SAP Travel Management Configuration Documentcreated by Varun Pratap on Jan 11, 2013 11:09 AM, last modified by Varun Pratap on Jan 14, 2013 9:36 AM Version 4 inShare0

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A comprehensive document covering aspects of Travel management expense configuration , expenses , advances and posting to Financial accounting.

Travel Management Configuration

SAP ECC 6.0 EHP4.

Author(s): Varun Pratap

Number Ranges for Trip Numbers

Here we can define number ranges and number range intervals for assigning trip numbers. We can do so for each personnel area individually. In the case of the settings you make in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval.

IMG Menu

Financial Accounting → Travel Management → Set Up Trip Number Ranges

Transaction code

PR10

Number Ranges for Posting Runs

The number ranges required for posting runs are created with a number range interval from 0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).

IMG

Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Posting Runs

Transaction Code

PR12

Number Ranges for Trip Transfer Documents

The number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.

IMG

Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Trip Transfer Documents

Transaction code

PR11

Define/Delete/Restore Trip Provision Variants

Here we make the basic entry for a new trip provision variant with all the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define/Delete/Restore Trip Provision Variants

Assign Organizational Areas to Trip Provision Variants via Feature TRVCT

The feature TRVCT determines the possible trip provision variant depending on the employee's organizational assignment.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Assign Organizational Areas to Trip Provision Variants via Feature TRVCT

Global Settings

Here , we define the following settings:

Country grouping for the wage types recorded in the expense types

Trip currency in which the trip costs are reimbursed

Settings for the input tax

Methods for converting the receipt currencies to the trip currency

The Input tax default value for international receipts is set to Set acc. to trip destination.

(Default value for input tax = blank).

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define Global Settings

Control Parameters from Travel Privileges

Statutory M/A Reimbursement Groups

Via the statutory reimbursement group for meals/accommodations indicator, reimbursement rates for meals/accommodations can be reproduced for groups of employees.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Statutory M/A Reimbursement Groups

Enterprise-Specific M/A Reimbursement Groups

Via the enterprise-specific reimbursement group for meals/ accommodation indicator, the statutory reimbursement groups for meals/accommodations can be further distinguished.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Enterprise-Specific M/A Reimbursement Groups

Employee Grouping for Travel Expense Types

An employee grouping for trip expense type is a classification of employees for whom the same trip expense types are valid.

The employee grouping for trip expense type is defined depending on trip provision variant via a one-place alphanumeric key and a long name.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Expense Types

Employee Grouping for Travel Management

Via the employee grouping for Travel Management, you can reproduce an enterprise-specific classification of employees in the system.

Depending on trip provision variant, the permitted entry values for employee groupings for Travel Management and you store a corresponding long name.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Management

Vehicle Types

Trip costs accounting offers the option to differentiate reimbursement rates for travel costs according to vehicle types (for example, bicycle, motorcycle, cars).

We define, depending on the trip provision variant, the allowed entry values for vehicle type and store the corresponding long names.

IMG

Financial Accounting → Travel Management →Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Types

Reimbursement Groups for Travel Costs

If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates) for different groups of employees, they can be stored via the reimbursement group for travel costs.

Here we define the permitted input values for the reimbursement groups for travel costs depending on the trip provision variant and store the corresponding long names.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Reimbursement Groups for Travel Costs

Vehicle Classes

Via Vehicle class, you can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes. For each employee, the vehicle class can be stored in the info type Travel Privileges (0017).

Here we define, depending on trip provision variant, the permitted entry values for the vehicle class and store a corresponding long name.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Classes

Control Parameters from Trip Data

Define Trip Areas

Many countries specify different trip expense reimbursement amounts for different trip areas in their business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data →Define Trip Areas

Define Statutory Trip Types

Via statutory trip type, trip costs accounting offers the option to differentiate employees' trips according to statutory/pay scale rules.

Here we define, depending on trip provision variant, the allowed entry values for the statutory trip types and store the corresponding long texts.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Statutory Trip Types

Enterprise-Specific Trip Type

Within Travel Expenses, you can use the enterprise-specific trip type to classify employees’ trips according to enterprise-specific criteria (such as trips between plants or private stopovers).

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Enterprise-Specific Trip Types

Trip Activity Type (Travel Expenses Accounting)

This defines the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip Activity Types

Travel Expense Types

Travel Expense Types for Individual Receipts

In Travel Expenses, individual statements for travel costs are created on the basis of receipts. Each receipt is saved in the system with a travel expense type, an amount and an issue date. Travel expense types are valid for all reimbursement groups.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Individual Receipts

Travel Expense Types for Per Diems/Flat Rates

Here we define the trip expense types for per diems/ flat rates and store the corresponding names.

IMG

Financial Accounting → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Per Diems/Flat Rates

Trip Reimbursement Amounts

Flat Rates for Travel Costs

In Travel Management Travel Accounting you can account travel costs by flat rate. The reimbursement amounts for business trips are in line with tax regulations.

IMG

Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Define Flat Rates for Travel Costs

Period Parameters

Here we define, depending on trip provision variant, the permitted entry values for period parameter kilometer cumulation and you store the corresponding long names.

IMG

Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Miles/Km Cumulation → Define Period Parameters

Influence of Control Parameters: Accommodation

Different control parameters apply for accommodations per diems. The following parameters, which you have defined in the master data, can also be used for accommodations per diems.

IMG

Financial Accounting → Travel Management → Travel Expenses →Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations → Define Influence of Control Parameters: Accommodation

Influence of Control Parameters: Meals

Different control parameters apply for meals per diems. The following parameters, which you defined in master data, can also be used for meals per diems.

IMG

Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Define Influence of Control Parameters: Meals

Per Diems for Meals

Travel Accounting allows you to account expenses incurred for meals by per diem. For each trip provision variant, you can decide how the control parameters influence the determination of reimbursement rates for meals per diems.

IMG

Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Reimbursement Amounts for Meals/Hours → Per Diems for Meals (MPD) → Define Per Diems for Meals

Dialog Control

Define Schema and Individual Field Control

Trip schemas enable you to simplify travel expense data entry for users in your enterprise. Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. In order to define the screen control and default values accordingly, the trip schema WV (trip between plants) has been created especially for the enterprise-specific trip type W (trip between plants).

Special features of schema WV (trip between plants):

The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations.

The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Trip between plants. This field is not ready for input.

IMG

Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Define Schema and Individual Field Control

Default Values for the Dialog

Travel Management enables you to save a default value for the vehicle type for per-diem and flat-rate settlements. This default value is independent of the trip schema.

IMG

Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Store Default Values for Dialog

Set up Field Control for Account Assignment Object via TRVCO

In the travel expenses accounting dialog, it is possible to record a cost assignment specification for the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts. The user can do this, either using the entry area Alternative cost assignment in the travel expenses dialog.

The feature TRVCO, whose return value is used as a variable key for screen layout of the account assignment object, is available for this purpose.

IMG

Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Set Up Field Control for Account Assignment Object via TRVCO

Travel Expense Control

Posting of Paid Individual Receipts

Paid receipts are recorded in a trip for documentation purposes only. Documents are posted independently of Travel Management.

IMG

Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Define Posting of Paid Individual Receipts

Travel Expenses Control (Expert View)

Here we can edit the matrix of accounting rules.

IMG

Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Travel Expenses Control (Expert View)

Wage Types

Assign Wage Types to Travel Expense Types for Indiv. Receipt

Wage type for Receipts is the table where the expense types are assigned to a wage type. Even though wage types are used in payroll, this link is necessary part of configuration. There is a one to one mapping of expense types with wage types. For new expense types, new wage types with appropriate text must be created and assigned here.

IMG

Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Indiv. Receipts

Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates

The results from Travel Expenses are recorded on the basis of wage types in the table ROT. This means that you have to record a wage type for the tax-exempt part of the settlement amount for each travel expense type.

IMG

Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Per Diems / Flat Rates

Assignment of Wage Type to Symbolic Account

Symbolic account assignment for Financial Accounting. This table links the wage type assigned to the expense type and the actual GL Account through a system of Account assignment numbers. Many expenses with their own wage types can be linked to one symbolic account if required. This symbolic account has prefix of + meaning that it will be posted as a debit entry.

IMG

Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Define Assignment of Wage Type to Symbolic Account

Transfer to Accounting

Conversion of Symbolic Account to Expense Account

The incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts should be as per maintained by the Finance team.

The offsetting entry is made in the employee’s customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts.

IMG

Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Conversion of Symbolic Account to Expense Account