Travel+Management

7/30/2019 Travel+Management

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Contents

1. Purpose of Travel Management

2. Approving a Travel Request

3. Approving a Business Trip

4. Benefits of Travel Management

5. HR Master Data Editing

6. HR Master Data Editing

7. SAP Steps for Travel Management



Purpose of Travel Management

Both workflow processes demonstrate an approval and settlement process for Travel Management that is typical forHuman Resources. The approval process outlined here is indicative of other workflow processes in Human Resources(see, for example, Leave Approval).

Approving a Travel Request

An employee enters a travel request in the SAP R/3 system. It is automatically forwarded through the SAP R/3 systemto a preset superior, who then checks the request.

The superior checks the travel request and then approves, rejects, or returns the request to the employee forcorrections. The scenario for the process in this exercise is based on the assumption that superior approves theemployee's request.

After the superior has approved the request, the employee receives an automatically generated mail with the approvalmessage.

Approving a Business Trip

After the business trip, the employee enters the trip facts in the R/3 system. The Expenses department then checks whether the employee's trip facts must be corrected or whether they are consistent. If the trip facts are consistent withthe original request, they are forwarded to the superior to be checked for approval. The superior can then reject thereimbursement, send the trip facts back to the employee to be corrected, or, as in this scenario, approve thereimbursement of expenses. The results of trip costs accounting are transferred to payroll directly for payment duringthe payroll run.

Benefits of Travel Management

SAP Travel Management optimizes the entire trip life cycle, from travel requests and approvals through planning and

reservations, travel expense management, global policy compliance, and analytics.

• End-to-end solution – SAP Travel Management requires no development or additional interfaces.

• Integration with SAP ERP – The application is completely integrated with the financials, HCM, operations,

workflow, and reporting functions of SAP ERP.

• Global solution in country-specific versions – SAP Travel Management ensures international legal

compliance with 30 different language and international settlement versions.

• Reduced indirect costs – You can dramatically reduce indirect costs by automating your processes and

workflow.

• Improved compliance – SAP Travel Management ensures improved compliance with your company travelpolicy and negotiated travel contracts.

• Unique user interface – SAP's unique user guidance and homogenous user dialogues allow for significantly

higher usage adoption than singular stand-alone solutions.

• Booking consolidation – SAP Travel Management provides a reliable analysis of travel information and

costs through synchronization with SAP software and reservation systems.

• Easy-to-use functions – Comprehensive functions are offered as an employee self-service, available 24x7,

online and offline.



• Improved cash flow – Efficient accounting cycles and up-to-date cost information result in better cash flow.

• Increased ROI – The application maximizes your SAP investment by increasing your return on investment.

HR Master Data Editing

Use

In order for you to enter trips for an employee, the employee’s HR master record must be available. As a rule, SAPPersonnel Management (HR) creates the HR master records and makes whatever changes are necessary. You can,however, also create HR master records from Travel Management .

For this purpose, the personnel action Travel mini-master record is available, with which you can enter employee datarelevant for Travel Planning and Travel Expenses.

The following aspects are important:

Travel Privileges (Infotype 0017 )

The employee’s travel privileges are stored In infotype 0017 . Travel privileges control such things as whichreimbursement amounts the settlement program applies and which receipts can be recorded for the employee.

Cost center

For you to enter a trip for an employee, the employee must be assigned a cost center. Otherwise you can not savetrips because the system can not find a trip costs assignment guideline.

If the cost center is missing, you can enter it using one of the following options:

You enter a cost center in infotype 0001 (Organizational Assignment).

You enter a cost center in infotype 0017 (Travel Privileges).

You enter a cost center in infotype 0027 (Cost Assignment, Subtype 02 Travel Expenses).

Bank details

If you want to reimburse trip costs using data medium exchange, the bank details for each employee must be createdin infotype 0009 (Bank Details).



HR Master Record (Mini Master) - Infotypes

Organizational assignmentPersonal dataTravel privilegesAddressesBank detailsCost distributionTravel profileFlight preferenceHotel preferenceCar rental preferenceRail preference

Customer program

InfotypeInfotype

0001000100020002

00170017

00060006

00090009

00270027

04700470

04710471

04720472

04730473

04740474

04750475

Optional

Travel Planning

Name



SAP Steps for Travel Management

Trip Request

Step 1. SAP Easy Access use Tcode TRIP fpr TRIP requestStep 2. Click on the Create Travel Request Option to create New Travel Request.

Step 3. Fill the Mandatory Fields/Information for the Travel Request. Fields are as follows:

1. Start Date of Trip and Time,End Date of Trip and Time2. Destination of the Trip3. Select Appropriate Country.4. Select Appropriate Activity from the drop down List. Note: Choose Special Request Option if you are seeking

special approval from President for some special entitlement for which you are not entitled.5. Fill in the Reason Field. Note: Please write Special Request same as Activity Option if you are seeking

special approval from President for some special entitlement for which you are not entitled.6. Mention the additional destination/stopover in the second tab if you are visiting any additional place during

the same trip.7. Fill in the Advance detail if any required.8. Fill the Estimated Cost of the Trip if you are aware of



9. Write Your Comments in the Comments Field if any

11. Select the Appropriate Destination and Click on the Outbound and Return Flight or any facility booking thatyou require during that trip.

12. Once all the details are filled click on copy button to save that booking.

13. Once all the details necessary for your Trip is filled click on the Save Button on the Top.14. Once you save the Request the message appears on the Bottom of the screen “The Travel Request has

been saved” and the Trip Number can be seen on the Top of the Screen.



Step 4 Click on the Overview Button to Look at your Travel Request

Travel Expense Booking

Step 1

Step 2 Select the appropriate Trip and Click on the Create Travel Expense Report.Step 3 Once You select Create Travel Expense Report the option to select schema would appear.Select the appropriate Trip Schema from the drop down list.



Step 4 Fill the Mandatory Fields/Information for the Travel Request. Fields are as follows:1. Select the appropriate region from the selection .

Step 2 Click on the Mileage and Per Diem Reimbursement tab for the fixed entitlement.Fill the mileage Km in the Mileage field.Select the Mode of Transport used from the drop down list.Select the checkbox for Per Diem Reimbursement of Meals in case of Domestic Trip and Per Diem Reimbursement ofAccommodation in case of Foreign Travel.



Step 3 Click on the Expense Receipt to claim Expenses made on the Trip on the Basis of the Receipts.Select the particular Expense Type from the drop down list. Select the check box Paper Receipt Exists if you have theHard copy of the Receipt with you.Fill the Amount.If Additional Information appears then select the Region from the selection list.In the remarks field provide the information required.



Step 4 Choose Enhanced Cost Assignment if you want to allocate your Travel Expenses over different Cost Centre.Give the Percentage you want to be charged to different Cost Centre and select the appropriate cost centre from theselection list.

Step 5 Once you have filled the Expense Report Click on Save Button to save the Expenses.Step 6 To take the Print Out of the Travel Expense Statement click on the Results Button.

Settlement of Trip

Step 1 Click on Transaction Code PR05 from the SAP Easy Access Menu.Step 2 Select the Appropriate Trip you want to settle. Its status should appear as ‘Trip Approved’ in the ApprovalStatus and as ‘To Be Settled’ in the Settlement Status.



Step 3 Click on Settle Button.Select the settlement period.

Once settled the status of the Trip now appears as ‘Settled’ in the settlement status.Now it is ready to be transferred in FI.



Transfer to Accounting

Step 1 Choose Transaction PRFI to create the Posting Run for the Trip to be transferred in FI.Step 2 Fill all the mandatory fields. Fields are as follows:

1. Fill the Payroll Area.,Select the Appropriate Period,Fill the Personnel Number.2. Fill the Trip Numbers.3. Select Trips, Separation Allowances.4. Give any Name to the Posting Run.5. Select the Posting Run as Simulation if you don’t want to run it in Production in first instance Otherwise no

need to select this.6. Then Execute.

Step 3 If there is no Error Result would appear like in the Screen Below.



Step 4 Choose Transaction PRRW to manage the Posting Run for the Trip to be transferred in FI.Step 5 Click on Execute

Step 6 Select your Posting Run without Black Mark and click on Post button.Then click on Post Immediately.

The following Result would appear once transferred to FI.



Step 7 In Transaction PR05 now the Settlement status would appear as ‘Transferred to FI’.

Travel+Management

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