sap create a travel expense tutorial trip
TRANSCRIPT
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SAP TRIP Transaction
Creating a Travel Expense
Report (TER) Tutorial
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Tips and Tricks
Tips and Tricks
Time format is based upon a 24 hour clock(military format)
Use this transaction to submit a travelexpense reimbursement request
To save time, have your receipts scannedprior to completin your reimbursementrequest
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T!"# $ %reate Travel &xpense '# U"
If you are a travel arranger, use thisoption to change the employee number.
If you are creating an expense reportfrom a request or plan, the trip will belisted in the Open Trips section. Select
the link create expense report! tocreate the expense report for that trip.
If you arecreating a travelexpense reportthat does not
have a request orplan, select
"reate Travel#xpense $eport!.
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T!"# $ %reate Travel &xpense '# U"
The travel expense report is displayed. Ifthere was a request or plan, the expense
should be pre populated with thatinformation.
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T!"# $ %reate Travel &xpense '# U"
#nter the following information%
Start date&time#nd date&time'irst (estinationTrip "ountry )defaults to *S+$egion )if high cost+$eason for Trip
ote% If a travel request or plan prepopulated the information for you, pleasecheck the fields carefully to ensure they
contain the correct information.
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T!"# $ %reate Travel &xpense '# U"
To get a listing of region codes, use the
search button to begin the search.
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T!"# $ %reate Travel &xpense '# U"
-y default only the first // entries are
displayed in alphabetical order. "lick onthe upside down triangle to open the
search box.
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T!"# $ %reate Travel &xpense '# U"
#nter the two digit state indicatorfollowed by 0, then select the green
check mark to continue.
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T!"# $ %reate Travel &xpense '# U"
Only the region codes for that particular
state will be displayed. 1ighlight theregion code needed and then select the
green check mark to continue.
The "T2 in the region code name stands forcounty.
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T!"# $ %reate Travel &xpense '# U"
If your trip contains multiple destinations,use the 3dditional (estinations section to
add those locations.
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T!"# $ %reate Travel &xpense '# U"
#nter the following information%(ate
Time4ocation"ountry$egion )if high cost+$eason3ctivity
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T!"# $ %reate Travel &xpense '# U"
-y default, the trip will be posted to theaccount code associated to the traveler5s
position. If you need to charge theseexpenses to an alternative cost assignment,
click on the 3lternative "ost 3ssignment for#ntire Trip, if (ifferent to 6aster "3! button.
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T!"# $ %reate Travel &xpense '# U"
#nter the alternative cost assignment.The 7 (istrib. must total to 8//. If youhave any questions on the coding to beused, please contact your supervisor or
fiscal office for assistance.
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T!"# $ %reate Travel &xpense '# U"
"lick on the "omments button to addadditional information about your trip.
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T!"# $ %reate Travel &xpense '# U"
#nter your comments in this section.
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T!"# $ %reate Travel &xpense '# U"
*se the drop down selection to select thecorrect activity type.
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T!"# $ %reate Travel &xpense '# U"
(ouble click on the activity type to beselected.
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T!"# $ %reate Travel &xpense '# U"
*se the 6ileage $eimbursement section toenter your mileage.
"lick the 6ileage (istribution! button toenter your mileage breakdown by segment.
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T!"# $ %reate Travel &xpense '# U"
'or each segment, enter the followinginformation%
(ate6iles9ehicle Type )use drop down menu+Starting location#nding location
9ehicle Types%
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T!"# $ %reate Travel &xpense '# U"
#nter your expense receipts. *se thedrop down to select the expense type you
are claiming.
ote% #ach expense type has differentrequirements. 2ou will need to completeall of the required fields in order for the
expense to be accepted.
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T!"# $ %reate Travel &xpense '# U"
(ouble click on the expense type to beadded to the expense report.
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T!"# $ %reate Travel &xpense '# U"
3fter you have entered all of the requiredinformation, select transfer! to add the
expense to your expense report.
#nter any required information for the
expense you are adding.
ote% #ach expense type has differentrequirements.
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T!"# $ %reate Travel &xpense '# U"
*se the $esults! button to review theexpense report prior to submitting for
supervisory approval.
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T!"# $ %reate Travel &xpense '# U"
This portion of the Statement
contains an overview of the trip.
*se the right scroll to view more ofthe trip results.
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T!"# $ %reate Travel &xpense '# U"
This portion of the Statement
contains a summary of expensesclaimed and the "ost 3ssignment.
*se the right scroll to view theremainder of the trip results.
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T!"# $ %reate Travel &xpense '# U"
This portion of the Statement details
the 6ileage $eimbursement andSubsistence "alculation.
*se the right scroll to view more ofthe trip results.
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T!"# $ %reate Travel &xpense '# U"
This portion of the Statement details
Other Individual #xpense types andany additional mileage information.
*se the right scroll to view more ofthe trip results.
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T!"# $ %reate Travel &xpense '# U"
This portion of the Statement details
additional receipt information.
*se the right scroll to view more ofthe trip results.
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T!"# $ %reate Travel &xpense '# U"
:hen you have finished reviewing the expensereport, select the green arrow back option toreturn to the main expense report entry page.
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T!"# $ %reate Travel &xpense '# U"
*se the Save! button to save and submit
the expense report.
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T!"# $ %reate Travel &xpense '# U"
:hen you save the expense report three
options will appear%
Save Trip ; Submit for 3pproval ; Thisstatus will generate workflow toimmediate supervisor for review and
approval.
Save Trip ;This status will save the travelexpense and :I44 OT generate
workflow to supervisor.
(o OT Save Trip ; This status will
delete the travel expense information
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T!"# $ %reate Travel &xpense '# U"
2ou are now ready to attach scannedcopies of your receipts using the S3=
Services for Ob
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T!"# $ %reate Travel &xpense '# U"
Selecting the right hand portion of theServices for Ob
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T!"# $ %reate Travel &xpense '# U"
3 box will appear for you to select the filefrom your computer or network drive.
Once you find the file, select the file andthen select O=#!
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T!"# $ %reate Travel &xpense '# U"
3 confirmation box will appear confirmingthe attachment has been created. Select
"OTI*#!OT#% There will be a few minutes delay
before you will be able to view theattachment.
d
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dditional !esources
*eed help+
%ontact the Travel &xpense elp -esk.
/0101240323 outside the arrisbur area/0543054/ 6ithin the arrisbur area
%o0travelaudits7pa8ov