1

Standard

Operating

Procedure

on Travel

2

Management

Module

The tour dairy is to be approved by concern authority after

performing the journey by an employee on monthly basis. TA claim is to be claimed by an employee after approval of the tour dairy. TA claims

along with approved tour diary is to be sent to accounts wing for processing of the TA claim as per legacy system same procedure is being mapped with

3

SAP-ERP system through ESS Portal with certain modifications. The

employee can apply tour dairy and TA bill through ESS portal at a time. Further dearness allowance will be calculated by the system as per existing

TA Rules and further it can also provide print out of Tour Dairy and TA bill. This is integration process of verifying the tour dairy and TA claim along

with the payment.

TOUR DIARY CREATION BY AN EMPLOYEE:

Employee in the APGENCO/TSGENCO who are having ESS (Employee Self

Service) portal should apply their TA Bill Claim through ESS only. The

following procedure is being applied for procedure for applying Tour Diary

and TA bill through ESS is as follows. For example if an Asst. Engineer (AE)

performing the tour from KTPP plant to HYDERABAD the creation of Tour

Diary is as follows. After performing the tour by an employee has to first

create tour diary through ESS portal.

Employee has to first open internet browser and copy the under given URL

address for entry into ESS portal.

Step1:

The URL for Production Server: http://ess.apgenco.gov.in:/irj/portal

Step:2

4

Step:3

5

step:4

STEP:05

1. Click on

General Data

4. Select HYD from drop box

5.enter destination

6. Select

relevant field

from the drop

box

7. Enter additional

certificates if any

8. Select

review

6

Step6:

Step: 7

7

TA BILL Creation

Step: 08

Step:09

8

Step:10

Enter travel fare only. No need to enter DA amount in TA bill system will

be calculated automatically as per the TA rules.

step:11

9

Step:12

Step:13

10

Step:14

To verify the status of the tour diary: The following procedure is to be

followed for verifying the status of tour diary.

STEP: 15 In Employee Self-Service select travel work centre

11

Step:16

APPROVAL PROCESS OF TOUR DIARY:

Step:17

Controlling officer (here ADE) has to log on to ESS Portal same as

above.

1. Select

Tasks &

Notifiation

s

2. Select refresh

button

3. Select the relevant tour diary

document number

12

Step:18

The same steps to be followed by all Officer upto final approval authroty

(SE/CE as the case may be).

After final approval the screen will be displayed to the concerned

employee like this in all my travel requests in ESS portal

Step:19

1. Reasons may be recorded

2. Forwarded or Reject

the tour diary

Request Approved

13

Whatever the procedure is followed for approval of tour diary, the same

procedure to be followed for approval of TA bill by the immediate concerned

controlling officer only in ESS Portal.

ACCOUNTS DEPARTMENT APPROVAL PROCESS (Integration of HR

module with FI

After approval of Tour Dairy and Travel Expenses request by the immediate

controlling officer, the same along with Tour Diary will be forwarded to the

Accounts Department usually PRS(Pay Rolls) sections. The procedure for

scrutiny and approval at PRS Sections is as follows.

Step20: The JAO of PRS section is opened his inbox in R/3 System.

Step:21

Click on sap business work

place

1.Click on

work flow 2.click on

work item

14

Step:22

If the JAO wants to rectify anything he can make changes in the T code

TRIP. If he enters TRIP Tcode the following screen appears

Step:23

Forward, reject or keep

work item

Enter the

employee number

15

Step:24

Step:25

Message displayed .Your trip was saved in status 'Trip Completed' 'To Be

Settled'

Click on

change

travel

expense

report

1. Click on the any relevant

item and make changes

2. click

on save

16

For making approval the same steps will be followed by the AAO/AO. After

final approval the JAO of the PRA Section will see the report of approved

TA bills list by the T code PRAP. The following report will be displayed.

Step:26

Step:27

17

Step:28

Step:29

18

Settlement:

Based on the above list concerned AAO/AO will settle trip through T code

PR05

Step:30

Step:31

1. Enter employee ID

and press enter

1.Select

the trip

2. click on

settle

19

Step:32

Simulation:

After settlement AAO/AO will make simulation run. Tcode is PRFI. The

following screen will be displayed.

Step:33

Click on

this

1.Enter

payroll area

2.Enter single or

Multiple numbers

Tick in

the box

Click on

this

20

Step:34

Posting to Accounts: This is the final step by the PRS section. Tcode is PRRW

Step:35

1. Enter the run numbers in

the previous step

2.click

on this

21

Step:36

Step:37

1.Select

it 2.click on this

22

REPORT

After FI posting JAO/PRS will down load the passed travel bills report using

Tcode: Z_HR_TRAVEL_DL same will be forwarded to cash section for

applying LOC and make the payment to employees.

Step:38

Step:39

THE END

Tick the

box

2. Enter 1000 3. Enter

payroll area