroll period is set to Released for correction, travel expense settlement for the period tobe corrected is possible. In this case, the Correction of settlement indicator is set in theSettlement status (0003) infotype.

- If the payroll period is set to Exit payroll, travel expense settlement can only be carried out forthe subsequent period.



(C) SAP AG AC270 6

SAP AG 2003

The trip is posted, reimbursed, taxed.

The trip is changed.

For-period = In-period = February

February March

First settlement of trip: 11.02.XXXX

January

Trip

- Taking a monthly period as an example

For-period = February

February March

Resettlement of the trip: 27.03.XXXXIn-period = March

January

Trip

For-Period and In-Period of the Inflow Principle

n For the inflow principle the for-period is the period in which the trip is settled the first time.

n The in-period is the period in which the trip is currently being settled.



(C) SAP AG AC270 7

SAP AG 2003

In-period = February

February March

First settlement of trip: 11.02.XXXX

The trip is posted, reimbursed, taxed.

The trip is changed.

For-period = January

February March

Resettlement of the trip: 27.03.XXXXIn-period = March

January

January

For-period = January

Trip

- Taking a monthly period as an example

Trip

For-Period and In-Period of the Origin Principle

n For the origin principle, the for-period is the period in which the end date of the trip falls.

n The in-period is the period in which the trip is currently being settled.

n This difference between for- and in-period is needed particularly for the integration of TravelManagement with Payroll. If a subsequent change is made to a trip, a correct retroactive accountingmust be made in the past to the for-period.



(C) SAP AG AC270 8

SAP AG 2003

Standardform

Summarizedform I

Summarizedform II

Detailed Condensed Condensed (landscape format)

Statement

Travel Expense Statement

Data fromTravel

Expenses

PCL1

Travel Expense Statement

n When you print out travel expense statements, you can choose between the standard form,summarized form 1, and summarized form 2.

n The standard form (RPRTEF00) represents a detailed travel expense statement per trip. This formlists the per diems for meals and accommodations and flat rates for travel costs by specific dates, andpresents an itemized statement about the settled receipts and an overview of cost assignments.

n Summarized form 1 (RPRTEF01), on the other hand, lists all trips that have been settled in thespecified payroll period. The print indicator is only set in the case of a domestic trip without mealsreceipts and without advances.

n For plausibility reasons, all other trips must be re-printed using the standard form. The standardform can be started via the checkbox in the selection screen of summarized form 1.

n Summarized form 2 (RPRTEF02) presents the same information as summarized form 1, but inlandscape format. It is also possible to print the number of miles/kms traveled, advances, andadditional amounts per trip. This program sets the print indicator for all trips.

n You can change the standard form in Customizing. Via user exits, you can both change the header ofthe Standard form and add a company-specific text at the end of all forms.



(C) SAP AG AC270 9

SAP AG 2003

FI FinancialAccounting

CO CostAccounting

Non-SAPsystems

HR Payroll

Non-SAPsystems

CombinationsDME

for creditinstitutions

Settlement of travel expenses

Generate results

TravelManagement

Payment of Travel Expenses

n You can forward the settlement results to Financial Accounting (FI), Payroll, or non-SAP systemsfor payment. Payment by means of data medium exchange is also possible.



(C) SAP AG AC270 10

SAP AG 2003

Organizational Forms of Payment

+ One program run forposting + payment

+ All vendor accountposting functionsavailable

+ Payment: anytime

- Vendor master recordsmust be defined

+ One program run forpayment + taxation

+ One payment procedure forall payments to employees

+ No vendor master recordsneeded

- Payment: only once per HRPayroll period

- Trip results are replicated ifa separate HR system isused

+ Payment: anytime

+ No vendor master recordsneeded

+ Payment in the paymentcurrency saved in infotypeBank Details

- Separate paymentprocedure for travelexpenses

- Manual overpayments

- Payment does notcomplete transactions forposting or taxation

... via DME... via Financial Accounting ... via Payroll Accounting



(C) SAP AG AC270 11

SAP AG 2003

Vendor: Chris MillerVendor number 4711Vendor 4711 correspondswith personnel no. 98020

Accounting

Train ticket XYZ

Total 116 EURVAT 16 EUR

Employee: Chris MillerPersonnel number 98020Trip 1000 hastrain ticket XYZ

This receipt is entered in the SAP system as a gross amount with the relevant input tax indicator V1:

Personnel no. 98020Trip number 1000

Train ticket 116 EURInput tax ind. V1

Travel Management

Trip expense account

100 EUR

Cust/Vend account 4711

116 EUR

Input tax account

16 EUR

Payment via FI Employee Customer/VendorAccount

n If the reimbursement amounts are to be paid through Financial Accounting, customer/vendoraccounts must be created for each employee. The program RPRAPA00 supports this procedure.

n After the travel expense results are transferred, the reimbursement amounts are paid by means of apayment run in FI.

n Using search help, you can access a specific employee customer/vendor account via the personnelnumber in the vendor master record. The employees' personnel numbers must be stored in the vendormaster record.



(C) SAP AG AC270 12

SAP AG 2003

FI

ACC-TV

Trip transfer documents

Transfer via BAPI(possibly via ALE)

Check oftrip transfer documents

FI/CO interface

FI documents CO documents SL documents

(prima nota)

...

Posting Travel Expenses in Accounting

Posting run

FM documents

n Using the posting run (RPRFIN00), you can transfer the travel expenses results to directlyAccounting. Alternatively, you can use the Manage posting run (PRRW) transaction.

n The data to be transferred (such as the payment amounts) is converted to trip transfer documentsduring the posting run. After a possible check you can post these to Accounting immediately. Werecommend that you always carry out this check at the beginning of the production phasebefore posting each posting run.

n During the posting run, you can create trip transfer documents for each individual travel expensereceipt from a trip, as well as an additional document for all per diems/flat rates. This enables you totrack one posting in Financial Accounting at the level of the travel expense receipts, and also allowsyou to split invoices. It simplifies all other processing steps.

n The trip transfer documents can also be posted to an external accounting system. An ALE scenariohas been prepared to deal with this.

n In the travel manager and the travel expense manager, you can choose Extras --> Payment Historyat any time to see when the FI payment runs took place for the respective travel expense settlements.The payment status is also displayed here, in the travel overview. You define the important settingsin the Implementation Guide (IMG) under Financial Accounting --> Travel Management --> TravelExpenses --> Transfer to Accounting --> Determine the FI Clearing Date.



(C) SAP AG AC270 13

SAP AG 2003

Travel Management HR Payroll

98020 Chris Miller

Travel expenses98020 Chris Miller

Personal

Payrollpayment

Payment via HR Payroll

n If your company reimburses travel expenses via Payroll, all travel expenses are importedautomatically to Payroll as wage types during payroll runs (RPCACxO, sub-schema xREI).

n Make certain that all travel expense wage types can be processed there.



(C) SAP AG AC270 14

SAP AG 2003

PCL1

ACC-TV

HR

Remunerationstatement ...Trip expenses 50.00 EUR ...

HR Payroll

Transfer via BAPI(possibly via ALE)

Integration of Travel Management and HR Payroll

Travel Expensessettlementprogram

Integration and checkActive?

Control recordperiod?

Retroactiveaccounting?

n The travel expense settlement program RPRTEC00 saves the settlement results to the PCL1 file.

n If integration to Payroll has been activated (feature TRVPA):

- The travel expense settlement program may only be started if the status of the control record ofpayroll (transaction Payroll control record) is set to Released for payroll or Exit payroll.

- A correction indicator or retroactive accounting date is set in the Settlement status infotype(0003). Payroll retroactive accounting in prior periods is triggered by the inflow principle aftersubsequent changes to the travel expenses. In the case of the origin principle creating a trip thatoccurred in a prior period, this action triggers retroactive accounting.

n The Payroll program performs the required retroactive accounting runs, depending on the status ofthe control record. It imports the travel expense settlement results from the PCL1 database and printsthem in the remuneration statement.

n The travel expense settlement results can also be transferred via ALE to a separate Payroll system.Use program RPRPAY00 for this.



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RFFOxx_yTransfer printer program

RPRDTAx0Data medium exchange report

Temporary datasettables REGUH/P

Payment via Data Medium Exchange

x = HR country versionxx = Country versiony = Payment method

Data medium exchange for credit institution

Data fromTravel

Expenses

PCL1

n If you carry out payment by data medium exchange (DME), the Addresses (0006) and Bank Details(0009) infotypes are required in HR mini master data. In this case, you must post the paymentamount (total of all trips) to the system manually (one posting document). You can find moreinformation in SAP Note 90320.

n Possible payment methods:

U = Domestic transfer, postal check, bank direct debit, and bank collection formsS = Check forms

n The program RPRDTJOB (model report for Germany) serves as an example for how reportsRPRDTAD0, RFFOD__U, and RFFOD__S can be started in one job. It can, of course, be modifiedto fill the same purpose for other country versions.



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Travel Management/Funds Management Integration

Travel requestprior to trip

Settlementof travelexpenses

Approvalof travelrequest

• Statisticalcommitment in FM

• No availability control

•Commitment in FM

•Availabilitycontrol

Save +approve travelexpensereport

•Commitment in FM

•Availability control

Postingin FI

•Actual commitment in FM

n When the applicant saves the travel request (PR05), the commitment is updated statistically.

n The commitment is updated when the travel request is approved (PR05).

n The commitment is also updated when travel expenses are entered after the trip, and when the travelexpenses are approved.

n When the travel expenses are posted in Financial Accounting, the actual commitment takes place inFunds Management.

n Advances are not updated in Funds Management.

n Travel expenses commitments are not created if the Travel Calender transaction is used.

n The travel expenses commitment is updated in Funds Management with value type 52. Thisapproach enables business trip commitments to be identified separately in the information system.

n An individual tolerance group (tolerance group 70) can be assigned for the active availability control.



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Settlement, Payment, and Posting of Trips: Review

l Settle travel expenses

l Use travel expense forms

l Use the different methods of travel expense data transfer



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Settlement, Payment and Posting of Trips Exercises

Unit: Settlement, Payment and Posting of TripsTopic: Settlement, Statement and Posting of Trips

At the conclusion of these exercises, you will be able to:

• Settle trips for your colleagues, print the travel expensestatement using forms and post the trips to be settled.

1-1 Settlement of Travel ExpensesEnsure that all trips have the trip status Trip approved, to be settled. Start the Settlementof Trip Data program for Ms. Chris Miller (personnel number 980xx) for payroll areaD2 and the current period.

1-1-1 Statement of Travel ExpensesPrint the travel expense statement using the Standard travel expense formprogram, payroll area D2 and the current period.

Note:If you are to use a different payroll area, your instructor will tell you which oneto use.

1-2 Posting of Travel ExpensesPost the travel expenses for Ms. Chris Miller (personnel number 980xx). Only post thetrip for exercise 3-2 (to B town). Use the Trip number parameter.



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Settlement, Payment and Posting of Trips Solutions

Unit: Settlement, Payment, and Posting of TripsTopic: Settlement, Statement, and Posting of Trips

41-1 Settlement of Travel ExpensesIn the SAP menu, choose Accounting à Financial Accounting à TravelManagement à Travel expenses à Periodic processing à Settle trips.

The Settlement of Trip Data screen appears.

• In the Payroll area field, enter D2 (German settlement) and select Current period.

• Enter the personnel number in the Personnel number field and start the program.The settlement statistics are displayed.


41-1-1 Standard Travel Expense Form (Travel Expense Statement)In the SAP menu, choose Accounting à Financial Accounting à TravelManagement à Travel expenses à Periodic processing à Print forms àStandard form (or summarized form 1 or 2).

RPRTEF00 (or the Summarized Form 1 [or 2] for Travel Expenses screen) appears.


• Enter the personnel number in the selection field Personnel number and start the program.

The standard form is displayed.




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41-2 Posting of Travel ExpensesIn the SAP menu, choose Accounting à Financial Accounting à Travel Management àTravel expenses à Periodic processing à Transfer to Accounting à Create posting run.

The Create Posting Run screen appears.


• In the Personnel number selection field enter the personnel number and in the Trip number fieldenter the trip number from exercise 2 (B town).

• Do not change any other selection parameters. Start the program A posting run with postabletrips is created. Choose Expand all.

• Your trip was successfully included in the posting run.

• Exit this activity.

In the SAP menu, choose Accounting à Financial Accounting à Travel Managementà Travel expenses à Periodic processingà Transfer to Accounting à Manageposting runs.

The Posting Run Management screen appears.

• Position the cursor on the posting run you created (but not in the Run column).

• Choose the Check function.

The Post/Check Trip Transfer Documents screen appears.

• Return to the Posting Run Management screen.

• Position the cursor on the posting run you created once again (but not in the Run column).

• Choose the Post function.

• In the dialog box that appears, choose Post immed., and the posting run is posted in Accountingsuccessfully.

• Return to the Posting Run Management screen.

• Now position the cursor in the Run column for the posting run you created to call the TripTransfer Documents selection screen.

The Trip Transfer Documents selection screen appears.

• Select an accounting document.

• Choose FI/CO documents.

• In the dialog box that appears, choose Accounting document.The Document Overview in Accounting for the trip you created in this posting runappears



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l Supported credit card processes:n Corporate card – Settlement with employee account

n Corporate card – Settlement with company account

n Central travel center card

l Customizing

l Importing and Assigning Credit Card Data

Contents:

Credit Card Clearing



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l Explain and use the possible credit card processes

At the conclusion of this unit, you will be able to

Credit Card Clearing: Objectives



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l Flight/train tickets ordered through SAP TravelPlanning or the travel agent are automatically paid bya central travel center card for each business area.

l Each employee also has a personal corporate card,which is charged to his or her personal account. Theyuse this card to pay for hotels, rental cars, and allother business expenses during a business trip.

l The invoice files from the credit card company forboth credit card types can be imported into the SAPsystem for direct assignment to specific trips.

Credit Card Clearing: Business Scenario



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98020 Chris Miller

002 HOTL ... 100.00 EUR . . .Exp.descript. Amount Currency Date Text

Receipts

Selection of Credit Card Documents

Accom/ Hotel 100.00 EUR 03/08/XXXX Hotel

Entertainment 175.00 EUR 03/07/XXXX Entert

Flight 650.00 EUR 03/06/XXXX Flight

Credit Card Clearing in Dialog

Da GianniTaxiInvoice

Accommodationwith breakfast100.00 EUR

Hotel Golden StagInvoice

Import

n Credit card clearing simplifies recording of receipts considerably and can be used for all entry typesexcept fast entry.

n You can use both corporate credit cards with personal or company liability, and travel center cards(ghost cards/lodged cards).

n Once a receipt has been paid from credit card clearing, the amount, exchange rate, and currency canno longer be changed.

n The following requirements must be fulfilled before credit card clearing can be utilized:

ü You can only use credit cards whose issuers support the SAP data record or for which SAPprovides the appropriate conversion programs. Most widespread credit card companies supportthis standard.

ü You can define the clearing keys of the credit card companies yourself in Customizing, even fornon-certified issuers.

ü The employees' local currencies must correspond with the accounting currencies used for theircredit cards.

n For certified credit card companies, see http://www.sap.com à Partners à Partner Search à SAPPartners Home à Software Partners à Software Partner Directory à Search By Software,Category: Travel Expense Management.

n For information on the standard interface, see http://www.sap.com/partners/software/integration-opportunities/interface-certification/financials/fi-tmc.asp


http://www.sap.com

http://www.sap.com/partners/software/integration


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n Also see the corresponding documentation in the SAP Library under SAP R/3 Enterprise ApplicationComponents à Financials à Financial Accounting à Travel Management à Travel Expenses àCredit Card Clearing.



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Corporate Card – Settlement with EmployeeAccount

2

Retailer /service provider

Accounting

TravelerApproving manager

Employee pays bycredit card

• Credit card fileis imported intoSAP TravelManagement

• Traveler receivesdocuments indocument buffer

• Credit cardcompany sendsinvoice to traveler

Payment totraveler

Payment to creditcard company

8

1

7a

Cost control

5

Posting

6

Company with SAP Travel Management

4Travel

Expensestatement

Credit card issuer

3

Split payment possible:Payment of business

expenses direct tocredit card company

7b

Retailer /service

providercharges creditcard company

n All travel expenses are charged directly to the traveler's personal corporate card, which is settledwith his or her personal account (individual billing). A comparison check between travel expensesand the travel agent's collective settlement is not necessary in this model. The traveler inserts theimported credit card receipts during travel expense entry, or deletes them if the correspondingexpenses were of a personal nature. In this scenario, deleted receipts are removed from the database,which protects the traveler's privacy.

n In FI, the costs are posted directly to the employee's vendor account (default setting).

n All the data imported during credit card clearing is available for MIS reporting, just like all othertravel expense information.

n If you code the service provider and the symbolic account assignment properly, your company canpost certain travel expenses directly to a credit card company vendor account (split payment) withouthaving to reimburse the employee for these costs in an interim step. In the process, the credit cardnumber to identify the traveler is passed on to the credit card company vendor account.



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Corporate Card – Settlement with CompanyAccount

2

Retailer /service provider


Employee pays bycredit card

• Company receivescredit card file

• Credit card fileis imported intoSAP TravelManagement

• Traveler receivesdocuments indocument buffer

• Travelerreceivesaccountstatement

Company collectsprivate share from

traveler(à Receipt

Wizard)Company pays allexpenses to credit

card company

8

1

7 Cost control

5

Invoiceverification and

posting

6


4Travel

Expensestatement

3a

Credit card companysends invoice tocompany

3b

Retailer /service

providercharges creditcard company

AccountingCredit card issuer

n In this credit card model, a company account at the credit card company is charged (central billing),even if the card was issued in the traveler's name. All expense types that are imported through thiscard must be keyed as "paid by company" and not for reimbursement. If personal receipts or sharesof receipts are involved, the employee can use the Receipt Wizard to mark them as personalexpenses. The company is repaid for these personal expenses automatically through the traveler'spayroll accounting department or through a reduction of the reimbursed amount.

n In FI, the costs are posted directly to the credit card company's vendor account.



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Central Travel Center Card (Ghost/Lodged Card)

2

Travel agent


Ticket issued

• Company receivescredit card file

• Traveler receivesdocuments indocumentbuffer

Company receivesinvoice

7

1

Cost control

5

Invoice verificationand posting

6


4Travel

Expensestatement

3a

Payment to credit cardcompany

3b

Airline chargescredit card

company

AccountingCredit card issuer

n You use this model if your travel agency uses a central travel center card (lodged card/ghostcard/BTA card) to bill for certain travel services (primarily flights and train tickets). For these travelservices, your company receives the bill and accepts full liability. This process variant can becombined with the models for personal cards.

n In addition to the general requirements for credit card clearing, you also have to consider thefollowing:



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Credit Card Clearing: Customizing

Trip Provision Variant

CAR.RENTALFLIGHT....MEALS........

Rental carFlight paidLunch...

Amt can be changed, not exp. typeCannot be changedCan be changed to expense typeLunch, Breakfast,Dinner

Service provider?Other procedure?

Credit card company XY transaction keys

SAP Travel Management

RCAR AIRPMEAL

n You have to configure the following system settings:

ü Activate characteristic value CCC for characteristic TRVPA. When you activate this value, youcan also configure the modifiability of imported receipts that were paid for the company (such asthe expense type, amount, currency, and so on).

ü Define the active credit card companies in IMG for Travel Management under Travel Expenses àMaster Data à Credit Card Clearing à Define Credit Card Company.

ü In IMG for Travel Management, under Travel Expenses à Master Data à Credit Card Clearingà Define Assignment Table for Credit Card Clearing, define:

- Which credit card company transaction keys will generate which SAP travel expense types

- How the system will further process credit card transactions

- How to control the account assignment for credit card transactions (you can use the serviceprovider to split the account assignment, and thus the payment)

ü The employee's credit card number and the validity date for using a corporate card must be definedin the Communication (0105) infotype, subtype 0011. This is not necessary if travel center cardsare used.



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Manual deletion Documentbuffer

(TC cluster)

Trip 201004

Trip 001034

Trip 021034

Trip 001034

Automatic Manual

R/3 Travel Management

Credit card clearing

Importing and Assigning Credit Card Data

R/3 Travel ManagementTrip facts entry

Manual assignment

Data transfer

Delete from document buffer

Not for receipts"paid by company"

Credit card

transactions

n You use report RPRCCC00 to import the billing data from the credit card company (TravelManagement à Travel Expenses à Tools à Credit Card Clearing à Import Credit Card File). Youdefine the assignment using the employee's name, personnel number and credit card number. Duringthe import, you can decide whether you want to automatically insert the receipts in the traveler'sexisting travel expense reports or whether the traveler (or the person who entered the traveler'sdocuments) can insert them manually from the document buffer.

n You can create your own test file with report RPRCCC_CREATE_TESTFILE. The file containsautomatically generated receipts for the specified personnel number.

n Other menu items for credit card clearing include:

ü Overview of credit card bills: Shows the billing data saved in the CA cluster

ü Display receipts per personnel number: Displays the content of the entire TA cluster in PCL1(document buffer for credit card data) for each employee

ü Display credit card receipts: Lets you evaluate credit card data in Travel Management byorganizational area or employee

ü Process incorrect transactions: Lets you correct items that caused errors during the import of abilling file

ü Generate file with corrected transactions: Lets you generate a new credit card file with correcteditems, which you can then import into the SAP system

n Be sure to read the report documentation for these functions.

n If you want the credit card transactions to be assigned to trips automatically, be sure that you definethe correct Further Processing for each travel expense type in IMG activity Define Assignment Table



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for Credit Card Clearing. During the automatic assignment to a travel expense settlement, anyreceipts that you added manually with additional receipt information as required fields are not addedas receipts, but are instead added to the document buffer.



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l Explain and use the possible credit card processes

You are now able to

Credit Card Clearing: Summary



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l Functions in the application

l Two-way synchronization with the SAP Mobile Engine

l Installation notes

Contents:

Mobile Travel Expenses for Laptops



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l Enter travel expenses offline in Mobile TravelExpenses

At the conclusion of this unit, you will be able to

Mobile Travel Expenses for Laptops: Objectives



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l Many field employees at your company only rarelyhave the chance to log on to the central network.Therefore, they want to enter expense receipts andother trip data in an offline application – while theyare on the road – and synchronize them with the SAPsystem later.

Mobile Travel Expenses: Business Scenario



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Mobile Travel Expenses: Course Objectives

l Install Mobile Travel Expenses and use theapplication

At the conclusion of this topic, you will be ableto:



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Mobile Time & Travel: Overview

l Mobile Time & Travel connects the Employee Self-Service solutions:n Entering working times (CATS)

n Entering travel expenses and entertainment receipts

...as an offline application – for example, for use on a laptop

l Benefits to the employeen Near-time recording of travel expenses and activities

n Effective use of time in transit

n User-friendly interface

l Benefits to the companyn Travel guidelines are observed

n Fewer processes on paper

n Near-time information, such as project costs

n Faster billing (cash flow)

n For your field personnel, who are often on the road and render services for a large number ofcustomers, the accurate entry of hours worked and travel expenses incurred is essential.

n This data is involved in a variety of follow-on processes, such as invoicing, and therefore has to betransferred to SAP R/3 as quickly and accurately as possible. Not surprisingly, many SAP customersrequested an offline solution for the Employee Self-Service applications CATS (cross-applicationtime sheet) and travel expense manager, a solution with the same functions and ease-of-use forentering and correcting data available in the online versions of these applications.

n Mobile Travel Expenses for Laptops lets your employees enter their travel expenses just as easily asthe travel expense manager in SAP R/3. The latest information on this application is available in theSAP Service Marketplace under http://service.sap.com/tm-mobile.

n CATS notebook is another highly functional cross-application time sheet that enables you to enterand correct your working times without requiring a connection to SAP R/3. For more information onthe application interfaces for the cross-application time sheet, visit the SAP Service Marketplaceunder http://service.sap.com/hrtime à CATS à Media Center à Application Interfaces for CATS.

n You can use CATS notebook and Mobile Travel Expenses for Laptops separately or together.


http://service.sap.com/tm-mobile

http://service.sap.com/hrtime


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Mobile Travel Expenses for Laptops: User Interface

lMultilinguallCustomizing-based

checks

Functions:l Trips: create,

change, copy,delete, ...lReceipts: create,

delete, attach totrips, ...lSynchronizelStatus management

n Mobile Travel Expenses for Laptops has a similar layout to the travel expense manager (PR05) inSAP R/3. All input fields and the application interface are dependent on the Customizing of SAPTravel Management in the online application.

n Users can enter new trips together with the corresponding receipts, or enter individual receipts andassign them to a trip later.

n Users enter their travel expenses as usual in Mobile Travel Expenses for Laptops: all travel expensetypes are available, along with full currency conversion, additional information for selected travelexpense types, options for selecting various per diems/flat rates, and much more.

n Dialog control and input values from Customizing for the respective country version are availableoffline as defined in the settings of the underlying R/3 system. The application is available in alllanguages that have been installed in the corresponding R/3 system.

n Users decide individually which trips and receipts will be synchronized during the next connectionwith the R/3 system. After synchronization, the trips and the documents each have their own status,such as New, Sent to R/3, or Open (in case of error messages). The status is displayed using color-coded symbols.

n Users who are connected online to SAP R/3 can display their settlement results. These results arethen available offline for further settlement simulations.



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Special Functions in Mobile Travel for Laptops

Synchronizationstatus

• Receipt entry withouttrip

• Start synchronization• Save data offline as file• Summary of

synchronization errors

• Trip: create, copy, display,delete

• Remove trip from displaylist

• Undo changes• Display results• Filter• Set synchronization flag

n Initial screen: overview of trips with status information

n Create new trips and change them (not synchronized yet)

n Create individual receipts for later assignment to trips

n Change trips that have already been synchronized with SAP R/3

n Set trips to On Hold for later expansion

n Copy or delete trips (if not yet synchronized, for example)

n Status management (draft, complete, approved, paid, and so on)

n Personalized filters (cost allocation, expense types, and so on)

n Offline checks, such as:

ü Mandatory fields, overlapping trips, and so on

ü Maximum amount per expense type

ü Additional information per expense type

n Travel expense settlement can be printed from the browser

n Simulation of results possible when user is connected online with the R/3 system (simulated tripsettlements are saved locally for later use offline)

n The employee profile defined in Customizing (data input and authorization concept) determines thelayout and process flows in the application

n Country-specific settings identical to those supported in Customizing



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Technical Basics

User interface:

l Standard Web browser (Internet Explorer 5.5)

Synchronization:

l Via SAP Mobile Engine with CATS and travel expenses

Technology:

l Java Development Kit 1.3 can be used for user exits

n The offline solutions CATS notebook and Mobile Travel Expenses for Laptops employ the standardSAP technology for synchronizing mobile devices with SAP R/3: the SAP Mobile Engine. Thesolutions are components of SAP R/3 Enterprise. Mobile Travel Expenses for Laptops is available asa plug-in for SAP R/3 4.6C (SAP R/3 Plug-In Release 2002.1). For more information on plug-inreleases, visit the SAP Service Marketplace at http://service.sap.com/R3-plug-in.To download and install the Mobile Engine, see http://service.sap.com/installations à SAP MobileEngine. Be sure to use the latest build of Mobile Engine 1.0 (see also SAP Note 534223).

n Technical documentation is shipped in the SAP Library with SAP R/3 Enterprise, as part of theTravel Management documentation. End-user documentation is available offline directly through theHelp function.

n Customer-specific requirements that cannot be modeled in Customizing can be implemented throughSAP user exits and Java interfaces, both in SAP R/3 (ABAP, such as extended value help) and theoffline application (Java, such as customer-specific data verification). More information and samplesource texts are available in the technical documentation.


http://service.sap.com/R3-plug-in

http://service.sap.com/installations


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Installation Notes

Front-end installation:

l Web browser, Mobile Engine, JRE

SAP Front-end installation:

l Automatic download of deployed applications during firstsynchronization

R/3 configuration:

l R/3 travel expenses must be configured and ready to use

n To use CATS notebook and/or Mobile Travel Expenses for Laptops, you must install the followingadditional software packages on the laptop:

ü Microsoft Internet Explorer 5.5

ü Java Runtime Environment (JRE) 1.3.1

ü SAP Mobile Engine 1.0

n The application files from the SAP applications are automatically loaded from SAP R/3 to the user'slaptop during the first synchronization with the SAP Mobile Engine. To do so, a systemadministrator has to enter the applications to be used (CATS, travel expenses, and so on) intransaction SMOMO (Mobile Engine Configuration).

n The Mobile Travel Expenses for Laptops application is based on the field control of batchinput transaction PR01. You have to consider this when Customizing IMG activity Schemaand Individual Field Control (please note: PR01 is a technical transaction that has beenreplaced by transactions PR05 and TRIP for entry within SAP R/3).

n You define the other settings for the application in the IMG for Travel Management underTravel Expenses à Employee Self Services in Travel Management à Offline TravelExpenses.



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Two-Way Synchronization with the SAP MobileEngine

SAP R/3 Mobile Travelfor Laptops

During each synchronization

n Documentationn Customizingn Master data

n New tripsn New receiptsn Changed trips

If necessary(time stamp in SAP R/3)

First synchronization:installation (role-specific)

n Value helpn Error messagesn Changes to

contentn Status changes

n The SAP Mobile Engine supports the installation of the application, as well as patches, updates, andcustomer implementations of the user exits.

n A three-layer synchronization concept ensures that:

§ The application is installed

§ Customizing and master data entries/changes are downloaded

§ Transaction data is exchanged

n When changes are made to Customizing, master data (the employee's name, for instance), orcustomer documentation, the administrator can set a time stamp in SAP R/3 that will cause thesechanges to be loaded to the notebooks during the next synchronization (see IMG activityCustomizing - Synchronization for Offline Travel Expenses).

n Transaction data from SAP R/3 is downloaded during every synchronization. This data includesvalue help, error messages from online checks, the settlement and approval status, and trips enteredor changed in SAP R/3.

n The two-way synchronization enables the following features:

ü Error correction possible in both SAP R/3 and offline

ü The download of Customizing changes can be triggered in SAP R/3

ü The download of customer-specific data (such as data required for customer-specific checks)

ü Personal value lists (standard or customer-specific)



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l Explain the functions in the application, enter travelexpenses offline, and synchronize them with thelinked R/3 system

You are now able to

Mobile Travel Expenses for Laptops:Review



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l The connection between trip facts and travel privileges

l The changes in per diems for meals/accommodations

l The enterprise-specific trip type

Contents:

Per Diems/Flat Rates (General)



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l Explain the meaning and use of per diem changesand enterprise-specific trip types


Per Diems/Flat Rates (General): Objectives



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Country: France

Region:Paris

Reimburs.groupTravel costs: blank

Travelprivileges

Leg of trip100 km

0.30 EUR

Trip facts

41 EUR52 EUR

Meals:Accommod.:

Reimburs.groupM/A-statutory: blank

Reimburs.groupM/A-enterprise: blank

50 EUR82 EUR

Meals:Accommod.:

Per Diems: Connection Between Trip Facts andTravel Privileges

n The calculation of per diems/flat rates is dependent on several factors.

n The per diems are defined in Customizing based on specific factors, such as trip type, destination,and trip duration. Different legal per diems and company-specific rates can be defined here.

n Other parameters that influence the calculation of the flat rates for a specific trip settlement comefrom the specific employee and are saved in the Travel Privileges infotype (0017). Travel Privilegescontrols, among other things, the reimbursement amounts that the accounting program uses and thekinds of receipts that can be recorded for an employee.

n The above figure illustrates the influences that the reimbursement groups for meals/accommodationand the reimbursement group for travel costs have on determining the per diems for a trip to Paris.



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tTax free

Company pays

50.00

50.00

4/01/XXXX

Meals, USA

50.00

50.00

tTax free

Company pays

113.00

113.00

4/01/XXXX

Accommodations, USA

113.00

113.00

Changes in Per Diems for Meals / Accommodations

n The following information is dependent on the legal regulations in each country.

n In the IMG activities Reimbursement amounts for accommodations and Reimbursement amounts formeals, you can store for exact dates:

- Tax free amount

- Enterprise-specific reimbursement amount

n In the Implementation Guide (Travel Expense Control [Expert view], line Meals settlement orAccommod. settlem., Position 2) you define whether you want to settle the trip according to exactdates or according to the conditions valid for the beginning or the end of the trip.

n If the enterprise-specific per diem is higher than the tax-free per diem, the difference between theenterprise-specific rate and the tax-free rate must be transferred to Payroll as an additional amountfor taxation.

n If the enterprise-specific per diem is lower and thus tax-free, the employee can claim the differenceas income-related expenses. You can print these differences at the end of the year in the income-related expenses statement (Information system -> Diverse Trip Reports or report RPRTEF10) andforward to the employees.



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Enterprise-Specific Trip Type (ETT)Example: Trips Between Plants

Travel costsTravel costs ETT ETT blankblank ETTETT P P

Tax freeTax free 00.30.30 00.30.30

Company paysCompany pays 00.30.30 00.10.10

MealsMeals ETT ETT blankblank ETTETT P PAustriaAustriaTax freeTax free 35.0035.00 35.35.0000

Company paysCompany pays 35.35.0000 25.25.0000

AccommodationAccommodation ETT ETT blankblank ETTETT P PAustriaAustriaTax freeTax free 67.67.0000 67. 67.0000

Company paysCompany pays 67. 67.0000 60. 60.0000

n Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-specific trip type (ETT).

n If your company uses, for example, different reimbursement rates for travel costs, accommodations,and meals for standard trips than it does for trips between plants, the relevant enterprise-specific triptype can be specified during the entry of a trip in the PD/FR reimbursement data area.

n In the above figure, ETT blank represents a standard trip and ETT P a trip between plants.

n In the views for travel costs flat rates and meals/accommodations per diems, you can store thefollowing for exact dates and according to enterprise-specific trip type:

- Tax free amount

- Amount reimbursed by your company

n If you specify trips according to trip activities, this also can be stored in the PD/FR reimbursementdata area.



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l Explain the meaning and use of per diem changesand enterprise-specific trip types


Per Diems/Flat Rates (General): Review



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Optical Archiving

Contents:

l Late archiving

l Early archiving

l Archiving with barcode



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l Describe the entry types for optical archiving

l Assign original (facsimile) documents to a trip and display them

Optical Archiving: Objectives




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Structure of Optical Archiving

Archive systemTravel

Managementapplication

ArchiveLink

SAP R/3

n Optical archiving makes it possible for you to store facsimiles of original documents (such as travelrequests, posting confirmations, hotel receipts, and so on) per employee for individual trips. Theexpenses department can then deal with the documents for a trip efficiently and have quick and easyaccess to the facsimiles.

n The actual original receipts, which have been submitted in paper form, are imported to the systemusing an external scanner program. The scanner program, in turn, communicates with SAPArchiveLink.

n The individual facsimiles are directly linked with a trip and an employee (trip and personnelnumber). The link is connected by means of document types.



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Scanning departmentExpenses departmentor employee

Link

Link

Scanning departmentTripdocumentsTrip

documentsTripdocuments

TripdocumentsTrip

documents

Early archiving

Late archiving

TripdocumentsTrip

data

Expenses department

Tripdata

Entry Types: Optical Archiving

n Late archiving is appropriate if you or your employee have already entered an SAP document(travel request or trip) for which the employee will later submit original documentation.

n Early archiving is appropriate if you or your employee have not yet entered any other SAPdocuments for a trip (for example, if an employee takes a trip, submits his original documents to thecentral scanning department after returning from his trip, and then forwards his trip data to theexpenses department).

n The following entry types are available for setting up the link (trip/original document):

- Late archiving with direct assignment to trip or with assignment to trip via bar code

- Early archiving without bar code, with triggering of workflow to travel expenses



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Document Assignment via Bar Code

Travel expense settlement

Bar code1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Link

Archive key

Assign facsimilesAssign facsimiles

Expense receipts

Exp. receipt 001 Taxi on 02/03/XXXX

Amount Euro

Input tax

20.00

n You can assign facsimiles to a specific employee trip by means of bar codes.

n In the case of late archiving, the employee submits his bar-coded documents either to a centralscanning department or to the expenses department. There, they are assigned in a travel expensesdialog to SAP documents (travel request or trip) by the person responsible. After a document type ischosen, the bar code ID of the document is entered in the trip and the bar-coded original is scanned.

n In the case of early archiving, the employee hands in his documents to the central scanningdepartment, where they are given bar codes and scanned. Since the trip does not yet exist, directassignment cannot take place. The scanned documents are placed in a pool for documents with openbar codes. The assignment is carried out when the trip is entered and the bar code ID is entered.

n SAP recommends archiving with bar codes, since this assignment procedure entails the leastorganizational effort.



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Expenses departmentExpenses department

Archiveviewer

R/3 Trip data entry


Scanning centerScanning center

Scandialog

R/3 Early optical

archiving

Scanning centerScanning center

Scandialog

R/3 Early optical

archiving

Expenses departmentExpenses department

Archiveviewer

R/3 Trip data entry


Workflow

Document Assignment via Workflow

n This optical archiving procedure is especially helpful when you are entering travel requests.

n An employee's approved travel request is scanned in the central scanning department and assigned toa document type. At the same time that the travel request is initially scanned, a workflow isautomatically started, which informs the person responsible in the expenses department that a trip isexpected.

n The person responsible in the expenses department processes the workflow. The scanned facsimiledocument is displayed and, simultaneously, the entry type, which was assigned to the workflow inCustomizing, is offered. In this entry dialog, the travel request is entered on the basis of the data inthe facsimile, and the document is assigned to the trip via Assign facsimiles.

n For more information about optical archiving, see documentation.



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l Describe the entry types for optical archiving

l Assign original (facsimile) documents to a trip and display them

Optical Archiving: Review




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l The Implementation Guide

l Trip number ranges

l Trip provision variants

l Control parameters from the travel privileges

l Control parameters from trip facts

l Travel expense types

l Contact persons

Contents:

Number Ranges and Master Data for TravelManagement



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l Distinguish between internal and externalnumber ranges

l Maintain the master data elements for TravelManagement, for example, the trip provisionvariants and travel expense types, which areset up via the Implementation Guide


Number Ranges and Master Data forTravel Management: Objectives



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l Course Overviewl Overviewl Entry and Approval of Travel Expensesl Settlement, Payment, and Posting of Tripsl Credit Card Clearingl Mobile Travel Expenses for Laptopsl Per Diems/Flat Rates (General)l Optical Archivingl Number Ranges and Master Data

for Travel Managementl Reimbursements: Mileagel Per Diems/Flat Rates (Customizing)l Dialog and Settlement Controll Form Structurel Settings for Interfacesl Authorization Management and Rolesl Reportingl HR Master Data (Mini Master)l Appendix




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TRVTRV

HRHR

COCO

......

MMMM

FIFI

SAP Reference IMG

SDSD

The Implementation Guide (IMG)

Project IMG Views:

•Settings in Travel Management environment•Travel Expenses•Travel Planning

n The installation of new application components is supported by the SAP Reference IMG or theproject IMG. The IMG (implementation guide) is used to carry out individual customizing activities.

n Customizing is the procedure with which you can

- Introduce an SAP module in your company quickly, reliably, and economically

- Adapt the standard version to your company's specific business-related requirements

- Document and manage the implementation and adaptation phases for project control using apractical tool

n Customizing activities can be performed directly from the IMG. Documentation on each activity isalso available in the IMG.

n In addition, you have functions for project management and project documentation at your disposal.

n When you introduce Travel Management, activate the Travel Management application component inyour project IMG. The necessary environment is generated automatically.



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Trip Number Ranges

Master Data

Trip Provision Variant

Control Parameters from Travel Privileges

Control Parameters from Trip Facts

Travel Expense Types

Initial Screen of Customizing for Travel Expenses

n In this section of the IMG, you determine the values that are valid in your company for the TravelManagement area.

n The data entered here controls which values are valid when the Travel Privileges (0017) infotype iscreated and trips are entered.



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Personnel area 1300

Number range:Number range: 0101 Internal number assignmentInternal number assignment

Trip 2Trip 2

Trip 3Trip 3

Trip 8Trip 8

Trip 1Trip 1

Trip 6Trip 6Trip 4Trip 4

Trip 5Trip 5

Trip 7Trip 7

Trip 9Trip 9

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 4Trip 4

Number range:Number range: 0202 External number assignmentExternal number assignment

PersNo.PersNo. 4711 4711




Trip 1Trip 1

Trip 2Trip 2



Trip Number Ranges

n Every trip entered is stored in the system under a trip number.

n You can choose between internal (number range 01) or external (number range 02) numberassignment. We recommend using internal trip number assignment only.

n In the case of internal number assignment, the system assigns trip numbers. You have to set up therelevant number range for each personnel area under number range 01. Make certain that theintervals for the individual personnel areas do not overlap.

n In the case of external number assignment, the person who enters the trip data assigns the tripnumbers. By specifying the number range interval allowed for each personnel area, you can makesure that only numbers that are allowed can be assigned for the respective personnel area.

n By means of a user exit in Include MP56TFEX, you can specify, for the employees, the numberrange intervals for internal number assignment according to your own criteria. For example, insteadof the employee's personnel area, the company code in HR master data can be used to determine thenumber range interval.



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Trip provision

variant01

Customizing

Specifies work area

Feature TRVCTTRVCT (Travel Control) for travel expenses

MOLGA Country grouping

Germany

01

Switzerland02

USA10

01 German settlement

Trip Provision Variant: Definition

Trip provision variant(per country and settlement rule)

Austrian collect.agreemnt. . .03

10 U.S. settlement

German settlementSwiss settlement

0102

n Each country determines its own settlement rules and tax free amounts for travel expenses on thebasis of its tax legislation.

n To ensure that your expense department has the correct settlement rules for the respective countries,you need to define a trip provision variant for each country and settlement rule, and assign it to theappropriate organizational area in feature TRVCT.

n Since the trip provision variant is also an integral part of each view, these views are subdivided intodifferent settlement-specific sections and can be accessed directly by the settlement program(controlled via feature TRVCT).

n We recommend that you define a specific trip provision variant for each settlement rule that acountry specifies in its tax laws. You can define further trip provision variants within a country ifyou wish.

n In the standard version, there are three trip provision variants for the U.S. and one each for Japan,Germany, Austria, Switzerland, Belgium, the Netherlands, Spain, Denmark, Great Britain, Norway,France, Sweden, Canada, and Mexico.

n You can manually delete trip provision variants that are no longer needed from your current client.The other entries for these trip provision variants can be deleted with the IMG activityDefine/Delete/Restore trip provision variants. The program on which this is based allows you tocopy and restore trip provision variants from client 000 in your current client.Feature TRVCT must, however, be adapted manually.



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Trip provision variant 01

Deducts

Travel costs

Receipts

Trip prov.var. 01

Trip prov.var. 01

Trip prov.var. 01

Deducts

Travel costs

Receipts

Trip prov.var. 02

Trip prov.var. 02

Trip prov.var. 02

Deducts

Travel costs

Receipts

Trip prov.var. 03

Trip prov.var. 03

Trip prov.var. 03



Decision tree

1

2

Settlement Rules Feature TRVCT

n Via the trip provision variant, you can define your own sections of all Travel Management views andthus set up different variants of trip rules in the same system. This means that every trip provisionvariant offers you its own Customizing.



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01Country grouping

1Currency indicatorCurrency

Trip

pro

visi

onva

riant

01 Global Settings

Assign country grouping

Trip currency

EUR

Settlement of foreign curr. receiptsIn trip currencyIn hard currencyChoose per receipt

Input taxNo input taxInput tax per travel expense typeFlat-rate input tax

With input tax code

Country0% input tax

Global Settings

German settlement

Germany

Currency is determined from co...Euro

DEV0

n Assign the following to each trip provision variant:

ü HR country grouping

ü Trip currency

ü Country for which the input calculation is to made

ü 0% input tax indicator

ü Exchange rate for the currency translation

n If you do not want to calculate input tax, you can deactivate this function.

n For more information, see the IMG activity Define global settings.



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Employee grouping

Travel costs reimburse-ment group 1for executive employees

Class ABC(over 2000 ccm)

Class XYZ(under 2000 ccm)

Travel privileges

Reimburs. group for travel costs

Vehicle class

Assignment Assignment of employeeof employee

Travel costs reimburse-ment group 2forsalaried employees

Vehicle classification

1

ABC

Reimbursement Group Travel Costs/Vehicle Classes

n The reimbursement group for travel costs is used to reproduce enterprise-specific reimbursementrates for travel costs settlement, depending on employee.

n To do this, you group your employees and assign them to freely definable reimbursement groups.The valid entry values (one place, alphanumeric) are stored in the system, together with acorresponding long text.

n In the same way, you classify your company cars in vehicle classes (three places, alphanumeric). Thevalid entry values are again stored in the system together with their corresponding long texts.

n Additional enterprise-specific reimbursement rates can result from special usage of vehicles. Thefollowing additional travel flat rate types are pre-set by SAP:

- Additional passengers Standard key M

- Additional baggage Standard key G(demonstration articles and so on)



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Snow-mobile

Car

Vehicle TypesBlank: CarM: MotorcycleS: Snow scooter

Vehicle Types

MotorcycleMotorcycle

n Reimbursement rates for travel costs can be distributed according to different kinds of vehicles (forexample, car, motorcycle, or snowmobile).

n You can store your permissible vehicle types (one place, alphanumeric) with corresponding longtexts in the IMG activity Define vehicle types.

n For each valid entry value for vehicle type, a corresponding entry must be defined in the trip expensetypes for the reimbursement rates (IMG activity Assign wage types to trip exp. types for perdiems/flat rates). To do this, choose the expense type FAK_ and add the respective indicators foryour vehicle types (for example, car, vehicle type = C: expense type = FAKC). This is necessarybecause the flat rates for the different vehicle types can have different input tax rates.

n It is also necessary to store an entry for the miles/km allowance for each valid vehicle type.



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Statistics according toemployee grouping . . .

An authorization check, forexample, for administratorsin the expenses department

. . .

Employee grouping TravelManagement (TravelPrivileges infotype) can be used for:...

Assignment of atrip provision variant

G01G01

Variant 01

G02G02 . . .

. . .Variant 02

Employee Grouping - Travel Management

Trips may only bedisplayed

Tripsmay beedited

n The employee grouping for Travel Management in Infotype Travel Privileges (0017) can be used toreproduce an enterprise-specific classification of employees in the system from the viewpoint ofTravel Management.

n This grouping can be used for authorization checks, as a query in the feature decision trees (forexample, for assignment of trip provision variants), and to produce subsequent statistics.



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Trip country Name Region Trip area

UA Ukraine UkraineUG Uganda UgandaUS USA USAUS USA HOUST USA HoustonUS USA NYC USA New YorkUS USA WADC USA Washington

... ... ...

... ... ...

UY Uruguay UruguayUZ Uzbekistan Uzbekistan... ... ... ...

Names for Trip Country/Trip Country Group/Trip Region

Define Trip Areas

n Using the IMG activity Define trip areas you can represent trip areas via trip countries, trip countrygroups and trip regions. You can use this to deal with special meals and accommodations per diemsper trip area.

n Trip countries correspond to a geographical area.

n Trip regions are geographical areas within trip countries. They therefore represent smaller trip areasthan a trip country. You can thus, for example, single out the capital city of a trip country as a specialtrip area via the trip region.

n Trip country groups allow you to combine any number of trip areas already defined to larger tripareas. Such a larger trip area must not necessarily represent a geographically related area. You can,for example, combine all the cities in the USA that have a population of over two million in a tripcountry group.



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Expense typeExpense typepermissibilitypermissibility UsageUsage TaxTax

indicatorindicator

TELE

PARK

BEWI

HOTL

123456789

123456789

789

456789

Business tripand weeklyreport

V0

V1

N2

V1Accommodationsincl. breakfast 200.-

HotelGoldenStagInvoice



Weekly report only

TravelTravelexpense typeexpense type

Travel Expense Types for Individual Receipts



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AmountAmounttypetype

Default/Default/Max. valueMax. value

Trip country/Trip country/RegionRegion

TravelTravelexpense typeexpense type

BENZ

BENZ

TAXI

TAXI

Defaultvalue

Warning

Warning

Reason:Required from

50.- EUR

100.- EUR

100.- EUR

50.- EUR

-

-

-

FRParis

Default Values/Maximum Rates for Expense Types

TAXI

TAXI



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SAP AG 2003

BEWI

PD/FR reimbursementExpense receipts

Exp. receipt 001 on 02/03/XXXX

amountInput tax


Entertainment

150.00 EUROInput tax 16% thereof 20 non-deductible. ...

Number 3

ParticipantsReasonLoc.Ctry

Expense type BEWI

Additional Receipt Information

Fields

From date

Screen selectionMandat. OptionalSuppress Display

Country and region

To dateNumberDescriptionParticipants

...

Loc.Reason



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SAP AG 1999

Responsibilities for Standard Role travel_admin Travel Administrator

Name Status Priority Code

Description

...

Brown travel_adminHeath travel_adminSmith travel_admin

01

Miller travel_adminLinn travel_adminParker travel_admin

01Travel administrator M-Z Responsibility com...

Travel administrator A-L Responsibility com...

Contact Persons

n Contact persons for Travel Expenses are created in two steps:

ü First you must specify the area of responsibility, such as travel administrator A-L.

ü Secondly you assign each area of responsibility the following (for example):

- People (personnel number)

- User

For more information, see the IMG activity Define contact persons.

n Caution: In the tabstrip Contact person in the Infocenter the data stored in the user master record(transaction User maintenance or SU01) is displayed. If you do not explicitly assign a user to aresponsibility and, for example, assign a personnel number instead, then you must assign a user tothis personnel number using the Infotype Communication (0105).



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l Distinguish between internal and externalnumber ranges

l Maintain the master data elements for TravelManagement, for example, the trip provisionvariants and travel expense types, which areset up via the Implementation Guide


Number Ranges and Master Data forTravel Management: Review



(C) SAP AG AC270 19

Number Ranges and Master Data for Travel Management Exercises

Unit: Number Ranges and Master Data for TravelManagement

Topic: CustomizingAt the conclusion of these exercises, you will be able to:

• Make changes to Customizing for number ranges and masterdata, to ensure that trips made by the employees can be settledaccording to your enterprise-specific rules.

9-1 Creating a Reimbursement Group for Travel CostsCreate a new reimbursement group for travel costs for your trip provision variant xx:

Reimbursement group 9 with the description: group xxxx = Group number

9-2 Setting Up Travel Expense TypesCreate a new travel expense type MOTL for motel:Use HOTL as a template and enter 125.00 EUR as the maximum amount for anovernight stay. An error message should be issued in the dialog, if this maximumamount is exceeded.

You must also create the assignment of expense type to wage type.In the trip to Barcelona, replace the expense type hotel with motel and enter a documenttext.Simulate the trip and check the result.

xx = Group number



(C) SAP AG AC270 20

Number Ranges and Master Data for Travel Management Solutions

Unit: Number Ranges and Master Data for TravelManagement

Topic: Customizing

9-1 Creating a Reimbursement Group for Travel CostsTo call Customizing (IMG), choose the following path from the SAP menu:Tools à AcceleratedSAP à Customizing à Edit Project.The Customizing: Execute project screen appears.

• Choose the function SAP Reference IMG.The Display IMG screen appears.

Navigate through the IMG as follows:

Financial Accounting à Travel Management à Travel Expenses à Master Data àControl Parameters for Travel Expenses à Control Parameters from Travel Privilegesà Define reimbursement groups for travel costs.The Change View “Reimburs.Group for Travel Costs/Add.Flat Rate Types” screenappears.

• For your trip provision variant xx (xx = group number), create the reimbursementgroup 9 as given in the exercise. Select your trip provision variant with 'blank' forreimbursement group for travel costs and the name All employees as a template.

• Press Enter and then save your entries.



(C) SAP AG AC270 21

9-2 Setting Up Travel Expense TypesIn Customizing (IMG), choose:Financial Accounting à Travel Management à Travel Expenses à Master Data àTravel Expense Types à Create travel expense types for individual receipts.Once you have entered your trip provision variant, the Change View “Travel ExpenseTypes for Receipt”: Overview screen appears .

• For your trip provision variant enter the travel expense type MOTL as given in theexercise. Use the expense type HOTL as a template.

• Save your entries.

In Customizing (IMG), choose:

Financial Accounting à Travel Management à Travel Expenses à Master Data àTravel Expense Types à Define maximum rates and default values for expense types.

Once you have entered your trip provision variant the Change View "DefaultValue/Maximum Amount" screen appears.

• Create the travel expense type MOTL with a maximum value of 125.00 EUR usingthe function New entries.

• In the Amount type field, select the entry given in the exercise.

• Save your entries.Return to the IMG and choose:

Financial Accounting à Travel Management à Travel Expenses à Input Tax andWage Types for Interfaces à Assign wage types to trip expense types for indiv.receipts.Once you have entered your trip provision variant the Change View “Wage Type forReceipt: Overview” screen appears.

• Select the expense type HOTL and copy this to MOTL.


Then choose SAP menu path:

Accounting à Financial Accounting à Travel Management à Travel expenses àTravel Expense Manager.The Travel Expense Manager screen appears.

• In the trip to Barcelona replace the travel expense type HOTL with MOTL and saveyour changes.

• To simulate the trip, choose Results.



(C) SAP AG AC270 22



I T I N E R A R Y

Trip destination Country02/22/2002 08:00 AM - Roige SA02/26/2002 03:00 PM Barcelona Spain


02/25/2002 11:30 AM


Meals


02/22/02 02/22/0212:00 AM 12:00 AM ES 21.00 1 21.00

23.02.02 02/25/0212:00 AM 12:00 AM ES 32.00 3 96.00

02/26/02 02/26/0212:00 AM 03:00 PM DE 12.00 1 12.00


Travel Costs

Date Ty. Amount Company Km/No. Reimburs.amount in EUR

02/22/02 Car Ml 0.30 50 15.00

02/25/02 Car Ml 0.30 80 24.00

02/26/02 Car Ml 0.30 100 30.00 Passenger 0.02 1 2.00


Total amounts PD/FR settlement in EUR 200.00



(C) SAP AG AC270 23


Trav.exp. CompDedDate RNo. Receipt VT Amount in EUR

02/22/02 001 Flight paid V0 Paid by IDES AG 1000 550.0002/23/98 002 Telephone V0 7.2002/25/02 003 Parking V1 33.0002/25/02 004 Motel V0 240.0002/25/02 004 Motel 3 ES V0 19.20-02/26/02 005 Motel V1 40.0002/26/02 005 Motel 1 DE V1 4.50-02/26/02 006 Deduct. Lunch V0 2.51-

Reimbursement amount individual statement in EUR 293.99


Reimbursement amt in EUR 493.99

A D V A N C E

Advance Amount in EUR

13.06.2002 300.00

Total advance in EUR 300.00

S E T T L E M E N T



Paid by company 550.00 Advance in EUR 300.00-

Total costs in EUR 1,043.99 Repayment amount in EUR 193.99


Trip expenses to be transferred (w. CO receiver) in: EUR 1,043.99


404.40 EUR to:



(C) SAP AG AC270 24

Company code 1000 Business area 9900 Cost center 2100




004 Motel 240.00 EUR 02/22/02 02/25/02 3 ESDescription Hotel Olympia

005 Motel 40.00 EUR 02/25/02 02/26/02 1 DEDescription Sun Hotel



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l Storing flat rates for mileage

l Control of the miles/kms flat rate calculation

l Cumulation procedure for miles/kms

l Period parameters for miles/kms cumulation

l Retroactive accounting problem of miles/kmscumulation

Contents:

Reimbursements: Mileage



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SAP AG 2003

l Set up mileage flat rates, a cumulation procedure,and the appropriate period parameters


Reimbursements: Mileage: Objectives



(C) SAP AG AC270 3

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(C) SAP AG AC270 4

SAP AG 2003

Additional amount flowsinto HR Payroll

Income-related expenses,which can beasserted in theannual income taxreturn

Tax-freeamount

Reimbursementamount

Reimbursement amount- tax-free amountDifference =

positivepositive negativenegative00

Mileage Reimbursements: View Structure

n Any resulting additional amounts are automatically forwarded to HR Payroll. For this to work, youmust have activated the integration with HR Payroll.

n Income-related expenses can be printed out at the end of the year using the income-related expensesform (RPRTEF10) and forward to the employees.



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Travel costs

Vehicle type

Miles/km50

1BaggagePasseng.Enterpr.-spec. additional rate

Travel privilegesChris Miller

R.grp travel costs

Mileage flat rateTax-freeamount

Vehicle type Reimburs.group

...

C

CC

CC

Reimburs.amount

CC

GG

MM

DD

0.30

--

0.020.02

--

0.35

0.030.03

0.020.02

0.020.02

......

a

bc

a

b

c

1000

C

PD/FR reimbursement

Travel costs

Per Diems/Flat Rates: Mileage

n For the flat rate settlement of mileage specify the tax and enterprise-specific reimbursement amountsin the system, depending on the following control parameters:

- Vehicle type and class

- Reimbursement group for travel costs/additional flat rate type

- Period parameters for miles/km cumulation

- Enterprise-specific trip type

ü Make sure that you define a reimbursement rate for each possible combination of these controlparameters.

n For further differentiation of reimbursement amounts, you can use the statutory trip type and the tripactivity type.

n If you use miles/km distribution, you can differentiate the reimbursement rates according to tripcountry and trip region.

n Reimbursement rates and amounts are defined in the system according to time. If you wish to changethe reimbursement amounts for a rate, delimit the previously valid reimbursement rate via adelimitation date. A new, identical reimbursement rate will be created in the process, which is validas of the date entered. For this new rate, you can then change the reimbursement amounts to suityour requirements.



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SAP AG 2003

Travel managerCountry

M/kmCH

300Travel managerFR

200Cntry

M/kmTravel managerCntryM/km

DE100

100 DE200 FR300 CH

04/12/XXXX


Trips to different countries

Trip segments

ControlControlparametersparameters

ReimbursementEntry Customizing

OR

Date M/km Ctry

30.00 DE 60.00 FR 90.00 CH

Sameflat rate

Amnt

0.501

Specialflat rate

__ 30.00 DE 70.00 FR 120.00 CH

0.50 DE0.35 FR0.40 CH

2

DomesticInternational

30.00 DE 70.00 FR 105.00 CH

0.30 DE

0.35 --3

Flat rates forFlat rates forMileageMileage

Cntry

Distribution of miles/km

Control of the Miles/Km Flat Rate Calculation

n The control of the miles/kilometers flat rate calculation has been adjusted to the control of the mealsor accommodations per diem calculation. Now the trip country (and if required the trip region) canbe used to calculate the miles/kilometers flat rates

n A control parameter in Customizing (IMG activity Define influence of control parameters: Mileage)determines whether, and how the following are to be taken into consideration when reading theMileage flat rate table:Trip country (and if required trip region)Countries or regions specified in thearea PD/FR reimbursement, and Mileage for the miles/km distribution



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Control of cumulation intervals

1. 1. Cumulation according to period parametersCumulation according to period parameters

2. 2. YearlyYearly cumulation with employee-specificcumulation with employee-specific periodperiod

3. 3. Cumulation per tripCumulation per trip

M = monthlyPeriod name= 011XXX1

05/17/XXX1 05/16/XXX2

Trip 1 Trip 2

02XXX1 Xx.XXX1

Cumulation Procedure for Miles/Kilometers

n Using the IMG activity Define miles/km cumulation you can activate the miles/km cumulation. Inaddition, you can also determine the cumulation interval for miles/km per trip provision variant here.Three cumulation procedures are available:

- Cumulation according to period parameters

- Yearly cumulation with employee-specific period begin

- Cumulation per trip

n The miles/km cumulation can be carried out separately for domestic or international tripsrespectively according to:

- Vehicle type

- Vehicle class

- Trip area



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SAP AG 2003

Travel privilegesChris Miller

Period parameter:...

...Y

Trips

èè The total kilometers in period XXXXX2 increases by 100 km.

Period parameters

yearly

M monthly

Periods of miles/km cumulationPer. namePeriod

parameterFrom To

01/01/XXX101/01/XXX1

01/01/XXX201/01/XXX2

01/01/XXX301/01/XXX3

12/31/XXX112/31/XXX1

12/31/XXX212/31/XXX2

12/31/XXX312/31/XXX3

XXXXX1XXXXX1

XXXXX3XXXXX3

Paris 02/01/XXX2 - 02/10/XXX2 100 km

Y

XXXXX2

.

.

.

.

YY

Y

YY

Period Parameters for Miles/Km Cumulation

n The period parameter is used to control scaling of flat rates for miles/km according to distancestraveled per period.

n For this purpose, the period parameter (1 place, alphanumeric) is stored via the IMG activity Defineperiod parameters and the valid periods within which the miles/km traveled are cumulated in theIMG activity Define periods. The maximum miles/km limit can be specified in the IMG activityDefine flat rates for mileage.

n Complete retroactive accounting of miles/km cumulation is available: if the miles/km entries of a tripthat has already been settled are changed, a check is carried out as to whether retroactive accountingfor settled trips is necessary. If so, a dialog window appears which makes it possible for the user tostart retroactive accounting or reverse the cause (the change in miles/km entries).

n Using the IMG activity Travel Expense Control (Expert View), line Travel cost settlement, you candetermine how the system is to react if the cumulation of miles/km limit is exceeded when you entermiles/km.



(C) SAP AG AC270 9

SAP AG 2003

800 km

800 km

300 km

Trip 3Trip 2

Trip 1

1000 km limit

500 km500 km

0.30 EUR

0.40 EUR

First settlement

Trip 3Trip 1 500 km500 km

0.30 EUR

0.40 EUR

Result after canceling trip 2and retroactive accounting

200 km x 0.40 = 80.00 EUR600 km x 0.30 = 180.00 EUR 260.00 EUR

500 km x 0.40 = 200.00 EUR300 km x 0.30 = 90.00 EUR 290.00 EUR

+ +Trip 3: Trip 3:

Retroactive Accounting Problems of Miles/KmCumulation



(C) SAP AG AC270 10

SAP AG 2003

l Set up travel costs flat rates, a cumulationprocedure, and the appropriate period parameters


Reimbursements: Mileage: Review



(C) SAP AG AC270 11

Reimbursements: Mileage Exercises

Unit: Reimbursements: MileageTopic: Customizing

At the conclusion of this exercise, you will be able to:Maintain changing travel cost rates and assign them to yourcolleagues

10-1 Maintaining the Travel Cost RatesYour enterprise pays for employees in reimbursement group: mileage 9 0.30 DEMprior to February 1, XXXX and 0.40 EUR after February 1, XXXX.

Maintain the travel cost flat rates accordingly. Select the travel cost flat rate for carswith the reimbursement group "blank" as a template.

Once you have created the reimbursement group 9 make the necessary flat rate change.In the travel privileges, assign Ms. Chris Miller the reimbursement group mileage 9.

Simulate a trip prior to February 1 and one after February 1, and then check the results.xx = Group number

XXXX= Current year



(C) SAP AG AC270 12

Reimbursements Mileage Solutions

Unit: Reimbursements: MileageTopic: Customizing

10-1 Maintaining the Travel Cost RatesIn Customizing (IMG), choose:

Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimburs Amounts Mileage à Define flat rates formileage.Once you have entered your trip provision variant the Change View "Trip Provision:Flat Rates for Mileage": Overview screen appears. .

• For your trip provision variant create the reimbursement group mileage 9 forvehicle type Car as given in the exercise.

• Select the vehicle type Car with 'blank' as the reimbursement group and press Copy.

• In the following screen change the Reimbursement group Mileage field toreimbursement group 9.

• Exit the screen.

• Select the new entry and press Delimit.

• In the dialog box Validity Limit: Entry, enter 02/01/XXXX as the Start date andpress Enter.

• In the Define Validity View “Trip Provision: Flat Rates for Mileage”, change theamount as specified in the exercise.

• Press Enter and then save your entries.Return to the SAP menu and then choose:

Accounting à Financial Accounting à Travel Management à Travel expenses àTravel Expense Manager.The Travel Expense Manager selection screen appears.

• From the menu choose: Environment à HR master data à Maintain.



(C) SAP AG AC270 13

The Maintain HR Master Data screen appears.

• Enter the personnel number in the field Personnel no. and select Travel Privileges.

• Choose Change.

The travel privileges are displayed.

• Change the R.grp mileage field to 9.

• Save your entry and simulate two trips as given in the exercise to check the results.



(C) SAP AG AC270 14



I T I N E R A R Y

Trip destination Country01/11/2002 08:30 AM - Plant C01/13/2002 01:30 PM Town B Germany


Meals


01/11/02 01/11/0208:30 AM 12:00 AM DE 12.00 1 12.00

01/12/02 01/12/0212:00 AM 12:00 AM DE 24.00 1 24.00

01/13/02 01/13/0212:00 AM 01:30 PM DE 6.00 1 6.00


Mileage

Date Ty. Ctry Comp. Reg. Amount Km/No. Reimburs.amount in EUR

01/11/02 Car DE Ml 0.30 700 210.00

Total amounts mileage in EUR 210.00

Total amounts PD/FR settlement in EUR 252.00


Trav.exp. CompDedDate RNo. Receipt VT Amount in EUR

01/11/02 001 Taxi V2 12.5001/13/02 002 Hotel V1 169.0001/13/02 002 Hotel 2 DE V1 9.00-



(C) SAP AG AC270 15




C O S T S A S S I G N M E N T





002 Hotel 169.00 EUR 01/11/02 01/13/02 2 DEDescription Hotel “The Frugal Scotsman”



(C) SAP AG AC270 16



I T I N E R A R Y

Trip destination Country02/08/2002 08:00 AM - Worm LLC02/08/2002 07:00 PM - Duckville Germany


Meals

Date Ctry Amount Company Amount Addit. Reimburs.Time Tax ded. CompDed No.. Tax fr. Amount Amount

02/08/02 02/08/028:00:00 AM 07:00 PM DE 6.00 6.00 1 6.00 0.00 6.00

Total amounts for meals in EUR 6.00 0.00 6.00

Mileage

Date Ty. Amount Amount Amount Addit. Reimburs. Tax fr. Comp. No Mls/km Tax fr. Amount Amount

02/08/02 Car Ml 0.30 0.40 100 30.00 10.00 40.00

Total amounts mileage in EUR 30.00 10.00 40.00

Total amounts PD/FR settlement in EUR 36.00 10.00 46.00


Total amount tax-free in EUR 36.00Total amount taxable/additional amount in EUR 10.00




46.00 EUR to: Company code 1000 Business area 9900



(C) SAP AG AC270 17

Cost center 3200



(C) SAP AG AC270 1

SAP AG 2003

l Reimbursement group: meals/accommodations

l Trip areas

l Trip types and trip activity types

l Per diems for accommodations

l Rates for meals (per diem and maximum rates)

l Rates for meals/time (per diem and maximum rates)

Contents:

Per Diems/Flat Rates (Customizing)



(C) SAP AG AC270 2

SAP AG 1999

l Define trip areas

l Define trip types and trip activity types

l Create and scale per diems formeals/accommodations


Per Diems/Flat Rates (Customizing): Objectives



(C) SAP AG AC270 3

SAP AG 2003






(C) SAP AG AC270 4

SAP AG 2003

Additional amount flowsinto HR Payroll

Income-related expenses,which can beasserted in theannual income taxreturn

Tax-freeamount

Reimbursementamount

Reimbursement amount- tax-free amountDifference =

positivepositive negativenegative00

Per Diems/Flat Rates: Structure of All Views

n If a trip settlement includes both additional amounts and income-related expenses, you can clear thetwo figures with each other. This clearing can include all expense categories, as long as it does notinvolve remuneration in kind or expenses that have been paid by the company in advance (such as alunch organized by the employer).

n You activate the clearing of additional amounts and income-related expenses in Customizing forTravel Expenses, in IMG activity Set Up Clearing of Add. Amounts and Income Rel. Expenses.Clearing is then performed based on the clearing wage types defined in the following IMG activity:Financial Accounting à Travel Management à Travel Expenses à Wage Types for Interfaces àAssign Tax Exempt Clearing Wage Types for Add. Amounts



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SAP AG 2003

Example

Reimbursement group - Reimbursement group - statutorystatutory

ATravel exp. level Aaccording to travelexpense laws

B

01 Travel expenses level A -executive employees

02

03

04

Reimbursement group - Reimbursement group - enterprise-specificenterprise-specific

Travel exp. level Baccording to travelexpense laws

Travel expenses level A -salaried employees

Travel expenses level B -executive employees

Travel expenses level B -salaried employees

Reimbursement Group: Meals/Accommodations

n A statutory reimbursement group for meals/accommodations is a reimbursement group formeals/accommodations for which the same statutory or standard contract trip provisions for mealsand accommodations are valid.

ü Example:Travel expenses level A, B, C, according to German federal travel expense legislation.

n An enterprise-specific reimbursement group for meals/accommodations is a reimbursement groupfor which the same enterprise-specific trip provisions for meals and accommodations are valid.

ü Example:

- Members of the Executive Board

- Executive employees

- Salaried employees

- Industrial workers

n The assignment to a statutory reimbursement group for meals/accommodations is independent fromthe assignment to an enterprise-specific reimbursement group for meals/accommodations.



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SAP AG 1999

Reimburs. rates

MealsAccommodationsTravel costs

France France...USAUSAUSA

-Paris...-New YorkWashington

Trip region

Trip Countries and Regions

Trip country

n As a rule, each country specifies different maximum tax-free amounts for trips to different countriesin its legislation. You need to store these reimbursement rates for travel costs, accommodations andmeals in the system for each individual trip country.

n A trip country can be considered as the combination of a country/country group key and a regionkey.

n With the IMG activity Delete/Restore trip areas, you can delete, depending on the trip provisionvariant, all view entries for trip areas not needed in your current client. The program on which this isbased also allows you to copy and thus restore country data from client 000 to your current client,depending on the trip provision variant.



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SAP AG 2003

DETrip country

CtryGr. Meals

DETrip region

GermanyGermany

> 01/01/XXXX 01/01/XXXXFrom To

EU

Region Meals Country group EU

CtryGr. Accommod. EURegion Accommod. Country group EU

Assignment: Trip Country - Trip Country Group - Trip Region

CtryGr. Travel costs EURegion Travel costs Country group EU

CtryGr. Max. rates EU

Region Max. rates Country group EU

Assignment: Trip Country - Trip Country Group - Trip Region

Country Groups

n You can summarize trip countries with identical per diems/flat rates in country groups (see the IMGactivity Assign Trip Country Groups). Country groups are thus a collection of different trip countriesthat have been specified as a unit as a result of their tax legislation (such as EU = European Union).

n In the IMG activity Define Trip Areas, you can store a country group key (3 places, alphanumeric)for these country groups along with a corresponding long text.

n If you do not require country groups, you can deactivate the country groups function in the IMGactivity Travel Expense Control (Expert View), line Other settlement, position 3.



(C) SAP AG AC270 8

SAP AG 1999

Trip typesTrip types Trip activity typesTrip activity types

Statutory

Enterprise-specific

Course attendanceCourse instructorVisit to customerPresentationSales activity

Business trip

Trips betweenplantsCity bonus

Trip Types and Trip Activity Types

n If you differentiate your reimbursement rates for travel costs, meals, and accommodations accordingto statutory and enterprise-specific trip types, you can directly access the respective amounts to bereimbursed by means of freely definable trip types and trip activity types.

n You can store the valid entry values (1 place, alphanumeric) in the system along with correspondinglong texts using the following IMG activities:

- Define statutory trip types

- Define enterprise-specific trip types

- Define trip activity types

n You specify the trip type and the trip activity type when entering trips.



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SAP AG 2003

Importing Per Diems Rates from the SAP ServiceMarketplace

n To simplify the update of per diems for our customers following legislative changes, SAP supportsthe download of per diem rates. The entries for the corresponding tables are available as text files inthe SAP Service Marketplace (S user required). You download these files to your local PC first, andcan then upload them into your R/3 System and fill the per diem tables with the data. The SAPService Marketplace offers files for per diems for meals, accommodations, and travel regions.

n This service is offered in addition to the conventional method of HR Support Packages.

n The download pages are available under http://service.sap.com/tm-downloads.


http://service.sap.com/tm-downloads


(C) SAP AG AC270 10

SAP AG 2003

Travel PrivilegesChris Miller

R.grp M/A statutoryR.grp M/A enterprise

Accommodations per diemCtry

CACA

Region

__

R.grp M/A statutory

__

Tax-freeamount

82.0082.00

Reimburs.amount

92.0092.00

R.grp M/A enterprise

__

Groupings

Per Diems/Flat Rates: Accommodation

General trip data

Montreal

FromToTrip dest.Trip country

04/02/XXXX03/02/XXXXDate

20:0009:00

CA Region

Time

Accommod. 2 of 2



(C) SAP AG AC270 11

SAP AG 2003

Meals per diemCtry

DEDE

Region

__

R.grp M/A statutory

__

Tax-freeamount

0.000.00

Reimburs.amount

0.000.00


__

No. ofdays

9999

No. ofhours

77

DEDE

DEDE

__

__

__

__

__

__

9999

9999

1313

2323

6.00 6.00

12.0012.00

6.006.00

12.0012.00

_ 99 24 24.-DE _ _ 24.-



Groupings

Per Diems/Flat Rates: Meals

General trip data

FromToTrip dest.Trip country

Date

19:0008:00

DE Region

Time




(C) SAP AG AC270 12

SAP AG 2003

Per diems for meals for partial daysCtry Hrs Amnt

0.-0.-

12.0012.00

24.0024.00

35.0035.00

Reduction rule

0/1000/100

40/10040/100

80/10080/100

100/120100/120

ATAT

ATAT

ATAT

ATAT

77

1313

2323

2424

Generate reducedmeals per diems

2424 35.0035.00

Per diem

ATAT

Ctry Hrs Amnt

Scaling Meals Per Diems

Round up

Round up

Round up

Round down



(C) SAP AG AC270 13

SAP AG 1999

Meals per diemCtry Region R.grp M/A

statutoryTax-freeamount

Reimburs.amount

R.grp M/Aenterprise

Time

ATAT

ATAT

__

__

__

__

__

__

8:00-8:018:00-8:01

12:30-12:3112:30-12:31

75.-75.-

150.-150.-

80.-80.-

170.-170.-

__ 20:00-20:0120:00-20:01 150.-150.- 170.-170.-ATAT __ __

Entry

Country ...........Region.............

Time ..............Austria7:45-12:15



Groupings

Per Diems: Meals / Time

Meals

n If you calculate expenses for meals by per diems and according to exact times in your company (as,for example, in Japan or Austria), you need to set up the per diems for meals (reimbursement rates)in the system. Then, you should store the meals per diems for full days (24-hour rate) and thecorresponding calculation guidelines for meals per diems scaled by time in the system.

n The meals per diem is the reimbursement rate used by the settlement program for full (24-hour) tripdays. In the IMG activity Scale meals per diems/time by times, you can create reimbursement ratesfor partial days in the system (scale per diems) from the meals per diem and the calculationguidelines.

n The meals per diems and the calculation guidelines can be differentiated according to the samecontrol parameters as the accommodations per diems.

n The trip duration is calculated by exact time of day.

n The Maximum amounts for meals/Time (MMT) function is not in use currently.



(C) SAP AG AC270 14

SAP AG 2003

Travel costs flat rate

Tax-freeamount

Vehicle type R.grp travelcosts

ETT

P

Reimburs.amount

1 0.30 0.35

......

A

Accommodation per diemCtry

CA

Region

_

R.grp M/A statutory

_

Tax-freeamount

82.-

Reimburs.amount

92.-


_

ETT

A

Meals per diemCtry

DE

Region

_

R.grp M/A statutory

_

Tax-freeamount

24.-

Reimburs.amount

28.-


_

ETT

A

P 1 0.30 0.30_

CA _ _ 82.- 82.-__

DE _ _ 24.- 24.-__

Enterprise-Specific Trip Type (ETT)



(C) SAP AG AC270 15

SAP AG 2002

Deductiontype

Domestic/ International

Tax deduction

15%15%

30%30%

30%30%

Enterprise-spec. deduction

18%18%

30%30%

30%30%

FF

MM

AA

--

--

--

...

Deductions

n The system can process the following deductions:

- Deductions from per diems for meals due to gratuitous entertainment

- Deduction of cost of living savings from an individual receipt for meals

- Deduction of breakfasts included in hotel receipt amount

n The following entry values are valid for the deduction types; they are fixed in the system and can notbe defined by the user:

- F Deduction of breakfast from per diem for meals

- M Deduction of lunch from the per diem for meals

- A Deduction of dinner from the per diem for meals

- R Minimum reimbursement after deductions

- N Free overnight stay

- U Deduction of breakfast from accommodations receipt amount

n The deductions can be stored as percentages or as absolute amounts.



(C) SAP AG AC270 16

SAP AG 2003

Gratuitous entertainment

Per diem rate

24.00

Reduced per diem rate

16.80

Lunch30%

less

=

Example of a Deduction



(C) SAP AG AC270 17

SAP AG 1999

l Define trip areas

l Define trip types and trip activity types

l Create and scale per diems formeals/accommodations


Per Diems/Flat Rates (Customizing): Review



(C) SAP AG AC270 18

Per Diems/Flat Rates (Customizing) Exercises

Unit: Per Diems/Flat RatesTopic: Customizing


• Increase the accommodations and meals per diems of yourcolleagues above the statutory rate and define a correspondingcalculation guideline for this

11-1 Creating a Trip Area and an Enterprise-Specific Trip TypeCreate a new trip area for your trip provision variant xx:Trip country ZZ, trip region ZZZZ with the description: group xx

Create a new enterprise-specific trip type for your trip provision variant xx:Enterprise-specific trip type A with the description: group xx

xx = Group number

11-2 Maintaining Accommodations and Meals Per DiemsYour enterprise wants to reimburse accommodations and meals per diems at a higherrate than the statutory rate for certain trips made by employees.

To do this copy country Germany (DE) from the enterprise-specific trip type Blank tothe enterprise-specific trip type A.

Use the copy function for Define per diems for accommodations and Define per diemsfor meals per day.

The reimbursement amount for accommodations is 10.00 EUR greater than the tax-freeper diem. Change the reimbursement amount appropriately.

The reimbursement amount for meals is 6.00 EUR greater than the tax-free per diemfor the full calendar day. Change the reimbursement amount appropriately here too.

Then maintain the corresponding Calculation guidelines: Define meals per diemsscaled by hrs (trip country DE) and expand the new basic entry meals per diem by day.

Ensure that an entry with the enterprise-specific trip type A has been defined in thetravel costs flat rates for Car, reimbursement group travel costs 9. (Template: travelcosts flat rates for cars, reimbursement group: travel costs 9; the amounts remainunchanged.)

Assign the enterprise-specific trip type A to a domestic trip, simulate the trip and checkthe result.

Note:If you are to copy a country other than Germany your instructor will inform you of this.



(C) SAP AG AC270 19

Per Diems/Flat Rates (Customizing) Solutions

Unit: Per Diems/Flat RatesTopic: Customizing

11-1 Creating a Trip Area and an Enterprise-Specific Trip TypeIn Customizing (IMG), choose:

Financial Accounting à Travel Management à Travel Expenses à Master Data àControl Parameters for Travel Expenses à Control Parameters from Trip Facts àDefine trip areas.Once you have entered your trip provision variant the Change View "Names for TripCountry/Trip Country Group/Trip Region screen appears.

• Enter for your trip provision variant the trip country ZZ and the trip region ZZZZZas given in the exercise.


Then choose:Financial Accounting à Travel Management à Travel Expenses à Master Data àControl Parameters for Travel Expenses à Control Parameters from Trip Facts àDefine enterprise-specific trip types.The Change View "Names of Enterprise-Specific Trip Types screen appears.

• For your trip provision variant enter the enterprise-specific trip type A as given inthe exercise. Select your trip provision variant with 'blank' for the trip type and thename All trips as a template.

• Press Enter and then save your entries.

11-2 Maintaining Accommodations and Meals Per Diems

In Customizing (IMG), choose:Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimbursement Amounts for Accommodations à Defineper diems for accommodations.Once you have entered your trip provision variant the Change View "Trip Provision: Flat Rates forAccommodation Costs": Overview screen appears. .

• Select the trip country DE and choose Copy as.

• In the detail screen, change the Trip type: enterprise-specific field to A and theReimburse. amount as given in the exercise and save your entries.

• Exit the detail screen.



(C) SAP AG AC270 20

In Customizing (IMG), now choose:

Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimbursement Amounts for Meals à ReimbursementAmounts for Meals/Hours à Per Diems for Meals (MPD) à Define per diems formeals per day.Once you have entered your trip provision variant the Change View "Trip Provision: Per Diem forAccommodations": Overview screen appears. .

• Select the current entry for trip country DE, trip type: statutory blank, trip type: enterprise-specificblank and choose Copy as.

• In the detail screen, change the Trip type: enterprise-specific field to A and theReimburse. amount as given in the exercise.

• Save your entries and exit the detail screen.



(C) SAP AG AC270 21


Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimbursement Amounts for Meals à ReimbursementAmounts for Meals/Hours à Per Diems for Meals (MPD) à Calculation guidelines:define meals per diems scaled by hrs.Once you have entered your trip provision variant the Change View "Calc. Guidelines: Per Diem forMeals Scaled by Hours": Overview screen appears.

• Select the current entries for trip country DE, trip type: statutory blank, trip type: enterprise-specificblank and choose Copy as.

• In the detail screens change the Trip type: enterprise-specific field to A.


In Customizing (IMG), also choose:

Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimbursement Amounts for Meals à ReimbursementAmounts for Meals/Hours à Per Diems for Meals (MPD) à Scale per diems for mealsby hours.

The Generation of Scaled Meals Rates screen appears.

• Leave the selection interval unchanged and fill the following selection fields. Enteryour trip provision variant xx, trip country DE and trip type enterprise A, deactivatethe Test run field and start the program.

A generation log is displayed.


Financial Accounting à Travel Management à Travel Expenses à TripReimbursement Amounts à Reimburs.Amounts Travel Costs à Define flat rates fortravel costs.Once you have entered your trip provision variant the Change View "Trip Provision:Flat Rates for Travel Costs": Overview screen appears. .

• Select the vehicle type Car, reimbursement group - travel costs 9 and chooseExpand <-> Collapse.

• Select both entries and choose Copy as.

• In the respective detail screen change the Trip ty. E field to A.




(C) SAP AG AC270 22

In the SAP menu then choose:

Accounting à Financial Accounting à Travel Management à Travel expenses àTravel Expense Manager.The Travel Expense Manager screen appears.

• In the field PersonnelNo, enter the personnel number and position the cursor on adomestic trip (e.g. exercise 3-2, trip to B town).

• Choose Change.

• In the Tty. E field, enter the enterprise-specific trip type A.

• Save your changes and simulate the travel expense statement as given in theexercise.



(C) SAP AG AC270 23



I T I N E R A R Y

Trip destination Country Trip type enterprise02/12/2002 08:00 AM - Closed Inc. Group 2002/14/2002 07:00 PM - P-Ville Germany


Accommodations

Amt Amt paid. Amt Add Reimburs.Date Ctry Amount Company Nights Tax-Fr amount amount

02/12/02-02/14/02 DE 20.00 30.00 2 40.00 20.00 60.00

Total amounts for accommodation in EUR 40.00 20.00 60.00

Meals

Date Ctry Amount Company Amount Addit. Reimburs.Time Tax ded. CompDed No.. Tax fr. Amount Amount

02/12/02 02/12/028:00 AM 12:00 AM DE 12.00 15.00 1 12.00 0.00 15.00

02/13/02 02/13/0212:00 AM 12:00 AM DE 24.00 30.00 1 24.00 0.00 30.00

02/14/02 02/14/0212:00 AM 07:00 PM DE 12.00 15.00 1 12.00 0.00 15.00

Total amounts for meals in EUR 48.00 0.00 60.00

Travel Costs

Date Ty. Amount Amount Amount Addit. Reimburs. Tax fr. Comp. No Mls/km Tax fr. Amount Amount

02/12/02 Car Ml 0.30 0.40 500 150.00 50.00 200.00

Total amounts travel costs in EUR 150.00 50.00 200.00

Total amounts PD/FR settlement in EUR 238.00 70.00 320.00




(C) SAP AG AC270 24

Date Rno. Receipt VT Amount in EUR

02/12/02 007 Parking V1 25.00



Total amount tax-free in EUR 263.00Total amount taxable by lump sum in EUR 12.00Total amount taxable/additional amount in EUR 70.00







(C) SAP AG AC270 1

SAP AG 1999

Dialog and Settlement Control

l Trip schema and individual field control for dialog

l Feature information

l Dynamic screen layout for trip data entry (features TRVFD and TRVCO)

l Travel expense control (expert view)

l Travel expense parameters (feature TRVPA)

Contents:



(C) SAP AG AC270 2

SAP AG 1999

Dialog and Settlement Control:Objectives

l Set up dialog control for trip schemas

l Adapt the screen layout of trip data entry to suit your requirements

l Maintain the standard features for trip dataentry and travel expenses

l Influence the travel expense controls




(C) SAP AG AC270 3

SAP AG 2003






(C) SAP AG AC270 4

SAP AG 1999

Trip provision variant: 01 - German settlement

Trip schema: 01 Business Trip

User group according to feature TRVFD Travel Manager (Travel Expenses only)

Trip per diems and flat rates

General trip data

3400 Subscreen for Trip Receipts 1900 Trip status

1950 History of trip

3160 Trip itinerary 1501 Trip advances as subscreen

3100 General Trip Data Subscreen...

Trip Segment: Beginning date - PTP02-DATV1 Reason for trip (e.g. customer/requisitioner) - PTP02-KUNDE Trip Segment: End time - PTP02-UHRB1

...

Schema and Individual Field Control

n Using the trip schemas you can simplify the entry of travel expenses for the user in your

company. You can limit entry to individual entry masks, give certain fields default values

or suppress them totally.

n For each trip schema you can make different settings for different user groups. This means that

employees in the expenses departments can see different fields when they enter data than the

employees who enter their travel expense data themselves.

n If you expand the tree structure down to field level, you can

ü Display or suppress fields

ü Specify fields as mandatory

ü Enter field default values



(C) SAP AG AC270 5

SAP AG 2003

Trip typeTrip no. assignmentDomestic/International

Default valuesInt. no.assignm. Trip country DE

Trip regionTrip type statutory Business tripTrip type enterprise No distinction


No distinctionDomestic departure suppressed

Several-day tripActivity typeMessage when saving

Per diem meals checkbox set

Activate entry screensAdvances for tripTrip itineraryMiles/km distributionAddit. trip info.History of tripUser dataAdd. receipt info.

Cost assignmentOverviewEntire tripStopoverIndiv. receiptMiles/km

Deduct.Deductions

Columns for:BreakfastMeal couponAccommod.

No distinction56 900

GermanyGermany

Dialog Control of the Trip Schema



(C) SAP AG AC270 6

SAP AG 2002

Trip provision variant: XY


User group according to feature TRVFD

Travel Manager

General trip data

Trip per diems and flat rates

3400 Subscreen ...1900 Trip status

SETTLEMENT

REQUEST

...

Travel request/Trip status - PTKXX-WA1XX



...

PTKXX-WA3XXTravel request/Trip statusText for entry field:

Display type of field

Standard format

Alternative display typeField is visibleField ready for input

Input field

Entry in field is required

XDefault value

Set field characteristic

Individual Field Control for Dialog

n Via individual field control, fields in trip data entry can be:

- Assigned default values

- Displayed or suppressed

- Specified as mandatory or optional fields

See the IMG activity Define schema and individual field control.

n Feature TRVFD is used to set up individual field control variably, user-specifically or depending onthe employee's organizational assignment. The return value of this feature enters into the structure ofindividual field control as a variable key.



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Feature TRVFD

Decision tree StructurePerson responsible/StatusCountry/Component AssignmentDocumentation

Display Change

Made up of oneor more fields thatcan be queried inthe decision tree

Countries forwhich the featureis valid

Query of personnel and data structure fields to determine return values

Management dataof a feature

Information about structure and function

Subobjects

Features: Initial Screen

(Travel Fields) Fieldcontrol

Maintenance of Features

n Enterprise-specific variations are controlled via so-called features.

n Depending on the organizational situation of an employee (in Travel Management, data fromInfotypes Organizational Assignment (0001), Basic Pay (0008), Travel Privileges (0017)) and theuser group TRV (user parameter in user master data), a decision tree determines return values/matrixwhich control the trip dialog or travel expenses in various ways.

n Maintain the standard features TRVxx according to your requirements.



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TRVFD TRVFD (Travel Fields) Field control using T706Z1

MOLGA Country grouping

Germany

01

other

Decision operation

Decision field value

Return value

TRVUG User group ´TRV´

01

USERGROUP_01

other

Maintenance of Features (2)

n For general information on maintaining features, refer to the SAP Library under SAP R/3 EnterpriseApplication Components à Human Resources à HR Tools à Editor for Features à Feature àDecision Tree of a Feature

n Features are objects in the system that determine a specific value by querying various personnel anddata structure fields at a company. The value is called the "return value" or "result". It is used todetermine default values and control certain system processes. Features are queried in programs. Toenable this function, you have to generate each feature.

n The result of a decision tree can be reduced to the following basic forms:



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User 1 User 2

Userparameter:TRV = Space

Userparameter:TRV = 01

01SPACE

TRVFDTRVFDReturn value:

New status New status

Dynamic Screen Layout - Trip Data EntryFeature TRVFD / TRVCO

Request enteredRequest approvedTrip completed/Report enteredTrip/Report approved

Request enteredRequest approvedTrip completed/Report enteredTrip/Report approved

n Using features TRVFD and TRVCO, you can control dialog variably, either user-specifically ordepending on the employee's organizational assignment.

n Feature TRVFD is used to set up individual field control variably, user-specifically or depending onthe employee's organizational assignment. The return value of this feature enters into the structure ofindividual field control as a variable key.

n The above example shows you how feature TRVFD controls the individual fields in Travel Manager(Travel Expenses only) or Travel Expense Manager dynamically; depending on the user parameterTRV in the user master record, the status fields Approval or Settlement are filled with default values.

n For setting up the account assignment objects for cost assignment within trip data entry variably,user-specifically or depending on the employee's organizational assignment, there is feature TRVCO.The return value of this feature enters into the view Set up variable layout for account assignmentsas a variable key.



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Cash FIDME

Advance Payment

IMG activity: Define Posting and Payment of Trip Advances

No payment, documentary entry onlyPayment via cash officePayment via Financial Accounting or data medium exchange

Posting and payment of advances:

n The following variants can be used to pay advances:

ü "No payment, documentary entry only":- Payment of an advance at the cash office

- Manual posting of the advance (the advance is not posted in Travel Management)

ü "Payment via cash office"- Payment of an advance at the cash office

- Entry is made using the Trip advance (cash transaction) transaction

- Automatic posting via Travel Management

- "Payment via Financial Accounting or data medium exchange":

- Payment of the advance via a payment run in the FI module. The advance is posted in TravelManagement.

- The advance is paid via data medium exchange (DME). The advance is posted in TravelManagement.

n The payment variants are controlled via the IMG activity Define Posting and Payment of TripAdvances.



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Accounting control in expert view:

0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 01 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

Receipt settlement0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2Meals settlement0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0Accommod. settlem.0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Travel cost settlem.3 1 1 0 1 0 0 0 0 0 1 1 0 0 0 0 0 0 0

0

0Other settlement0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Pub. sector settlem.

...

...

...

Travel Expenses Control (Expert View)

n Dependent on the trip provision variant, you can use the expert view to control the possiblesettlement rules of a travel expense settlement.

n This expert view usually has to be set up only once.

n To simplify the maintenance for the system administrator, common control parameters are availableas individual IMG activities. These are:

- Activate special rules for industry solutions

- Define influence of control parameters: Receipt maximum rate

- Specify per diem/flat rate or individ. receipt reimbursement

- Define influence of control parameters: Travel costs

- Define miles/kms cumulation

- Define influence of control parameters: Accommodations

- Define calculation of meals per diems

- Define influence of control parameters: Meals

- Define influence of control parameters: Deductions

- Specify validation date for account assignment objects

- Define posting and payment of trip advances

- Define posting of paid individual receipts

- Define structure of trip statistics



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EntryEntry MeaningMeaning

No integration with HR Payroll L+G 0Integration with HR Payroll according to inflow principle; set correction or retroactive accountingindicator

1

No check of payroll period entered against controlrecord in HR Payroll

0

Payroll period entered is checked against controlrecord in HR Payroll

1

Integration with HR Payroll according to originprinciple; set correction or retroactive accounting indicator

2

PA3

Travel Expense Parameters Feature TRVPA(Excerpt)



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Dialog and Settlement Control: Review

l Set up dialog control for trip schemas

l Adapt the screen layout of trip data entry to suit your requirements

l Maintain the standard features for trip dataentry and travel expenses

l Influence the travel expense controls



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Dialog and Settlement Control Exercises

Unit: Dialog and Settlement ControlTopic: Customizing


• Modify trip schemas

12-1 Modifying Schemas for Dialog EntryIn your enterprise advances for trips are not paid and neither cost assignments relatingto further destinations nor receipts are used. Suppress the relevant working areas inschema 01 Business trip.

12-2 Setting the Default StatusUse the individual field control to ensure that the default trip status is set to Tripapproved (screen 1900, PTKXX-WA4XX, default value X) and to be settled (screen1900, PTKXX-WAX1X, default value X) when creating a trip with the Travel Manager

To confirm your settings, create a new trip in the Travel Manager and save in the statusscreen (“Status”) pushbutton.



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Dialog and Settlement Control Solutions



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Unit: Dialog and Settlement ControlTopic: Customizing

12-1 Modifying Schemas for Dialog EntryIn Customizing (IMG), choose:

Financial Accounting à Travel Management à Travel Expenses à Dialog and Travel ExpensesControl à Dialog Control à Define schema and individual field control.

Once you have entered the trip provision variant the Schema and Field Control screen appears.

• Click on the arrow next Trip provision variant: xx.

• Select Trip schema 01: Domestic trip.

The data to the schema is displayed on the right-hand side of the screen.

• Deactivate the entry screens for Advances and the cost assignment for Stopover and Indiv.receipts.


Check the changes you made by creating a trip in the Travel Manager.



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12-2 Setting the Default StatusIn Customizing (IMG), choose:

Financial Accounting à Travel Management à Travel Expenses à Dialog and Travel ExpensesControl à Dialog Control à Define schema and individual field control.

Once you have entered the trip provision variant the Schema and Field Control screen appears.

• Click on the arrow next Trip provision variant: xx.

• Click on the arrow next to Trip schema: 01 Domestic trip, then click on the arrow next to Usergroup according to feature TRVFD, and then on the arrow next to Travel Manager.

• Open 1900 Trip status in the same way and select Status: Trip Approved - PTKXX-WA4XX.

• Select Alternative display type and enter X in the Default value field.


• Click on Status: For Settlement - PTKXX-WAX1X.

• Select Alternative display type and enter X in the Default value field.


• Check the changes you made by creating a trip in the Travel Manager and calling the status screen.



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l The form variant

l Designing the form header

l Characteristics of the form blocks

Contents:

Form Structure



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l Adapt the presentation of the standard form tomatch the requirements of your enterprise. Thisincludes:

n Form header

n Form blocks


Form Structure: Objectives



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Form variant FOXX

Form variantDescription

General form variant

Form variant: German settlement

Decision criteria:

• BUKRS Company code• WERKS Personnel area• BTRTL Personnel subarea• PERSG Employee group• PERSK Employee subgroup• PTZUO Employee Grouping - Travel Management• MOLGA Country grouping• TRVUG User group 'TRV' for

HR Travel Management

TRVFO (Form variant)

PERSK Employee subgroup

DU Salaried EE

W SPDUT FODU

DC Place.student

W SPDCT FODC

Other

W SPXXT FOXX

Form Variant and Feature TRVFO

n You use the form variant to define a particular presentation of the standard form. This means that allthe design characteristics for the form (such as header, suppressed columns) are assigned to a formvariant.

n Using the feature TRVFO you can assign a form variant to an organizational employee or usergroup.

n The return value of the feature is the form variant.



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Page type Fixed text no.Background mask of the headerLineNum. Type of header

Page type

FP First pageEP Remaining pages

Type of header

Travel exp. statementA Travel requestS Proof of cancellation

Text pool

X01 T R A V E L E X P. S T A T E M E N TX02 T R A V E L R E Q U E S TX03 P R O O F O F C A N C E L L A T I O NX04 ...

1 EP X01Fixed text TRAVEL EXP. STATEMENT

2 EP X08 ------------------------------------------------6 EP X08 ------------------------------------------------

1 EP X02 TRAVEL REQUESTA

Form Header: Header Background

n The form header consists of a background and text modules of variable fields positioned on thebackground.

n You define a background mask for the form header using the IMG activity Create background.

n You fill the form background line by line with text modules. You can give the chosen text modules aparticular color or display type (inverted, intensified).

n You must create a background for both the header of the first page (FP) and that of the remainingpages (EP).

n You can also distinguish between the header backgrounds for the travel expense statement, travelrequest and proof of cancellation.



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Page type

FP First pageEP Remaining pages

Variable fields

NAME NameORT Town/citySTR StreetPLZ Postal codeKOSTL Cost center

Fixed texts

X11 NameX12 PersonnelNo.X13 TripNo.

X14 Cost centerX19 CountryX23 Postal code

Pge type

EP DATEP

Columns

1 Print date

Line no.

1

Fixed text no.Field name Field description

EP PAGNO78 Page no.1

EP 13

EP NAME13 Name of employee3

Fixed txt

X11 Name

Fields in the header

Form Header (2): Header Fields



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Block headings: ...

FBLK

01

02

04

...

Block heading

TRIP ITINERARY

PER DIEM SETTLEMENT

INDIVIDUAL STATEMENT

...

Sort criterion Individual statements

• Receipt date

• Receipt number

• ...

Subtotals Individual statements

• Public transport

• Accommodations

• ...

Block headings

Block attributes

Form variantForm block

FOXX04

General form variantindividual statement

Form block attributes ... Form block suppressed

Block attributes for indiv.receipt

Sorted bySubseq. sort by

SubtotalsExpenses for priv. carPublic transportOther

AccommodationsIndivid. meals statementMeals

19

Receipt dateReceipt number...

Characteristics of the Form Blocks

n You define a block heading for each form block using the IMG activity Create headings.

n In the IMG activity Specify attributes, you can specify whether the following form blocks are to bedisplayed in the travel expense statement or not:

- Individual statement

- Cost assignment

- Additional trip information

- Additional information for individual receipts

- User-defined text

n For the Individual statement block you can also specify a special sorting of the receipts and thedisplay of subtotals according to the travel expense categories.



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Column description BELNR

Form block 04

Form block

01 Trip itinerary02 Per diem settlement04 Individual statement...06 Advance...

Column suppressed

Column description

BELNR Receipt numberBLDAT Receipt dateMWKZ Sales tax...

Column attributes

Individual statement

Receipt number

Characteristics of the Form Blocks (2)

n In the IMG activity Suppress information/columns select the columns or information for a formblock that is not to be displayed.



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l Adapt the presentation of the standard form tomatch the requirements of your enterprise

Form Structure: Review



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Form Structure Exercises

Unit: Form StructureTopic: Adapting the Form Header


• Create an individual header for the travel expense statementstandard form

13-1 The header of the standard form is to be expanded in the travel expense statement toinclude the address of the employee so that the printed form can be sent to theemployee.The address is to include the employee's name, street, postal code and town.13-1-1 First expand the form background by copying the entry in row 6 to a higher row

and then deleting the old entry.13-1-2 For trip provision variant xx and form variant FOXX change the header for the

first page appropriately.



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Form Structure Solutions

Unit: Form StructureTopic: Adapting the Form Header

13-113-1-1 In Customizing (IMG), choose Financial Accounting à Travel Management à Travel

Expenses à Dialog and Travel Expenses Control à Form Structure à Modules ofForm Variants à Form Header Structure à Create background.

Once you have entered your trip provision variant and form variant the Change View"Background Mask for Header Line" screen appears. .

• Select the line 6 for page type FP (first page) and the header line type “ ” (travel expense statement) as atemplate and choose Copy as.

• In the detail screen change the Line number in form field to 12 and exit the detail screen.


• Select the line 6 for page type FP (first page) and the header line type “ ” (travel expense statement) again andchoose Delete.


• Select the new entry and choose Details.

• In the detail screen, choose Preview header line background and check your changes.

• Exit the detail screen.

• Exit the overview screen.



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13-1-2 In Customizing (IMG), choose Financial Accounting à Travel Management à TravelExpenses à Dialog and Travel Expenses Control à Form Structure à Modules ofForm Variants à Form Header Structure à Specify layout.

Once you have entered your trip provision variant and form variant the Change View "Fields inHeader Line" screen appears. .

• Here you can insert the address fields in the header line:

• Choose New entries.

• In the detail screen, fill the fields Page type, Line number in form, Column number in form and Fld namewith the following values:

− Page type FP

− Line number in form 8

− Column number in form 1

− Fld name NAME

− Check your entries by choosing Preview fields.

− Exit the preview screen.

− Save your entries.

− Repeat the above steps with the following values:

− Page type FP

− Line number in form 9

− Column number in form 1

− Fld name STRASSE

− Page type FP

Line number in form 11

Column number in form 1

Fld name PLZ

− Page type FP

Line number in form 11

Column number in form 7

Fld name ORT



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Settings for Interfaces

Contents:

l Assigning wage types to travel expense types

l Assigning wage types to symbolic accounts

l Converting symbolic accounts to expense accounts



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Settings for Interfaces: Objectives

l Assign wage types to travel expense types

l Assign wage types to symbolic accounts

l Assign symbolic accounts to the expenseaccounts in financial accounting




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Transfer: Overview

Travel Management

Travel exp.type HOTL

Wage type MJ10

Symb. acct +10

G/L account Expenseaccount

Accounting

Posting of travel expenses

Transfer to HR Payroll

Transfer to Accounting

n The travel expense type (Travel Management term) is entered manually in the system with the trip.Then, the travel expense program assigns the expense type a wage type.

n Then the expense type can be transferred to HR Payroll via the assigned wage type (an HR Payrollterm).

n For posting to Accounting (AC) finally, the wage type is transferred via a symbolic account to theG/L account (a Financial Accounting term).



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Assigning Wage Types to Travel Expense Types

Travel exp.type Flight

1. Wage type Trav. costs/Flight tax-freeMJ30

2. Wage type

Flight

Wage type for per diems/flat rates

Travel exp.type Miles/kms flat rate

WType tax-free Trav. costs/Flight tax-freeMJ30

WType addit.exp.

FAKx

MJ31 Trav. costs/Flight taxable

Wage type for receipt

Wage Type for Per Diems/Flat Rates

Wage Type for Receipt

n You generally assign the required wage type to each travel expense type for the receipts in field 1.Wage type. If you want to divide the receipt amount across different wage types due to a predefinedmaximum value (see screen Default Values/Maximum Rates for Expense Types), specify a wage typein field 1. Wage type for the part under the maximum amount and a second wage type in field 2.Wage type for the part over the maximum value. See the IMG activity Assign wage types to travelexpense types for individual receipts.

n You also need to assign wage types to the expense types for per diems/flat rates and advances. Yougenerally distinguish between a wage type for the tax-free part of the per diem/flat rate (WType tax-free) and a wage type for the taxable part of the per diem/flat rate (WType taxable). In the systemthere are the following predefined standard expense types:

- FAKx flat rate for miles/kms (x=vehicle type)

- UBPA per diem for accommodations

- VERP per diem for meals

- VORK advance, cash office

- VORS advance

Do not, under any circumstances, delete these expense types.

See the IMG activity Assign wage types to travel expense types for per diems/flat rates.

n If you want to transfer travel expenses to HR Payroll, you must first ensure that the wage type youassign here to the travel expense type is defined and set up in HR Payroll.



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Assigning Wage Type to Travel Expense Type/Service Provider

IMG: Assign wage types to travel exp. types for individual receipts

Travel Manager

Travel Expenses

BEWI CC is assigned MJCC

Expense receiptsExp. receipt 001 on 03.02.XXXX

AmntInput tax

Entertainment

150.00 Euro ...

Number 3

Ser. provider CC



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Assigning Wage Types to Symbolic Accounts,FI Interface

Wage type

MJ10

MJ20

MJCC...

AssignmentAssignment

Symb. expenseaccount

Symb. acct forthe offsetting entry

+10

+20

+10

RR

RR

CC

Symbolic account / debit/credit

10+-Description of the symbolicaccount for the expenseposting (operation HRT)+ positive amount to Debit

side of G/L account- negative amount to Credit

side of G/L account

RR/CC Description of thesymbolic account for theoffsetting entry(operation HRP)

n Each wage type that you have assigned for travel expense types for receipts and per diems/flat ratesis given one symbolic account (possibly two) and a symbolic account for the offsetting entry. Lateryou can assign explicit posting accounts to the symbolic accounts.

n This procedure has the advantage that, if a G/L account has to be changed in FI, only the assignmentof the symbolic account to the G/L account must be redefined. The wage types (from TravelExpenses), consequently, are not dependent on the G/L accounts in financial accounting.(IMG activity Define wage type - symbolic account assignment)

n If the G/L account that is assigned to the symbolic account is not considered a cost element inControlling (CO), this can be indicated in the Without CO receiver field. If the indicator for symbolicaccount is marked, the travel expense types assigned to these symbolic accounts via wage type aretransferred to accounting without account assignment objects and without input tax code.



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Converting Symbolic Account to Expense Account:FI Interface

Travel exp. posting: Expense accts110 .......................... 474210120 .......................... 474220 G/L account

Travel Expenses

Operation HRT

...... ......

180 .......................... 474280190 .......................... 474290

n You need to maintain the following operations for assignment of symbolic accounts to the relevantG/L accounts and for determining accounts for the offsetting entry (generally employees'customer/vendor accounts):

- HRT Travel expense postings: expense accounts

- HRP Travel expense postings: customers/vendors (accounts for the offsetting entry)

n The assignment to expense accounts takes place in the operation HRT by means of a 3-place field,General modification with the following fixed structure:

- A 1 (one) must always be entered in the first position.

- The other two positions are filled with the designation for the symbolic account

n Before you carry out account assignments, maintain the rules for automatic posting (depending ongeneral modification, independent of debits/credits) and specify the posting keys.



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Converting the Symb. Account for the OffsettingEntry in a (Vendor) Account

Travel exp. posting: Cust./Vendor

1RR .......................... * KP1CC .......................... 10023

Determining accountusing elementarysearch help

File for D File forvendors customers

Elementarysearch help

Credit card accountfor credit cardcompany CC

Operation HRP *

K

P



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Assigning: Expense Type, Wage Type, G/L Account

Travel costs flat rate

100 km 30.00 EUR

Accommodationincl. breakfast100.00 EUR


Mealsper diem

24.00 EUR

Travel Managementview

HR Payroll view

Accounting view

MJ10

MJ20

MJ21

MJ30

MJ31

+20

+30

+10 474210

474220

474230

n The Travel Management view, for example:

- Hotel receipts

- meals per diem

- travel costs flat rate

n The HR Payroll view, for example:

- MJ10 Wage type for part of accommodation cost under maximum rate for accommodationsreceipts

- MJ20 Wage type for the tax-free part of meals settlement

- MJ21 Wage type for the taxable part of meals settlement

- MJ30 Wage type for the tax-free part of travel costs settlement

- MJ31 Wage type for the taxable part of travel costs settlement

n The Accounting view, for example:

- Symbolic account +10 in accordance with the expense account 474210 for the accommodationscosts of a trip (positive amounts are posted to the debit side of the account)

- Symbolic account +20 in accordance with the expense account 474220 for the meals costs of atrip (positive amounts are posted to the debit side of the account)

- Symbolic account +30 in accordance with the expense account 474230 for the travel costs of atrip (positive amounts are posted to the debit side of the account)



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Settlement: FI Initial Account Assignment Examples

Travel expensesD C

100.-

MillerD C

100.-

D C100.-

MillerD C

100.-

MillerD C

100.-100.-

Clearing acctD C

100.-

+ 10

1. symb.account

2. symb.account

- 10

+ 10 - 60

Symbolic accounts

aa

bb

cc

Travel expenses

Travel expensesD C

100.-



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PerNo 98004Trip 214Trip 222Trip 231Trip 254Trip 256

...

PerNo 98022Trip 210Trip 234Trip 239Trip 261

...

Trip transfer docsTrip transfer docsNo. (4711...)No. (4711...)

per posting run

Management ofposting run 17

• Displays trip transfer documents

• Displays trips contained in trip transfer document

• Checks posting run 17 for postability

• Rejects posting run 17 (poss.) - trip status is reset

• Posts posting run• (all trip transfer documents with the numbers 4711... are posted)

Generates runnumber: 17

PerNo 98004Trip 254Trip 256

PerNo 98022Trip 239Trip 261

...

CollectorTranslates HR terms in AC terms (remote)

• Reads G/L accounts• Reads vendor accounts• Calculates input tax• Verifies account

assignment object + possible substitution

• Generates trip transfer

documents (prima nota)

Translator

Posting run 17

Posting run 17

TRAVEL

Travel Management/Accounting Interface

Assignment table:Assignment table: Trip transfer documents

to trips

Trip transferdocuments No.: 4711...

n The information stored in the Travel Management settlement results must be prepared for furtherprocessing in Accounting. At this time you can determine how much the system should compress thedata for Accounting. The system summarizes the prepared information in trip transfer documents andcollects these in posting runs. Travel Management then transfers these posting runs to Accounting.

n The creation of a posting run is not the actual technical transfer of the settlement results toAccounting. You start this in the transaction Posting Run Management using the function Postposting run. When you create a posting run:

ü G/L accounts are determined

ü Vendor accounts are read

ü Account assignment objects are verified

ü Input tax is calculated

ü Trip transfer documents are generated



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Management ofposting run 17

• Displays trip transfer documents

• Displays trips contained in trip transfer document

• Checks posting run 17for postability

• Rejects posting run 17 (poss.) - trip status is reset

• Posts posting run• all trip transfer documents with the numbers 4711... are posted

FIFI

FI/COinterface

Generation ofFI/CO documentsfrom the trip transferdocuments withthe numbers4711... : • FI documents• CO documents• SL documents• FM documents• ...

Assignment table: Trip transfer documents

to trips

Trip transfer docsNo. (4711...)

per posting run

Travel Management/Accounting Interface (2)

n The posting run management consists of several functions that you can use to manage posting runsfor the transfer of settlement results to Accounting. In particular, you can post the posting runs,thereby completing the transfer from the Travel Management side. You can also check the postingruns with the posting run management. Here the system checks whether the specified expenseaccounts, clearing accounts, employee customer/vendor accounts and the CO account assignmentobjects exist and can be posted to.

n Posting run management includes the following functions: Create posting run, Delete posting run,Display posting run, Post posting run, Check posting run, Posting run history, Reject posting run,Display trip transfer documents, Display FI/CO documents for posting runs posted.

n In posting run management you can adapt the structure of the displayed lists to meet your specialrequirements quickly and easily using the different sort functions. This you can then save as adisplay variant.

n If Travel Management and Accounting are located in different logical systems, the ALE businessprocess “Set up Trip Costs Transfer”must be used. This is done in ALE Customizing (trans.SALE)under Modelling and Implementing Business Processes à Predefined ALE Business Processes àHR <-> AC à Set up Trip Costs Transfer to FI.

n For further information about ALE, see Note 200066.



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Integration Travel Management and HR Payroll,One Logical System


ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPCALCx0

Control record:02.XXXX, status: exit payroll

I0003

IT

ROT

Function ASREI

Control record:03.XXXX, status: released f. settlement

Current period: 03.XXXX

n For a newly settled trip to enter into the next payroll run, the for-period of the trip must be connectedwith the control record period of payroll. For this reason, the current period is determined from thecontrol record when travel expense program RPRTEC00 is started, or a manually entered period ischecked against it.

n The travel expense program sets an adjustment indicator or the retroactive accounting date inInfotype Settlement status (0003), if necessary.

n The HR payroll run imports the travel expense settlement results (in the TE cluster of the PCL1database) and transfers the trip data to the HR payroll results.



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Integration Travel Management and HR Payroll,Two Logical Systems


1st Logical System 2nd Logical System

Current period: 03.XXXX

Collects trips and calls BAPI

ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPRPAY00

RPCALCx0

ROT

PCL1Cluster TE

PCL1Cluster TE

Control record:02.XXXX, status: exit payroll

ALE transfersIDocs BAPI call

I0003

IT

synchronized

ROT

Function ASREI

Control record:03.XXXX, status: released f. settlement

n Travel Management and HR Payroll can run in two different logical systems. These systems arespecified in ALE Customizing.

- The current period when the travel expense program RPRTEC00 is started is determined fromthe control record in the HR Payroll System, or a manually entered period is checked against it.

- The report Transfer to external HR Payroll (RPRPAY00) transfers the travel expense resultsrelevant to HR Payroll to the second logical system.

- In the target system:

1) An update to PCL1, cluster TE, takes place. This clusters contains, however, only a part ofthe data stored in the Travel Management System in cluster TE, because only this part is ofinterest to HR Payroll.

2) An adjustment indicator or the retroactive accounting date is set in infotype Settlement status(0003), if necessary.

- The HR Payroll run imports cluster TE and transfers the trip data to the HR Payroll results.

n The ALE Customizing necessary (transaction SALE) can be found under Modelling andImplementing Business Processes -> Predefined ALE Business Processes -> Human Resources ->HR <-> HR -> Set Distribution of Trip Accounting Results.

n Further useful information on ALE can be found in note 200066.



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HR Payroll HR Payroll imports the travel expense data via the schema xREI (x=country version) and the function ASREI and adds it to the other wage types in HR Payroll.

Transfer to HR Payroll

ROT ITOther wage types..

MJ10MJ20MJ30

120.-40.-10.-

MJ10MJ20MJ30

120.-40.-10.-

..

.. ..

Schema: x000

COPY xREI

COPY xWB0 Schema: xREI

FunctionASREI

..

..

n Before data can be transferred to HR Payroll, integration must be activated via feature TRVPA(entries PAY, PA3). Then insert schema xREI (x = country version) in the Payroll schema x000,directly after Import further payments/deductions. See also the relevant chapter in theimplementation guide.

The run in HR Payroll imports the travel expenses, which are already prepared as wage types, andstores them in the Payroll table IT.

Make sure that all travel expense wage types can be processed in HR Payroll.



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Settings for Interfaces: Review

You are now able to:l Assign wage types to travel expense types

l Assign wage types to symbolic accounts

l Assign symbolic accounts to the expense accounts in financial accounting



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Settings for Interfaces Exercises



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Unit: Settings for InterfacesTopic: Transfer to Accounting or to HR Payroll


• Transfer settled trips to both Accounting and HR Payroll

14-1 Transfer to Accounting

Set the status of all trips created to open.

Create a new, one-day domestic trip for March 1, XXXX with 100 km (tax-free 0.30, reimbursement0.40) and set the trip status to approved/to be settled.

XXXX = Current year

For the transfer of the tax-free portion of the travel costs flat rate to Accounting a wage type, anappropriate symbolic account and the corresponding G/L account are defined in the system. Use the IMGto find out which G/L account (via wage type and symbolic account) the tax-free portion of the travelcost flat rate is transferred to and make a note of this information. (Use the chart of accounts INT)

For the above trip start the Settlement of Trip Data program with payroll area D2 (German settlement)and the current period.

Use the program Create a Posting Run to generate a trip transfer document.

Has the G/L account you determined above been used in the trip transfer document to post the travel costflat rate?

Check the postability of the posting run.

If the posting run has no errors, transfer/post it to Accounting.

Look at the accounting document that has been generated from the trip transfer document.

Note:

Your instructor will let you know if you are to use a different payroll area, period or chart of accounts.



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Settings for Interfaces Solutions

Unit: Settings for InterfacesTopic: Transfer to Accounting or to HR Payroll

14-1 Transfer to AccountingFrom the SAP Easy Access Menu, choose Travel Management → Travel Expenses → Travel ExpenseManager.

The Travel Expense Manager screen appears.• Enter the personnel number in the PersonnelNo field (if it is not there already) and

press Enter.• Select all the trips created up to now and set the trip status as given in the exercise.• Create the trip as given in the exercise by choosing Create.• Set the trip status and save the trip.

You can find the information as follows:In Customizing (IMG), choose:Financial Accounting → Travel Management → Travel Expenses → Input Tax andWage Types for Interfaces → Assign Wage Types to Trip Expense Types for PerDiems/Flat Rates.Once you have entered your trip provision variant the Change View “Wage Type forPer Diem/Flat Rate” screen appears. .Here you will find the expense type FAKx assigned to the travel cost flat rate (x =vehicle type). The detail screen for this expense type shows you the assigned wage type(tax-free): MJ30In Customizing (IMG), then choose:Financial Accounting → Travel Management → Travel Expenses → Transfer toAccounting → Define Assignment of Wage Type to Symbolic Account.Once you have entered your trip provision variant the Change View “Symbolic AccountAssignment for Financial Accounting” screen appears. .Here you will find the symbolic account 30 that is assigned to wage type MJ30.



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Now choose the following Customizing (IMG) path:Financial Accounting → Travel Management → Travel Expenses → Transfer toAccounting → Conversion of Symbolic Account to Expense Account.

• Choose Account determ. when posting travel expenses.The Maintain FI Configuration screen appears.

• Double-click the transaction HRT.• Select the chart of accounts INT and choose Continue.

Here you will find the G/L account 474230 that is assigned to the symbolic account30

In the SAP menu, now choose Accounting → Financial Accounting → TravelManagement → Travel expenses → Periodic processing → Settle trips.The Settlement of Trip Data screen appears.• In the Payroll area field, enter D2 (German settlement) and select Current period.• Enter the personnel number in the selection field Personnel number and start the

program.The settlement statistics are displayed.

• Exit the program.In the SAP menu, choose Accounting → Financial Accounting → TravelManagement → Travel expenses → Periodic processing→ Transfer to Accounting→ Create posting run.The Create Posting Run screen appears.

• In the Payroll area field, enter D2 (German settlement) and select Current period.In the selection field Personnel number enter the personnel number. Do not change any

other selection parameters. Start the program.A posting run log is displayed.

• Exit the program.The G/L account you determined has been used to post the travel cost flat rate.



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In the SAP menu, choose Accounting → Financial Accounting → Travel Management→ Travel expenses → Periodic processing→ Transfer to Accounting → Manageposting runs.The Posting Run Management screen appears.

• Find the posting run you generated and display the trip transfer documents itcontains.

• Verify the account number for the travel cost flat rate.• Position the cursor on your posting run and choose Check.

• Position the cursor on your posting run and choose Post.

• Double-click on your posting run to navigate to the list of trip transfer documents.Position the cursor on a trip transfer document and choose FI/CO documents.



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Authorization Management and Roles

Contents:

l Overview of roles

l Travel Management roles

l Displaying and copying roles

l Authorization concept

l Authorization objects

l Fields and values

l Assigning roles to users



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l Understand the background of the authorization concept

l Understand the roles concept

l Use the Travel Management roles

l Maintain the authorization object FI: Maintain travel expenses

Authorization Management: Objectives



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l The SAP R/3 authorization concept preventsunauthorized access to the system and thus to thedata and objects stored in the system. Users thatwant to carry out certain functions in the R/3system require a user master record with theappropriate authorizations.

Authorization Management: Business Scenario



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SAP Easy Access - User Menu Travel Administrator

FavoritesURL-mySAP.com

User menu for Chris MillerTP01 - Planning managerPR05 - Travel Expense ManagerTPMD - Travel Planning-Relevant HR Master DataPRMD - Travel Expenses-Relevant HR Master Data

Overview of Roles

n A role describes the business tasks of a user that is assigned this role. By assigning a userone of the SAP predefined user roles this user automatically has the user menu typical forhis day-to-day work and all the authorizations he requires as soon as he logs on to the SAPSystem.

n The following information is stored in a user role:

• Name of the role

• Descriptive text

• Menu structure

• Authorization profile data

• Information about the assignment of the role to the user or to elements of theorganizational structure.

n You can assign a role to any number of users.

n The user can also put together his personal favorites list from the functions assigned to him.Via the favorites or or his workplace structure tree, the user starts his transactions, reportsor Internet/Intranet applications.



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Display Roles

Other role

RoleDescription

SAP_FI_TV_ADMINISTRATOR

Travel administrator

Description Attributes UserAuthorizations

Planning managerTravel expense managerTravel Planning-relevant HR master dataTravel Expenses-relevant HR master data

Role menuMenu

Information

Tgt system

No destinationDistribute

Travel Management Roles

n SAP has defined 6 roles for Travel Management that you can use as templates. Theseroles have different tasks and therefore different authorizations.

n The 6 roles are listed here, one of which is presented in more detail as an example:

• Traveler

• Travel assistant

• Travel administrator

• Approving manager

• Payer of advances

• Travel manager

n Travel administrator

- Authorization:

For the trips of all travelers in the enterprise or of an assigned area of the enterprise

- Tasks:

- Checking availability of travel services (such as flights) and online booking

- Checking travel requests of travel plans handed in and online booking

- Entering travel expenses (such as trip destinations, expense receipts, mileage)

- Checking, approving and settling travel expenses handed in



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- Contact person for traveler stored in the system



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Report: RSUSR070

RoleDescription

Standard selection

Description of activity group

Displaying Role Descriptions

n SAP delivers roles as templates; they all begin with the prefix "SAP". You can change theseto correspond with the specific requirements of your enterprise (such as changing the menustructure, adding/removing transactions, and so on). Be sure to change the name so thatthe original version of the SAP template is not lost.

n Before you begin setting up new roles for your employees, check whether the user rolesdelivered by SAP cover the job descriptions in your enterprise. Use the report RSUSR070to obtain an overview. This provides you with a list of all the predefined roles and theirdescriptions.

n Once you have decided on particular roles, call the transaction for maintaining roles andcopy these roles in the customer name range.



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Activity groupDescription

SAP_FI_TV_ADMINISTRATORTravel administrator

UserMenuDescription

HARVARD

Authorizations

UserDateTime

01.03.200008:30:02

MOOREUserDateTime

16.03.200016:08:02

Profile name T_80000027Profile text Profile for activity group SAP_FI_TV_ADMINISTRATORStatus Current version is generated

Last change

Information about authorization profile

Change authorization dataMaintain authorization data and generate profiles

Maintain Roles

Created

Authorization Concept

n Creating authorizations and authorization profiles:Authorizations are generated automatically based on the menu functions selectedpreviously using the profile generator. The profile generator can not, however, provide"default values" that suit all enterprises for all authorizations. This means that they will haveto be revised manually as well by the authorization administrator, together with the userdepartments and the auditors. Using org. levels you can maintain many authorization fieldsat once, which simplifies the manual revision work considerably.

n Once the authorizations have been maintained and satisfy the requirements of theenterprise, the authorization profile can be generated. Only now do the authorizations itcontains take effect. A profile can contain a maximum of 150 authorizations. If the numberof authorizations should exceed this level, the profile generator automatically generatesadditional profiles for the activity group. The name of the profile (SAP note 16466) consistsof 12 characters, of which the first 10 can be changed during the first generation; the tworemaining characters serve as counters. The second character of the name may not be anunderscore (_).

n By clicking the field with an ellipse you can call the screen shown on the next slide.



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Maintain Activity Group: AuthorizationsInformationOpen Changed Maintain. Org.levels...

Maintain: 0 Unmaint. org. levels 0 Open fields Status: Unchanged

SAP_FI_TV_ADMINISTRATOR FI Travel Management Travel administrator

+ ManualManual-

+

-

-

-

Cross-application authorization objectsFinancial accounting

ManualManual

Maintain.Maintain.

Travel Planning

Travel Planning

Travel Expenses

Travel Expenses

Cost centerPersonnel areaEmployee groupEmployee subgroupEmployee groupingOrganizational key

Operation and 'Old status'Personnel number check'New status' when savingCompany code

**********

Maintaining Authorizations

n The above excerpt of an authorization profile for a travel administrator shows you anexample of one of the SAP predefined profiles. You will learn how to change theseauthorizations on the following pages.



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Fields Values(Authorization example)

'New status' when saving Company code Cost center Employee group Employee grouping for Travel ManagementEmployee subgroup Operation and 'Old status' Organizational key Personnel area Personnel number check

31*****W ,R* ,W31 **O

Authorization Object

n For Travel Management there is the authorization object FI: Trip data which provides youwith access protection in regard to travel expenses and dialog control of trip data.

n The authorization object FI: Trip data contains 10 fields (system elements which requireprotection), for which you can assign authorizations (values). The values in a field arechecked via an OR link.

n You can define any number of authorizations for an object. You store the number ofpermissible values for the fields in the object.

n A user can only perform an action for travel expenses if he successfully passes theauthorization check for each field stored in the object.



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'New status' when saving 31

means1.place Request status2.place Settlement status

Operation and 'Old status'W31

means1.place Operation2.place Request status3.place Settlement status

Field AUTHS

Fields and Values

Values

ValuesField AUTHF

n Examples for the characteristic values for the authorization field AUTHS:

- 21 Request approved, to be settled

- 3* Trip

n Examples for the characteristic values for the authorization field AUTHF:

- R41 Read an approved trip that is to be settled

- W Create a new trip

- W22 Change an approved request that is settled

- D1* Delete a request

- X41 Settle an approved trip that is to be settled

n For more detailed information, see the documentation for the respective fields.



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"All" personnelnumbers

can be maintained

User can maintain"all" personnelnumbers except

his own

User can onlymaintain his

own personnelnumber

Personnel number check (AUTHP)

Possible values

O * E

Assignment User Name - Personnel Number

n If a user is only supposed to process trip data for his own personnel number or for certainpersonnel numbers, this can be controlled via the authorization object FI Travel expenses inthe Personnel number check authorization field. The following values can be assigned tothis field:

- O The user can only maintain his own personnel number

Example: decentralized concept

- E The user can maintain all personnel numbers except his own

Example: department office

- * All personnel numbers can be maintained

Example: central concept

n If you want to define the characteristic O or E in the authorization field Personnel numbercheck for a user, you must have entered the link between personnel number and thecorresponding user in the Infotype Communication (0105), subtype SAP System systemuser name (0001).



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Display Roles

Other role Information

Role

Description

SAP_FI_TV_ADMINISTRATOR

Travel management administrator

Personaliza...AuthorizationsMenuAttributes User

Selection

User ID User name tofrom02.01.2000 12.31.9999

User compare

MILLER Chris Miller

Assigning Roles to Users

n For the selected role, choose the tab index User and enter the user you want to assignthe role or the corresponding authorization profile to. Using Selection of users, displaythe multiple selection list of the users that currently exist in the system. Before you canassign users these must already exist in the system. For more information, see underCreate and maintain user master records (pushbutton: Information). Caution: Neverenter the generated profile in the user master record directly (transaction Usermaintenance).

n The profile is automatically entered in the respective user master record when you clickon the function key User compare.

n The authorization data is completely maintained for all the user roles delivered by SAP.The value '*' was entered in all the customer-specific value fields, such as companycode, plant as well as for authorization groups and other authorization fields. In thisway authorization profiles could be pregenerated that can be used immediately.



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l Understand the basics of the authorization and roles concepts

l Maintain the Travel Management authorizationobject and use role-based menus

Authorization Management: Review




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l Travel expenses statistics

l Travel Management queries

Contents:

Reporting



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l Use Travel Management reporting tools

l Create your own queries

Reporting: Objectives




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Travel Expenses Statistics

Travel Management

Travel expenses

Information system

Diverse Trip Reports Tools

Trip statistics

Trip Receipts

Who is Where? Search for Trip Destinations

General Trip Data/Trip Totals

Trip Receipts without General Trip Data

Find Documents using Maximum Rate

Trip Cost Assignment Cost Assignment Trip without General Trip Data Gen. Trip Data/Totals/Receipts/Cost Assignment

n You will find the statistics report for Travel Expenses in the menu under Information system. Here aretwo such reports as examples:

- General Trip Data/Trip Totals

This report is used to analyze the general trip data and trip totals (total amount of trip,reimbursement amount, advances, and so on). The most important general trip data and triptotals are list for each trip.

- Who is Where? Search for Trip Destinations

This query of the FI travel expenses analyses provides a basic list, diverse statistics (sorted by tripdestination, for example) and ranked lists that, for example, contain information about thefrequency of trips by trip destination.



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Automatic Generation of Trip Statistics Data

T.prov.var. Name

0102

10...

German settlementSwiss settlement...U.S. settlement

... ...Travel Management Statistics Data:

Update of statistical data

m No update of statistical data

¤ Update statistical data after trip save

m Update statistical data via batch program

m Update statistical data in accounting program

n Using the IMG activity Define Structure of Trip Statistics you can determine whether the statisticaldata is to be updated in Travel Management and if so, the procedure to be used.

n In the trip statistics the most important trip data is updated in different transparent tables to enableefficient reporting. The following tables are currently updated:

- PTRV_SHDR Trip amounts, such as reimbursement amount and totals cost of a trip

- PTRV_SREC Trip receipts with expense types and receipt amounts in local and foreign currency

- PTRV_SADD Additional receipt data, such as receipt reason and business partner

- PTRV_SCOS Cost assignment of a trip

n We recommend that you use the SAP standard Update statistical data after trip save.



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Manual Generation of Trip Statistics Data

Execution optionsProcess backlog dataSet up statistics dataDelete statistics dataReorganize statistics data

Testrun - no DB changes

List formatOverviewDetailed

Chris Miller 98020Trip total: 785.00

Trip receipts

Cost assignment

Additional data

Table selection

Trip totals (PTRV_SHDR)Trip receipts (PTRV_SREC)Addit. data (PTRV_SADD)Cost assignment (PTRV_SCOS)

Statistics Manager



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Travel Management Queries

UserUser

User group (SAPQUERY/FT)User group (SAPQUERY/FT)

InfoSet (/SAPQUERY/FITV)

Logical DBLogical DBPTRVPPTRVP Query

Information systemTrip Statistics

Diverse Trip ReportsTools

n The InfoSet /SAPQUERY/FITV is delivered built up on the Travel Management logical databasePTRVP. An InfoSet summarizes all the relevant table fields for reporting and, for example, longtexts to key fields and work fields.

n The user group /SAPQUERY/FT contains the queries defined via the InfoSet and delivered by SAP(in the global work area, that is, as client-independent objects).

n You can call the query transaction for the special Travel Management user group from the menu,under Tools. Here you can also create your own, customer-specific queries.

n By transporting the InfoSet and the user group to the standard area you can also create queries thatare only available in one client.



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User Group Query/SAPQUERY/FT

Query

User Group Queries/SAPQUERY/FT: FI Travel Expense Reporting

Query Title Func. areaDESTINATIONS...

Who is Where? Find Doc......

/SAPQUERY/FITV...

Display

Change

2 Description

CreateExecute Quick Viewer

No. of Trips (Totaling Field)Trip Type - EnterpriseTrip Segment: End DateDate of Last ChangeTrip Segment: Beginning DateRegion of Main DestinationReason for Trip (e.g. Cust./Req.)

4

4

4

4

4

General trip data

...

Func. groups

Employee Org. Assignm.General trip dataTrip Status/PeriodsTrip TotalsTrip ReceiptsAdditional Receipt DataCost Assignment

4

...

Proc. Fields

n The fields available in a query are structured in field groups via the InfoSet. These correspond withthe relevant database tables in Travel Management .

n Once you have chosen the field groups you can select the required fields.

n You can also define fields as additional selection options for the selection screen of the query.However, many selections exist automatically via the logical database and its dynamic selectionswithout having to be defined in the query.



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Output Lists of a Query

Definition of Statistic

FieldLoc.Name of trip country...

No. Srt Var % Lgth Text

2 11 2 25

Trip country/country gr.No. of trips (add.field)Trip Segment: End date

3 4

... ...

Statistic: Trip Destinations by Location

Location

BerlinFrankfurt/MainBordeauxParisLondon...

Ctry

DEDEFRFRGB...

Trip country

GermanyGermanyFranceFranceGreat Britain...

Number Share in %

47122...

8 %14 % 2 % 4 % 4 %...

n The output of a query can be made up of several lists:

ü A basic list

ü Several statistics

ü Several ranked lists

n A basic list can be compiled from the field list of the InfoSet using the graphical Query Painter.

n A statistic is defined by the specification of the sequence and sorting of the fields to be output.

n For a ranked list the sequence of the fields and a numerical field are specified as criteria.

n When the query is executed all the records that correspond to the selection options are output in thebasic list separately, from which the statistics and ranked lists are calculated.



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Display Technical Data for a Trip

Cluster TECluster TE

PCL1PCL1

PTRV_PERIO

PTRV_HEAD

Trip 1: Header infoPeriod info(Period 000)

Trip 2: Header infoPeriod info(Period 000)

.

.

.

Trip n: Header infoPeriod info(Period 000)

Trip 2 (Period 000)- Header information- Period information- Receipts- Add. destinations- History

.

.

.- Settlement

results

Directaccess

Overview of trip Details of trip

n The general trip data can be found in the transparent tables PTRV_HEAD; data on individual tripperiods is in the transparent table PTRV_PERIO. Detailed data, for example, receipts or advances,for individual trip periods is stored in the PCL1 database, in cluster TE. This data forms the basis forgenerating statistical data.

n There are two reports you can use to control the trip data stored in cluster TE:

- Using the report Overview of trips (RPROVIEW), you can display all of an employee's trips. Byselecting the Overview of trips parameter, you can first obtain an overview of the trips for one ormore employees, or you can display the contents of the transparent tables per trip number rightaway. From that point, you can go on via trip number to the display of detailed trip data.

- The report Details of a trip (RPCLSTTE) displays the contents of the entire cluster TE peremployee. Here, too, you can first obtain an overview of the trips for one or more employees, oryou can display cluster TE by trip number directly. The contents of the respective transparenttables are output as additional information.



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l Use Travel Management reporting tools

l Create your own queries

Reporting: Review



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Reporting Exercises

Unit: ReportingTopic: Creating a Query


• Create a query for the user group /SAPQUERY/FT

16-1 Create a Query with the Following Capabilities:A statistic is required that gives both the absolute number as well as the percentage oftrips made to the countries traveled to (including the names of the countries).

Query name: Group XXNote: Create the query in the standard area (client-specific). To do this, use thetransaction for maintaining queries under the menu option Environment → Query areasand select the entry Standard area (client-specific).



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Reporting SolutionsUnit: ReportingTopic: Creating a Query

16-1 Creating a Query

In the SAP menu, choose Accounting → Financial Accounting → Travel Management→ Travel expenses → Information system → Tools.

The Query from User Group /SAPQUERY/FT: Initial Screen appears.

• From the menu option Environment → Query areas, choose the entry Standardarea (client-specific).

Enter the name of the query (Group XX) and choose Create.

In the dialog box that follows, select infoset /SAPQUERY/FITV. Enter a title of your choiceand leave the remaining input fields unchanged.

• Choose the function Next screen.

The Create Group XX: Select Field Group screen appears.

• Select field group General Trip Data and choose the function Next screen.The Create Group XX: Select Field screen appears.

• Select the following fields:- Number of Trips (Totaling Field)

- Trip country- Name of trip country

and then choose the function Statistics.



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The Create Group XX: Statistic 1 Structure screen appears.

• Enter a title of your choice.

• To create a line structure, in the No field enter a 3 for the number of trips, a 1 forthe trip country and a 2 for the name of the trip country.

• Define a sort order by trip country key by entering a 1 in the Srt field for the tripcountry.

• Determine the output of a percentage rate by selecting the % field for the number oftrips.


• Test your new query by choosing Test.

• In the dialog box that follows leave the Variant field blank and continue.In the query selection screen, either enter your personnel number or leave all the

selection fields blank.Execute the query.



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l HR mini master record for Travel Management

l Vendor master record maintenance

Contents:

HR Master Record (Mini-Master)



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HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Objectives

l Create a mini master record for an employee

l Create a vendor master record correspondingto a personnel number




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Overview

...

PersNo. ..... 98020Begin ..... 01/01/XXXXAction:

PersNo. 98020 Chris Miller

Actions Infotype Menu

Travel exp. (mini master)

Personnel ActionsPersonal DataOrg. Assignment

Travel PrivilegesPersonal DataOrg. AssignmentTravel Privileges...

n The Human Resources System stores the different categories of employee data in respectiveInfotypes. An employee's address, for example, is made up of town, street, and house number, datawhich is stored in the Infotype Addresses (0006).

n Each Infotype contains a name ID and a number ID. You can use these ID's to call up an Infotypeduring master data maintenance directly or via an Infotype menu option.

n The transaction Personnel actions groups Infotypes, which represent a certain human resourcesactivity (for example, hiring a new employee). Each personnel action contains precisely thoseInfotypes for which data must be entered in connection with the respective activity and presentsthese Infotypes to you one after the other for maintenance.

n For Travel Expenses, the necessary Infotypes are grouped in the TE (mini master) action.

n The actions Travel Expenses (Mini Master) or Organizational reassignment (TE mini master) can becalled from the SAP Easy Access menu under Travel Management, Person-related master data. Todo this, you create a new personnel number (if one does not yet exist) or maintain the respectiveemployee data successively.

n SAP provides program RPUSTD00 as a example of how to transfer legacy personnel master data.



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Maintaining HR Master Data: Travel Expenses

Personal data

Last name Miller

First name

Travel privileges

R.grp travel costsR.grp M/A statutory

9


E.grp expense type

Org. assignment

Company code 1000

Personnel area 1000

Chris


Travel ExpensesPersonal DataOrg. AssignmentTravel Privileges

Cost center 3200

Miller



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Adapting User Procedures: Actions

PersNo. 98020 Chris MillerPersonnel actions

From

Action type . . .Travel Exp.Org. reassign.

(Mini master)(TE Mini master)

Changeactions menu

Create personnelaction types

Determineinfo groups

n In action maintenance, you can add or remove personnel actions in the Personnel action menu. Youcan also define your own actions.

n In this case, you first define the info group (2 places, numerical). Then you assign the Infotypes thatyou want to edit during the action to this info group.In the standard version, SAP provides you with the info group 56 Travel Expenses (mini master) andinfo group 57 Organizational reassignment (TE mini master).

n In a second step, you define the personnel action type (2 places, numerical) that matches your chosenpersonnel action and specify its work area by assigning it to the relevant info group.The standard version includes the personnel action types 56 Travel Expenses (mini master) and 57Organizational reassignment (TE mini master).

n In a final step, you assign the action types to the action menu TR. Here you determine the menu thatappears when you call the transaction Personnel actions from the area Travel Management, Person-related master data. Here you can also add to or remove existing actions.



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Adapting User Procedures: Infotype Menu TR

SAP Easy Access:Travel ManagementTravel ExpensesInfotype menu: TR

Personal data Org. assignment Travel privileges

User group No. Infotype... Infotype text

000000

. . .

010203

000200010017

IMG: Master data maint.:


Travel ExpensesPersonal dataOrg. assignmentTravel privileges

n The IMG activity Change Infotype menu makes it possible for you to add or remove the Infotypeslisted per personnel number in the SAP Easy Access menu under Travel Management, Person-related master data, Maintain.

n In this case you maintain the Infotype menu TR Travel Expenses. Adapt this to suit yourrequirements.

n You can, of course, include an Infotype in more than one menu.

n You can define the menu depending on the user group UGR from the parameters for user masterdata.



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Maintaining Corresponding Vendor Master Records

Pers.No.

4711 Chris Miller

98020

Vendor

Create, change, lockCreate, change, lockvendor master recordsvendor master records

from HR master recordsfrom HR master records

HR Infotypes Reference vendor

n From the SAP Easy Access menu, under Travel Management, Person-related master data, Createvendors, you can call the program Create/Change/Lock Vendor Master Records from HR MasterRecords (RPRAPA00) to create a batch input session for creating and maintaining person-specificvendor master records on the basis of HR master data.

n You need to prepare the following Infotypes from HR master data: Actions (0000), OrganizationalAssignment (0001), Personal Data (0002), Addresses (permanent residence) (0006) and Bank Details(0009).

n All the other data required for a vendor master record is taken from the reference vendor. You enterthis as a parameter when you start the program. Please remember that, for this reference vendor, youmust make reference data available for all company codes which could be relevant according to HRmaster data. You must also ensure that the reference vendor is assigned to an account group withinternal number assignment.

n If you do not enter a house bank in the reference vendor, it is determined via feature TRVHBaccording to the employee's organizational assignment.

n The HR employee master record is linked with the relevant vendor master record via the personnelnumber entry in the company code section of the vendor. Using the search help Vendors bypersonnel Number, you have fast access to the corresponding vendor master record via a specifiedpersonnel number.



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SAP AG 2003

HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Review

l Create a mini master record for an employee

l Create a vendor master record correspondingto a personnel number




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SAP AG 2003

l System infrastructure

l Country-specific information

l SAP Business Information Warehouse

l User exits

l The euro

l Glossary

Contents:

Appendix



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SAP AG 2003

HR FI

TRV

SP

HRTRV

HRSP

HR

HRSP

HR

HRSP

ALE

HRSP

ALE FITRV

FI

ALE TRV ALE FI

1)

2)

3)

4)

SP

SP

HRSP

HRSP SP

Travel Management and System Infrastructure

n Systems with different release levels can be linked together using Application Link Enabling (ALE)technology. A Travel Management System can thus be run on a more recent release level than HR orFI without the need for multiple maintenance of data.

n Travel Management (TRV) can be used:

1. Together with HR (Payroll) and FI (Financial Accounting)

2. Together with HR and a separate accounting system

3. Together with FI and a separate HR system

4. Separately by HR and FI

Depending on the configuration chosen, support packages and HR support packages must beimported into the respective systems.

n Refer to ALE QuickStart (see note number 200066) for the required ALE settings.



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Explanatory Notes to Travel Management and SystemInfrastructure Slide

Advantages and Disadvantages of Cases 1) to 4)

1) Travel Management, HR and Accounting in one systemAdvantages:

- Not necessary to distribute:

• HR master data

• Travel expense results to HR

• CO receivers.

- Validation of CO receivers is carried out locally- Synchronous posting of travel expense settlement results to Accounting

Disadvantages:- HR, Accounting and Travel Management must have the same release status

- Not very flexible- Possible capacity problems

2) Travel Management and HR are in separate system to AccountingAdvantages:

- No distribution of travel expense results to Human Resources required

- Travel Management and Accounting can have different release statuses- Existing Accounting systems can be connected

Disadvantages:- Remote validation of CO receivers in Accounting via ALE- For a correct input help of CO receivers these have to be replicated in the Travel

Management System

- To automatically create person-related vendor master records the HR master data(Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated inthe Accounting System via ALE

- Asynchronous posting of travel expense settlement results to Accounting via ALE.To guarantee that the posting to Accounting is successful, the posting run must bevalidated before it is transferred

3) Travel Management and Accounting are in a separate system to HRAdvantages:

- No distribution of CO receivers required

- CO receivers are validated locally



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- Payroll and Travel Management can have different release statuses- Synchronous posting of travel expense settlement results to Accounting. In this case

receipts with errors can be discard from the posting run

Disadvantages:- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be

replicated via ALE

- Travel expense results for Payroll have to be replicated via ALE

- Both Support Packages and HR Support Packages have to be imported into theTravel Management/Accounting System



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4) Travel Management, Accounting and HR are all in separate systemsAdvantages:

- Payroll, Travel Management and Accounting can have different release statuses- Offers maximum flexibility

- Existing Accounting and HR Systems can be connectedDisadvantages:

- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to bereplicated in the Travel Management System via ALE

- To automatically create person-related vendor master records in Accounting the HR masterdata (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated inAccounting via ALE

- Travel expense results for Payroll have to be replicated via ALE

- Remote validation of CO receivers- For a correct input help of CO receivers these have to be replicated in the Travel

Management System

- Asynchronous posting of travel expense settlement results to Accounting via ALE. Toguarantee that the posting to Accounting is successful, the posting run must be validatedbefore it is transferred



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SAP AG 2003

Criteria

Cases Case 1 Case 2 Case 3 Case 4

Replication of HR master data via ALE

Replication of CO objects viaALE (for F4 help)

Validation of CO objects

Transfer to FI

Replication of TRV settlementresults in HR via ALE

Different release status possible

Adaptability to existing system infrastructures

HR Support Packages must alsobe imported into FI

no FI FI TRV and FI

local remote via ALE

local remote via ALE

no no yes yes

no HR/TRV no TRV

sync. sync.async. async.

no HR/TRVand FI

HR andTRV/FI

HR and TRVand FI

poor good good very good

no no yes no

**

Criteria for Choosing a System Infrastructure

n A validation of the posting run must always be made before travel expense settlement results aretransferred asynchronously to Accounting. Only then can you be sure that the data to be posted canalways be posted to Accounting.

n * Only necessary if the person-related vendor master records are to be created or maintainedautomatically.



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SAP AG 2003

Deductiontype

Domestic/International

Taxdeduction

-

-

-

Enterprise-spec. deduction

18%

30%

30%

F

M

A

-

-

-

...

U I 4.50 -

-U A 20%

Country-Specific: Germany

Deductions

n The system can process the following deductions:

- Deduction of breakfast per diem included in hotel amount (here the statutory deduction amountcan be taken into consideration)

- Deductions from per diems for meals due to gratuitous entertainment

- Deduction of cost-of-living savings from an individual receipt for meals

n The following entry values are valid for the deduction types; they are fixed in the system and cannotbe defined by the user:

- F Deduction of breakfast from the per diem for meals

- M Deduction of lunch from the per diem for meals

- A Deduction of dinner from the per diem for meals

- R Minimum reimbursement after deductions

- N Free overnight stay

- U Deduction of breakfast from accommodations receipt amount

n The deductions can be stored as percentages or as absolute amounts.

n According to the German wage tax guidelines, the deduction types F, M, A, R, and H were only validuntil the end of 1996.



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SAP AG 2003

Country-Specific: Germany (2)

Breakfast not itemized on accommodations receipt:

Accommodationsincl. breakfast100.00 EUR


98020 Chris MillerExpense receipts

Exp. receipt 001 on 08.03.XXXX

AmountInput tax

Hotel

100.00 Euro

1NumberFrom 03/08/XXXX To 03/09/XXXX


No.breakfasts 1 Breakfasts are deducted from accommodation receiptDescriptionLocationCountry DE Region

EUREUR 100.00100.00-- EUREUR 4.504.50

EUREUR 95.5095.50

Input Tax 16%



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SAP AG 2003


Breakfast not itemized on accommodations receipt:

Hotel in Germany1 SR 100.00 EUR

Hotel in Austria1 SR 100.00 EUR

EUR 100.00-EUR 4.50 EUR 95.50

EUR 100.00-EUR 7.00 EUR 93.00

Meals per diem

EUR 35.00 * 20% = 7.00

n The above figure depicts a deduction from accommodations receipt due to breakfasts not itemized(in accordance with German wage tax guidelines).



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SAP AG 2003


3 months

TripDest. A

TripDest. A

TripDest. A

TripDest. B

TripDest. A

TripDest. A

TripDest. A

Reimbursementliable to tax

Reimbursementtax exempt

≤ 28 days ≥ 28 days≤ 28 days ≤ 28 days ≤ 28 days

3-Month Rule

n SAP Travel Management now provides a way of dealing with the “three-month rule." This tax-relevant rule has the following background.

n You want to group repeat trips to a certain destination together for tax purposes, in order to switchthe settlement and tax procedures after a certain amount of time (such as three months). To identifythese repeat destinations, users need to have entered detailed destination data. This means thatentering destination data is to be done using the value help of the destination field. Given that therespective customizing settings are active, users will then see a list of the destinations alreadytraveled to for the specified personnel number. Therefore, the user has to choose repeat destinationsfrom a fixed list to ensure that repeat trips to the same destination are actually saved under the nameaddress details.

n You activate and configure the three-month rule in Customizing in the Expert View. For moreinformation, see the Implementation Guide (IMG) under Financial Accounting --> TravelManagement --> Travel Expenses --> Dialog and Settlement Control --> Travel Expense Control --> Travel Expense Control (Expert View), in field 18 of the Other settlement line.



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SAP AG 2003

Country-Specific: Public Sector Germany

Business trips

n BRKG, ARV, LRKG

n Domestic/international trip,off-site work

n Trip to start work/business tripreturn (SA)

n Advances, per diems, receipts,deductions, ...

n Trip segments, cost distribution

n Comparison calculation

n Credit card clearing

n Documentation/reporting

n SAP Travel Management has been enhanced with a variety of industry-specific functions for thepublic sector in Germany. This solution meets the requirements defined in the German FederalTravel Expense Law (BRKG), the Foreign Travel Regulations (ARV) and the state travel expenselaws (LRKG).

n The corresponding trip regulation variants are shipped predefined, including the current per diemand accommodation rates.

- D1: - German Federal Travel Expense Law

- DC: - Saxony

- DH: - Hamburg

- DL: - Saarland

- DM: - Bremen

- DP: - Rhineland-Palatinate

- DR: - North Rhine-Westphalia

- DS: - Hesse

- DT: - Thuringia

- DV: - Mecklenburg-West Pomerania

- DW: - Baden-Württemberg

- DY: – Bavaria



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n The current per diems/flat rates are shipped for each trip provision variant. When the lawsregarding per diem allowances are changed, you can download them from the SAP ServiceMarketplace (http://service.sap.com/tm-de-ps) and import them into your system.

n Statutory trip types:The dialog control and settlement rules for each official trip type have been defined in accordancewith the legal requirements: For example:

- Domestic/international trip

- Several business trips on one day

- Off-site work

- Trip to start work/business trip return when the separation allowance is involved

n A wide variety of additional functions is available for the public sector in Germany. These functionsare automatically active for employees that belong to one of the above trip provision variants.

- Exact date specifications for trip segment reimbursement and passenger bonus

- Reasons for the use of private vehicles

- Comparison calculation for mealsSome state travel expense laws enable the settlement of meal receipts instead of flat-rate perdiems. Prerequisite: The total amount from the individual receipts for meals, taking the cost-of-living savings into account, is greater than the sum of per diems over the whole trip. You canuse the comparison calculation for meals to determine allowances to the per diem rate(Section 9 BRKG). They check whether settlement should be based on the individual mealreceipts or on the per diem rates.

- Comparison calculation for accommodationSome state travel expense laws and foreign travel regulations only permit the reimbursement ofaccommodation receipts up to a maximum amount without further checks. This maximumamount depends on a number of factors. The comparison calculation for accommodationsupports you in determining the maximum amount for the total accommodation costs withindividual receipts that can be paid without further checks.

- Comparison calculation for travel costsAccording to the economy principle in Section 5,5 BRKG, trip segments with a private car canonly be reimbursed up to the amount that would have to be paid for public transit, second class,for the same segment. The comparison calculation for travel costs helps you here.


http://service.sap.com/tm-de-ps)


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SAP AG 2003

Country-Specific: Public Sector Germany (2)

Separation allowance

n TGV, LTGV

n External stay

n Daily return

n SA measure management

n Absences, reductions, etc.

n Split payment possible

n Correct taxation

n Documentation/reporting

n Comparison calculations

n Central administration for the travel administrator:The Separation Allowance Manager (create TGANL, change TGMOD, display TGANZ) lets youeasily manage separation allowance measures with framework data, information about the newworkplace, confirmation of reimbursement for moving costs, and so on. The travel administrator cango from here directly to processing for the individual months. The data can be entered, approved,settled, forwarded, and paid separately for each individual month. Retroactive accounting (in caseof subsequent corrections) is triggered automatically for the month(s) involved.

n Decentralized entry for recipients of a separation allowance (can also be used by the main user):Recipients of a separation allowance can also use the Period Manager (TGPER), which is based onthe familiar screens for travel expenses. Travelers can thus enter their regular expenses, tripsegments, and absences themselves, without requiring extensive training.

n The functions for calculating the separation allowance help you properly calculate, pay, and manage

- Separation allowances for daily return

- Separation allowances for external stay

Absences from the workplace, personal deductions to trip segment reimbursements, and other functionsare all integrated in the dialog.

n Trips to start work and business trip returns are entered as business trips with the correspondingtrip type, and are linked with the corresponding separation allowance measure in the database.



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n If parallel business trips take place during the allowance period, the system calculates themautomatically. The Travel Management system automatically registers these business trips asabsences in the corresponding month of the separation allowance measure.

n A separate authorization management infrastructure enables you to implement variousorganizational concepts:Authorization object F_TRAVL_TG controls the processing of separation allowance measuresAuthorization object F_TRAVL_PG controls the processing of separation allowance periods



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SAP AG 2003

Country-Specific: Denmark - Deductions

SEDK8 AM 10 AM 5 PM 9 PM

DK

Breakfast: -15% of theDanish per diem

Lunch: -30% of theSwedish per diem

Dinner: -30% of theDanish per diem

n For each hour of the business trip, 1/24 of the relevant, country-specific daily rate is reimbursed. Forsettlement purposes, the changeover to the next destination takes place on the next full hour.

n If the traveler receives a free meal, the following percentages are deducted from the respective dailyrate for the country in which the traveler had the meal.

ü Breakfast: 15%

ü Lunch: 30%

ü Dinner: 30%

n You must enter the date and time for the meal.

n Using the IMG activity Check travel expense constants, you can define default times for thedeductions:

ü Breakfast: B_DED

ü Lunch: L_DED

ü Dinner: D_DED



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SAP AG 2003

Country-Specific: Norway - Deductions

Mo.: 11/01/XXXX Tu.: 11/02/XXXX We.: 11/03/XXXX

SEDK NO

2. D ø g n SE 3. D. NO1. D ø g n DK

8 AM

8 AM

9 PM 8 PM 4 PM

4 PM8 AM

Breakfast 11/02/XXXX, 07:45:-10% of the Danish per diem

Trip itinerary

Per diems

n The calculation of the daily rate per "D ø g n" (corresponds to a 24 hour interval from the start of thetrip) depends on where the traveler was during the largest part of the D ø g n.

n If the traveler receives a free meal, deductions are made from the daily per diem as follows:

ü Breakfast: 10%, but maximum NOK 55.00

ü Lunch: 40%, breakfast plus lunch = 50%

ü Dinner: 50%

n You must enter the date and time for the meal.

n Using the IMG activity Check travel expense constants, you can define default times for thedeductions:

ü Breakfast: B_DED

ü Lunch: L_DED

ü Dinner: D_DED



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SAP AG 2003

BusinessInformationWarehouseServer

AdministratorWorkbench

BAPIBAPI

3rd party OLAPclient

SAP BWR/3 R/2 LegacyFile Provider

OLAP ProcessorOLAP Processor

Staging EngineStaging Engine

BAPIBAPI

BusinessExplorer

Meta DataRepository

Data-base

... for Travel Management

Business Information Warehouse Reporting

n A further possibility for the evaluation of Travel Management data with increased performance isoffered via the SAP Business Information Warehouse (SAP BW).

n For this type of evaluation reporting data can, if necessary, be extracted from several SAP R/3systems into a special SAP BW system. There it is stored in a form that is optimized for reportingpurposes. The evaluations can then be handled very efficiently and flexibly via an analyticalprocessor.

n SAP BW evaluations are available for Travel Management beginning with SAP BW 2.0A.

n The extraction of the data from the R/3 system is supported beginning with SAP R/3 4.5B.



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SAP AG 2003

User Exits and BAdIs

Implementation Guide Edit Goto Additional Information Utilities System Help

Display IMG

Existing BC Sets BC Sets for Activity Change Log Where Else Used

Business Add-Ins and User Exits in Travel ManagementBusiness Add-In: Validation of Personnel NumberPlanning

Business Add-In: Define Dynamic PNR ElementsBusiness Add-In: Define Travel Agency QueuesBusiness Add-In: Compare Travel Preferences from SAP and GDS

EntryBusiness Add-In: Data Import/Data ExportBusiness Add-In: Receipt WizardBusiness Add-In: Interfaces for Offline Travel ExpensesUser Exit: Save Trips (PR01, PR04, PR05, TRIP) Bef. Assigning Trip NumberUser Exit: Include Rate Data in Trip Provision VariantUser Exit: Save Trips (PR01, PR04, PR05, TRIP) After Assigning Trip NumberUser Exit Include: Additional Action Options for Data EntryScreen Modifications: Adjustment of "User Data" Screen

PostingBusiness Add-In: Adjustments During Account DeterminationBusiness Add-In: Assign Alternative Wage TypesBusiness Add-In: Adjustments When Generating Vendor Master RecordsUser Exit Include: Adjustments When Creating Vendor Master Records

ApprovalBusiness Add-In: Automatic Approval of Travel Expenses

SettlementBusiness Add-In: Assign Alternative Wage Types to Part of TripUser Exit Include: Additional Adjustment Options During SettlementUser Exit Include: Enterprise Specific Adjustments to Form

StatisticsUser Exit: Create/Change Trip StatisticsUser Exit: Delete/Reorganize Trip Statistics

n SAP Travel Management offers numerous options for implementing customer enhancements.Official user exits and BAdIs (Business Add-Ins) are available for this purpose. BAdIs and user exitsare program exits defined by SAP where the supplying software layers (industries, partners,customers, and so on) can insert coding without modifying the original object. Therefore, changes tothe SAP system implemented through user exits and BAdIs remain active after upgrades to laterreleases.

n The enhancement options available in SAP Travel Management are described in the ImplementationGuide (IMG) under Financial Accounting --> Travel Management --> Business Add-Ins and UserExits in Travel Management.



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SAP AG 2003

Before and During the Dual Currency Phase

Before: Dual currency phase:

HR PayrollFI

Companycode

Balance sheetD C100.00

Employees

100.00

HR PayrollFI

Companycode

Balance sheetD C100.00

Employees

100.00

EUR Countrycurrency

Travel expense settlementTravel expense settlementin countries of the EUin countries of the EU

in country currencyin country currency

Travel expense settlementTravel expense settlementin countries of the EUin countries of the EU

in trip currencyin trip currency

The following applies to countries that have a dual currency phase due to the introduction of the euro.

n During this period, companies are allowed to prepare their balance sheets on the basis of the euro.This represents a considerable improvement for companies with international subsidiaries thatproduce their own balances. Payments to vendors, such as wage payments, are still made in therespective country currency. During this period, the balance sheet currency can also differ from theofficial currency used by authorities.

n After the dual currency phase, the payment cycle will be the same as prior to the dual currencyphase, but the country currency will be replaced by the euro.

n Every recorded trip is assigned a trip currency. The trip can therefore be settled either on the basis ofthe balance sheet currency or the official currency. The resulting forms indicate amounts in tripcurrency.



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SAP AG 2003

Trip Currency

1Currency code

Global Settings

Trip currency

Currency is determined from company code

Travel expense form(presented in trip currency EUR)

Travel expense settlement(performed in trip currency EUR)

Exchange rate must be enteredin relation to trip currency EUR

n Using the IMG activity Define global settings, you need to specify the trip currency that is assignedto the individual trips during entry. This will cause all amounts that are entered in dialog to be set inrelation to this currency on the basis of the exchange rate.

n Travel expense settlement (RPRTEC00) calculates the travel expense reimbursements in tripcurrency. In forms (such as RPRTEF00), all amounts are indicated in trip currency.

n Using the IMG activity Settlement control in expert view, in the Other settlement line, position 5, youcan, for each trip provision variant, control that per diems/flat rates stored in a foreign currency (suchas DEM) are converted to the trip currency (such as EUR) by RPRTEC00.



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SAP AG 2003

Translation to Euro or Trip Currency

PD/FR reimbursementExpense receipts

Exp. receipt 001 on 03.02.XXXX

Amount

Input tax


Telephone

8.00 Swiss Francs

No tax transaction

Comments

Expense receipt cost assignment, alternative to master data

Exchange rate Payment amount1.21380 9.71 DEM

Enter Exchange RateReceipt numberTravel exp.typeAmountFrom currencyExchange rateTo currencyDate

001TELE8.00CHF 0.62061EUROXX/XX/XXXX

Transfer

n In the dual currency phase, receipts can be issued in either euro or country currency and the travelexpense settlement can also be made in either country currency (such as DEM) or euro. You must,therefore, have the possibility of entering the exchange rate from a foreign currency to the countrycurrency or to the euro. To ensure this, the following procedure has been implemented in the dialog:If the trip currency is the country currency of an EU country and EUR is activated in the system then,should the receipt currency differ from the trip currency, the Translation to euro/trip curr. buttonappears.

If you choose this button a dialog box appears where you can enter an exchange rate for the relationreceipt currency to euro. Once you have completed the entry the exchange rate is converted backto trip currency and appears in the exchange rate field.

n If the trip currency is euro, the system behaves similarly.



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account, symbolicObject in Travel Management for posting to Accounting. The number of symbolic accounts and theircharacteristics represent the different expenses and liabilities that occur as travel expenses and are to beposted to Accounting. The symbolic accounts are assigned to accounts in Financial Accounting. Thisguarantees the account determination when posting to Accounting.

additional travel expenses

Receipts that do not belong to the following classifications:

• Travel costs

• Meals

• Accommodations

adjustment run (Personnel Management)

An adjustment run occurs when payroll accounting is repeated for the current payroll period to correctmistakes. Unlike retroactive accounting runs, adjustment runs are performed in the current month forpayroll runs that are not yet complete.

business trip

Professional task performed by the employee away from his home and regular place of work.lossaryAC270

document (Controlling)

Proof of a cost accounting posting This posting can be made both within (such as distribution) andoutside (such as primary posting in FI) the CO module.

document type (Financial Accounting)

Key that distinguishes the business transactions to be posted. The document type determines where thedocument is to be stored, as well as the account types to be posted.

employee (Personnel Management)

Person who contributes, or has contributed, to the creation of goods and services within the enterprise.As a rule, this occurs on the basis of a work contract or contract for services.

Usage

The employee constitutes the main focus of interest for the majority of Human Resource applicationcomponents (Personnel Administration, Time Management, Payroll, and so on). All business processeswithin these application components relate to the employee.



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employee trip

An employee's business trip. This represents the change of location, including the outbound and returnjourneys, due to a temporary external activity.

Structure

A trip consists of several trip facts. These are mainly specifications pertaining to trip times, destinationsand travel expenses. These specifications are used to determine the reimbursement amounts. Each triphas exactly one status, which characterizes the respective section of its cycle: requested, completed,settled, and so on. Exact specifications relating to the assignment of costs to cost centers, projects, orproduction orders can be made for a trip or for individual trip facts.

Example

Employee: Chris MillerTrip duration: from 05/01/2000 10 a.m. to 05/01/2000 10 p.m.Main destination: ABC AG, Hamburg, GermanyTrip type - statutory: Business tripTravel expense type: HotelMeals: per diemTravel costs: flat rateDistance traveled: 678 km

entertainment, gratuitous

Deduction from the (reduced) maximum amount or per diem amount of the gratuitous entertainmentenjoyed by the traveler during a business trip. If the meals were taken as part of a social function, thisdeduction does not take effect.

entry type in Travel Management

Travel Manager: see documentation

Travel Expenses Manager: Suitable for entering domestic and international trips where, in addition tothe flat rate travel costs and per diem meals and accommodations, individual statements are also to beentered.

Travel Calendar: Suitable for the simultaneous entry of several domestic trips on one screen.

Weekly Report: Suitable for the weekly entry of trips. Travel costs are settled according to flat rates.You can not enter meals and accommodations per diems together with a miles/km distribution.

feature

Objects that can take on different characteristics depending on the organizational unit. Thus a featureand its characteristics can control different processes.

Financial Accounting

Proof of a business transaction. A distinction is made between original and data processing (DP)documents.

• Original documents include incoming invoices, bank statements, and carbon copies of outgoinginvoices



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• DP documents include accounting, sample and recurring entry documents. Whereas accountingdocuments are a representation of the original document in the system, sample and recurring entrydocuments are simply templates that ease the entry of accounting transactions.

hiring transaction (Personnel Management)

Personnel action, whereby all the relevant data concerning a newly hired employee is enteredin the system.

Examples

• Personnel number

• Activity

• Cost center

HR master data (Personnel Management)

Data relating to employees that remains relatively constant over a period of time.

Examples

• Personnel number

• Name

• Address

• Bank details

• Social insurance number

• Health insurance fund

individual statement

Settlement of the actual travel expenses incurred by an employee and documented by means of receipts.



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information subtype (Personnel Management)

Detailed subdivision of an information type. This can be divided into subtype if the possible fieldcontents result in differing formalized characteristics.

Examples

• Information type CommunicationSubtypes system user name SAP system (SY-NAME), credit card number(s)

• Information type addressSubtypes home address, vacation addressSubtypes permanent residence, temporary residence

information type (Personnel Management)

Contains system controlling characteristics, such as attributes, time connections, and so on. The data isnot stored according to fields in the HR database, but are grouped according to logical viewpoints.

Examples

• Infotype Personal data

• Infotype Organizational assignment

• Infotype Travel privileges

local currency (Financial Accounting)

Currency of a company code (balance sheet currency) in which the local ledgers are managed.

maximum rate

Maximum amount that can be reimbursed per diem when settling meals per individual statement.

maximum rate for meals

The limit that the sum of all receipts for meals for one day is not allowed to exceed.

meals per diem

Additional expenses for meals are calculated for each trip day with a certain per diem rate.



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payroll (Payroll)

Calculation of the remuneration, tax amounts, insurance amounts, and other pay of an employee for aparticular payroll period.

Structure

A payroll run contains several items. An item represents the result of the evaluation in relation to thewage type.

payroll area (Personnel Management)

Organizational unit that groups together employees for whom payroll is run at the same time and in thesame way.

Usage

A payroll area determines the time of the payroll run, the earliest retroactive accountable payroll period,the retroactive accounting recognition and the periods for the payroll run. The exception is the payrollarea "No payroll run for these employees." A payroll run is not carried out for the employees assignedto this payroll area.

Examples

• Industrial workers (monthly, on the fourth day of the following month)

• Salaried employees (monthly, on the 15th day of the month)

• Company pensioners (monthly, on the 20th day of the previous month)

• Weekly wage earners (weekly, on Friday)

per diem / flat rate settlement

Payment of an employee's travel expenses by per diem or flat rate. Reimbursement is calculated withoutconsideration of the actual travel expenses incurred. There are three different types of rates:

• Flat rates for travel costs

• Per diems for meals

• Per diems for accommodations

period parameter (Payroll)

Two-digit numerical parameter that defines the time interval for which a payroll area is settled. Apayroll area is assigned to just one period parameter. The respective period to be settled is determinedvia the period parameter.

Structure

In the standard version parameter values are defined for monthly, once a week, once every two weeks,quarterly, and so on.

Example

If the payroll period 01 is assigned to the period parameter 01 (monthly) for the year 2000, then January2000 is meant.



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personnel action (Personnel Management)

Series of infotypes that are added, changed, completely or partially deleted or delimited in the HRsystem, for the reason specified (hiring, cost center change, withdrawal, and so on). The sequence of theinfotypes that are to be edited using these actions is defined in the HR system.

personnel area (Personnel Management)

Organizational unit representing an area within an enterprise delimited according to personneladministration, time management and payroll criteria.

Usage

Person-related regulations are determined on a personnel area and personnel subarea level. Theregulations can have a statutory, collective agreement or company-internal nature.

Structure

Personnel areas are divided into personnel subareas.

Integration

A personnel area is assigned to just one company code where the values that affect the personnel areaand are relevant to financial accounting are added to. Just one pay scale area, pay scale type, and publicholiday calendar are specified for one personnel subarea.

Example

The personnel area in a software company can be divided into the subareas development, training, andadministration.

personnel calculation schema (Payroll)

Describes the order and content of a program run. A personnel calculation schema consists ofinstructions on how to perform time evaluations, payroll runs, or payroll result evaluations and definesthe instruction sequence.

personnel file (Personnel Management)

Displays all the data entered for an employee.

retroactive accounting (Payroll)

A payroll run is repeated for a period for which payroll accounting has already been performed in thepayroll past. Retroactive accounting is triggered during the payroll run for the current period if certainmaster and time data affecting the payroll past has been changed in the meantime. Only changes tomaster and time data are relevant to retroactive accounting since previous payroll results must becorrected. A retroactive accounting limit can be set for the whole company and/or for just oneemployee.

retroactive accounting period (Payroll)



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A past payroll accounting period for which the payroll run has been repeated. The retroactiveaccounting period refers either to an individual employee or to a payroll area.

retroactive accounting period, earliest (Payroll)

This is the period that lies furthest in the past for which retroactive accounting can take place. Theretroactive accounting run is made for a payroll period for which the payroll run has already beencarried out. The earliest retroactive accounting period is determined for a payroll area, whereby thesystem also takes the starting date of an employee into consideration.

subschema (Payroll)

A subschema is a personnel calculation schema that is called up in another schema using the Copyfunction. A subschema does not have to be executable.

travel costs flat rate

Travel costs are evaluated per mile/kilometer according to a certain flat rate for miles/kilometers.

travel privileges

Employee-relevant parameters for travel expense settlement.

trip destination.

Location (town/city and country) in which a business trip takes place. A distinction is made between themain destination and (one or more) stopovers.

trip provision

Guideline for determining the reimbursement of travel expenses and the method by which they aretaxed.

Integration

Trip provisions are defined for one respective trip provision variant. Together with the differentinfluencing factors (such as trip type, trip activity, trip country, reimbursement group) they determinethe per-diem/flat-rate, maximum and deduction amounts.

trip currency: Currency in which the results of the travel expense settlement is presented per trip.

value of flat rate for travel costs

Value used for calculation of miles/kilometers with the travel flat rate.

wage type (Personnel Management)



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Used to divide wage payments and wage deductions. They are delimited according to the reason for thepayment or deduction and other possible administrative, technical settlement or cost accountingviewpoints (such as, wage type for different difficulties).

Usage

The wage payments represent the remuneration the employee becomes for the work achieved (such asstandard pay, standard bonus) or the assured services of the employer (such as company pension, rentsubsidy). The wage deductions reduce the agreed wage payments of an employee. Wage deductions canoccur as a result of statutory regulations (such as tax laws, social insurance regulations) or due tocontractual agreements (such as wage conversion - company car, savings plan, capital formation).Voluntary wage deductions can also occur (such as trade union contributions).

Structure

Wage types are divided into primary and secondary wage types.

work center data (Personnel Management)

Collection of information characteristic of a work center used by an employee.

Examples

• Work contract

• Activity

• Assignment to a cost center

• Department, and so on

