P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

SAP Travel Management System Human Resources and Social Equity Conference – June 2017Nicole Richards – SAP Finance & Materials Management (FIMM) TeamJune 9, 2017

P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

Overview• The SAP Travel Management system supports all processes

involved in handling business trips. It enables you to request trips, create travel expense reports, approve trips, and transfer expense data to other functional areas within SAP.

• Portal based application for both entry of trips and approvals Travel Requests (TRs) & Travel Expense Reports (TERs) entered via ESS Workflow routes TRs/TERs for approval, which are handled in MSS

Status is provided in a log viewable by both traveler and approvers

• Automated jobs will post approved trips to Finance (FI) FM (budgetary) commitments are automatically created and liquidated

throughout this process as well

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SAP Integration

ENTERING A TRAVEL REQUEST

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TM Tab on the ESS/MSS Portal

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TM Menu on ESS/MSS Portal

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My Trips and Expenses Overview

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Subsistence rates are based on US General Services Rates. The

rates are based on county.

Traveler can attach

documents here

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Clicking on this button would start the Workflow process

Clicking on this button allows you to see the details of your trip on a PDF document (including the

Workflow approval log)

ENTERING AN EXPENSE REPORT FOR A TRAVEL REQUEST

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My Trips and Expenses OverviewClick on the Travel Request tab

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Create Expense Report

There is additional data (Processing Status, Approval Status) that was

cut out to fit on this slide.

I am going to create an expense report for the request I just

entered.

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Create an Expense Report

First, select a schema. The schema selection determines which fields are available on the screens that follow.

Then click on Start.

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Data populates from the Travel Request

Checking this box tells SAP to calculate your

subsistence allowance

Click on Enter Receipts

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Entering Receipts

Each expense type has different screens that follow for data input.

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Entering Receipt Detail

Enter information. Anything with a * is a

required field.Click

Accept when done.

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Receipt is Accepted

You are now ready to review the Expense Report by clicking here

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In this TER, the traveler chose to enter actual meal receipts but it was for more than the allowed amount. SAP calculated subsistence based on the allowed rates.

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Clicking on this button would start the Workflow process

If there is a TR and the TER total exceeds the TR total by

a university defined percentage, workflow is

routed to the Fund Center Manager and Grant Director if applicable. Otherwise the

TER is routed to A/P.

If there is no TR, the full standard Workflow process

begins.

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Entering TRs/TERs for Others

• Travel Assistant can enter TRs/TERs for individuals they

are authorized to List to be provided by Universities and loaded by SAS

• Travel Assistants can only save drafts of TRs/TERs. The traveler will have to save and send the TR/TER which

triggers Workflow Note: A Travel Assistant should NOT have a Travel Approver

role

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Travel Expense Report Procedure• Expense Reports do not have to originate with a Travel Request

• If a Travel Request exists, an Expense Report can be created for it Will copy over most of the data

• Expense Reports without a Travel Request will go through the

standard Workflow process

• Expense Reports with a Travel Request will not go through

Workflow again Unless total expenses exceed a university defined variance from the

request

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Standard Workflow Steps• Traveler’s Supervisor (determined by HR)

• Org. Unit Chief (determined by HR)

• Fund Center Manager (determined by master data)

• Grant Director (grant status determined by fund center master data)*

• Out of State*

• Out of Country*

• Dollar Threshold*

• Accounts Payable (TER only)*

* Approvers and/or values stored on a university maintained table (incl. TER Variance from TR).

You may not opt-out of steps in bold.

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Travel Approval Procedures

• Similar to the Leave approval process

• Approver will receive an email alerting them that their

approval is requested

• Approver logs into ESS/MSS Portal

• Approver proceeds to the Manager Self Service tab and

Selects Travel Management

• An Inbox there contains the items to approve

APPROVING A TRAVEL REQUEST

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Approving TRs and TERs

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Approver’s Inbox on the Portal

Clicking on an inbox item to display the options available Here are the actions available

to the Approvers. If attachments exist, you will be able to view them from here.

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Workflow Quick Facts• Workflow is the same for a TR or a TER

Note: AP is not involved with requests.

• Approvers in the Workflow queue twice will get 1 workflow message

and must only take action once e.g. Supervisor is Fund Center Manager

• The Approver will be able to see a PDF form with the TR/TER

details and all attachments

• Approvers have option to email Traveler for additional information A rejection by any approver terminates the TR/TER workflow

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Workflow Quick Facts (continued)• Changes made by the Traveler to a TR/TER in process will re-

trigger workflow Exception: Adding attachments Re-saving a TR/TER will re-trigger workflow

• Changes made by AP will NOT re-trigger workflow

• Universities can opt out of some steps of the standard Workflow

process Sorry, but at this time we cannot accommodate individual university

workflow requests Cannot opt out of Supervisor, Fund Center Manager, or A/P approvals

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HR Info Types Related to TM• 0017 – Travel Privileges*

• 0027, subtype 2 – Cost Distribution*

• 0001 – Organizational Assignment

• 0009 – Bank Details* Subtype 2, or Main Bank

• 0006 – Addresses

• 0105 – Communication

* New info types/subtypes for TM

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HR Info Types Related to TM

• 0017 – Travel Privileges

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HR Info Types Related to TM

• 0027, subtype 2 – Cost Distribution

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HR Info Types Related to TM

• 0001 – Organizational Assignment

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HR Info Types Related to TM

• 0009 – Bank Details Subtype 2, or Main Bank

P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

HR Info Types Related to TM

• 0006 – Addresses

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HR Info Types Related to TM

• 0105 – Communication

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Travel Management Status• The following universities have gone live with TM

Bloomsburg – July 2014 Edinboro – January 2015 Indiana – July 2016

• Millersville & Slippery Rock have been set-up and given access to the test system (QF/QP) to conduct User Acceptance Testing

• We are ready for the next university (or universities) that wants to implement TM!

P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

How Do We Get Started With TM?• Contact SAS FIMM team to get started

• Assemble a cross functional Implementation Team with representation from: Accounts Payable Budget Accounting Human Resources (knows Org. Mgmt. in SAP) User(s) from Academic Department(s) User(s) from Non-Academic Departments

• Schedule an initial introductory Webinar with the TM team at VartanWay

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How Do We Get Started With TM?• Fill out the informational spreadsheet you will receive at the

webinar and return to SAS

• Review TM documentation

• SAS team sets up test IDs & other information for your

university on our test TM system

• Your team logs on to the TM test system to test become familiar with the transactions how do they fit with your business processes

P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

How Do We Get Started With TM?• Take baseline TM documentation from SAS and customize

for your campus

• Determine the best time to Go Live at your institution

• We suggest a controlled roll out strategy: Start out by training a small pilot group Expand to the entire organization over time

• Remember the 85% goal! To bring process improvements and time savings for 85% of your

travel requests/expense reports

P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N

Travel Management Documentation

• Base documentation can be found at:

https://secure.passhe.edu/af/sas/fi/Travel%20Managem

ent/Forms/AllItems.aspx

• ESS/MSS Log In required

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Questions???

Thank you!