Travel Management Training Manual - itqanprogram.com 2 Training/Travel... · SAP HCM Travel...

of 31 SAP HCM Travel Management

Training Manual

ITQAN SAP Human Capital Management

(SAP HCM)

Travel Management Training Manual


Training Manual

Contents

1.1. ......................................................................................................................... Error! Bookmark not defined. 1.2. Business Trip Request & Approval ......................................................... Error! Bookmark not defined. 1.2.1. Overview - SAP NetWeaver Portal - Internet Explorer ......................... Error! Bookmark not defined. 1.2.2. Overview - SAP NetWeaver Portal - Internet Explorer ......................... Error! Bookmark not defined. 1. INTRODUCTION ........................................................................................................................................ 3 2. TRAINING OBJECTIVES........................................................................................................................... 3 2.1. TARGET AUDIENCE .............................................................................................................................. 3 2.1.1. Create Travel Request - SAP NetWeaver Portal - Internet Explorer ... Error! Bookmark not defined. 2.1.2. Enter Cash Advances ........................................................................................................................... 6 2.2. ..................................................................................................................................................................... 6 2.2.1. Review and Submssion of Travel Request .......................................................................................... 7 A unique Trip ID is generated ............................................................................................................................ 8 2.2.2. Email Notifications sent to Traveler and Direct Supervisor .................................................................. 8 2.2.3. Approval of Travel Request by Direct Supervisor .............................................................................. 10 2.2.4. Approve Travel Request with or without comments ........................................................................... 11 2.2.5. Approval of Travel Request by Department Head .............................................................................. 12 2.2.6. Further updating of Travel Request by HR Admin ............................................................................. 14 2.2.7. Recording of Company Paid expenses .............................................................................................. 16 2.2.8. Creation of Business Expense Report................................................................................................ 17 2.2.9. Fill up the Expense Report with details .............................................................................................. 19 2.2.10. Enter Expense Types and Submit for approval ................................................................................ 21 2.2.11. Expense Report approval ................................................................................................................. 25 2.2.12. Trip/Business Expense Settlement................................................................................................... 26


Training Manual

1. INTRODUCTION

This training manual will describe all the procedures which are configured in SAP Travel Management as per the Business Requirements of AWQAF Group of Companies. For this Travel Management procedures, we will provide a detailed explanation and after the completion of this training, you will be able to handle professionally these daily procedures.

2. TRAINING OBJECTIVES

Upon completion of this course, process users will be familiar and know the following activities:

Personal Profile

o Create Travel Request

o Approval of Travel Request

o Maintenance of Company Paid Expenses

o Creation of Business Expenses

o Approval of Business Expenses

o Import of Company Paid Expenses

o Trip/Business Expenses Settlement

o Processing of Trip Allowance through Payroll

2.1. TARGET AUDIENCE

All users

Travelers

Managers

HR Admin

FI Administrators

3. Creation of Travel Request Travel Request or Business Trip Expenses are raised for any Domestic or International Travel on account of Business activities, Training or Customer Visit. Business Trip request is raised through Employee Self Services


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Step Action

(1) Click Calendar of Trips .

Calendar of Trips provides the user an overview of Travel Requests and Expense Reports which are already created in sysetm. This also helps the user to select the Travel Dates.


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Step Action

(1) Click .

Step Action

(1) Click .

Comment field can be used to mention any additional information from Traveler to Approving Manangers.


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Step Action

(1) The Comment field is cleared.

3.1.1. Enter Cash Advances Employee can enter Cash Advance to be paid to him before he embarks on the travel.

Step Action

(1) Click Enter Advances .


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Step Action

(1) Click Accept .

3.1.2. Review and Submssion of Travel Request

Step Action

(1) Click Review .


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Step Action

(1) Click Save and Send for Approval .

A unique Trip ID is generated

Step Action

(1) Click here .

3.1.3. Email Notifications sent to Traveler and Direct Supervisor Email sent to Traveler on successful submission of Travel Request


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Email is sent to Traveler’s Direct Supervisor


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4. Approval of Travel Request by Direct Supervisor

Step Action

(1) The Password * field is filled out.

Please refresh the contents so that newly submitted Travel Request is displayed.

Step Action

(1) Click Refresh items .

Email is sent to Department Head for further approval


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4.1.1. Approve Travel Request with or without comments

Step Action

(1) Click Approve travel request .


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5. Approval of Travel Request by Department Head

Step Action

(1) The Password * field is filled out.

Step Action

(1) Clicking in the scroll area displays the desired area.


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Step Action

(1) Click Approve travel request .

Email sent to HR Admin for further updates on Travel Request:


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6. Further updating of Travel Request by HR Admin

HR Admin, being the custodian of HR Policies, will determine the Travel Services to be provided to the Traveler, such as company paid accommodation, company paid transportation etc. The link in the email sent to HR Admin (above) will direct HR Admin to enter the Travel Service Details. HR Admin should either log into ECC or Portal System to execute the link:

Click on the downloaded file shown below:

The following SAP Screen is displayed. Press Enter once and employee details are displayed. HR Admin will maintain the Travel Services details which becomes base for determining Per Diem:


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Press Execute icon and the following message is displayed and email sent to employee with Travel Services and Per Diem details:

Email sent to Traveler will have all Per Diems that he is entitled to:


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7. Recording of Company Paid expenses Traveler might raise the expenses much after his return from trip. This time gap between booking of company paid travel services and raising expense report might result in loss of vouchers. But with this custom development, the HR Admin need not have to wait till the expense report is raised and approved by the approving authorities in order to enter the company paid expenses. Instead HR Admin can use the Transaction Code: ZHREXP1 to capture all the company paid expenses as and when they are incurred.


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With this Travel Request process is completed. The use the company paid expenses will be discussed in the Business Expense Settlement.

8. Creation of Business Expense Report

Step Action

(1) Click Create Expense Report .


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Expense report can be created with reference to an existing Travel Request (which he used for Traveling) or independent of Travel Request (in case of office / non travel expenses) Traveler, as shown below, selects the relevant Travel Request

Step Action

(1) Clicking the * Schema: button opens a dropdown list.

Selection of right schema would determine the Expense Types and other relevant fields.

There are 3 schemas that user can select:

01 – Domestic Trips

02 – International Trips

03 – Local Trips / Other Expenses


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Step Action

(1) Click Domestic Trip .

8.1.1. Fill up the Expense Report with details

Please note that when Expense Report is created with reference to a Travel Request, the

relevant entries of Travel Request are defaulted by system.

Step Action

(1) Click Attachments (0 ) .

User can attach all the Vouchers, Scanned copies relevant for this Expense Report.


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Step Action

(1) The File Path field is cleared.

Choose the file to be attached.

Common file formats such as word, pdf, jpg etc. are allowed to be uploaded.


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8.1.2. Enter Expense Types and Submit for approval

Step Action

(1) Click Hospitality .

Step Action

(1) Click Accept and New Entry .


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Step Action

(1) Click Accept .

Step Action

(1) Click .

Click on Review button to see the summary:


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Step Action

(1) Click Review .

Step Action

(1) Click Display Expense Form .

Expense Report Display


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Email will be sent to Employee

Email will be sent to Direct Supervisor:


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9. Expense Report approval Direct Supervisor is notified regarding the submssion of Expense Report and he approves through UWL – Universal Work List by logging into Portal

Email sent to HR Admin for Trip Settlement:


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With this Expense Report Approval process is completed.

10. Trip/Business Expense Settlement HR Admin, upon notification to settle the trip, will use Transaction Code PR05 – Expense Manager to view/edit and settle Trips/Business Expenses

HR Admin can view details of Expense Report:


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10.1.1.1. Importing Company Paid Expenses Please recall that HR Admin had recorded Company Paid expenses in ZHREXP1 table. These entries will be imported to Employee’s Expense Report by using Transaction Code: ZHREXP2 / ZHREXP3. Enter the Payroll area and all Expense Reports raised by the travelers (within the payroll area) will be displayed. There is also an option to restrict the diaply by Personnel Number and Trip ID.


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Upon selection a specific Trip ID and execution, success message dispalyed and this trip ID is updated with Company Paid expenses stored by HR Admin via T.code: ZHREXP1. If no entries are maintained in ZHREXP1 or if the Trip is not yet approved, an error message is displayed.


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10.1.1.2. Trip Settlement

HR Admin will click on the icon. On the pop up window, select the appropriate Trip Settlement Period and click OK

As a result, Trip ID 129 status is changed to Settled:


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11. Payroll Processing and Expense Payment


Training Manual

Travel Management Training Manual - itqanprogram.com 2 Training/Travel... · SAP HCM Travel...

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