Travel Management Configuration Steps

7/21/2019 Travel Management Configuration Steps

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SAP Travel Management (TM) Configuratoin Steps:An employee can make his/her own travel arrangements. All of the expenses claimed are verified againstthe travel policy of the company. If the employee enters travel data in connection with the Cross-

Application Time Sheet (CATS! data s"ch as trip dates and cost assignment are pre-pop"lated.

A. Maintaining General Settings

1. Prerequisites for Travel Expenses

a. Number Ranges for Trip Numbers - define n"m#er ranges and n"m#er range intervals for assigning tripn"m#ers. $o" do so for each personnel area individ"ally. In the case of the settings yo" make in this activityfor internal n"m#er assignment! the system a"tomatically assigns the trip n"m#ers within the definedinterval.

Transaction Code - %&'I)* )en" - +inancial Acco"nting --, Travel )anagement --, Set p Trip "m#er &anges

#. Number Ranges for Posting Runs - %osting Travel Costs- T& is the r"n type for posting r"n.

Transaction Code - %&'I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Transfer to Acco"nting --,Set p "m#er &anges for %osting &"ns

. Number Ranges for Trip Transfer !ouments -

Transaction Code - %&''I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Transfer to Acco"nting --,Set p "m#er &anges for Trip Transfer 1oc"ments

". Travel Management Presettings - Global Settings

In this I)* activity! yo" define the following settings2

- Co"ntry gro"ping for the wage types recorded in the expense types- Trip c"rrency in which the trip costs are reim#"rsed- Settings for the inp"t tax- )ethods for converting the receipt c"rrencies to the trip c"rrency

The Inp"t tax defa"lt val"e for internat. receipts is set to Set acc. to trip destination.(1efa"lt val"e forinp"t tax 3 #lank

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Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, )aster 1ata --, Control

%arameters for Travel 0xpenses --, 1efine *lo#al Settings

$. Enterprise-Speifi Trip T%pe - 8ithin Travel 0xpenses! yo" can "se the enterprise-specific trip type toclassify employees9 trips according to enterprise-specific criteria (s"ch as trips #etween plants or privatestopovers.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, )aster 1ata --, Control%arameters for Travel 0xpenses --, Control %arameters from Trip 1ata --, 1efine 0nterprise-Specific TripTypes

&. Trip Ativit% T%pe 'Travel Expenses Aounting( - Since most enterprises "se the reason for the trip (forexample! ed"cation and training! other reasons for eval"ations! different trip activity types can #e defined(e.g.2 A 3 0d"cation and training! : 3 C"stomer visit and S 3 7ther reasons. ;owever! for this scenario onlyone trip activity type is defined.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, )aster 1ata --, Control%arameters for Travel 0xpenses --, Control %arameters from Trip 1ata --, 1efine Trip Activity Types

#. Trip Ativit% T%pes 'Travel Planning( - Since most enterprises "se the reason for the trip (for example!

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ed"cation and training! other reasons for eval"ations! the following trip activity types have #een defined2 A3 0d"cation and training! : 3 C"stomer visit and S 3 7ther reasons. So that the assignment can #e made inthe travel re<"est (travel manager! these activity types were assigned to travel planning C"stomi=ing aswell.

Transaction Code - S>A;&>4'4?@I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel %lanning --, Trip &"les and %rofiles --,Travel %olicy --, Trip Activity Types --, 1efine Trip Activity Types

). Travel Expense T%pes for *n+ivi+ual Reeipts - In Travel 0xpenses! individ"al statements for travel costsare created on the #asis of receipts. 0ach receipt is saved in the system with a travel expense type! anamo"nt and an iss"e date. The travel expense type )TB (car rental! paid has #een added to the standardsystem. Travel expense types are valid for all reim#"rsement gro"ps.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, )aster 1ata --, Travel0xpense Types --, Create Travel 0xpense Types for Individ"al &eceipts

,. Expense ontrol - Posting of Pai+ *n+ivi+ual Reeipts - %aid receipts are recorded in a trip fordoc"mentation p"rposes only. 1oc"ments are posted independently of Travel )anagement.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, 1ialog and Travel 0xpensesControl --, Travel 0xpenses Control --, 1efine %osting of %aid Individ"al &eceipts

. Travel Expenses ontrol 'Expert /ie0( - In this I)* activity! yo" can edit the matrix of acco"nting r"les.The settings have #een paid for the standard 10 sol"tion as per the screen print #elow.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, 1ialog and Travel 0xpensesControl --, Travel 0xpenses Control --, Travel 0xpenses Control (0xpert iew

. Aounting

1. Assign age T%pes to Travel Expense T%pes for *n+iv. Reeipt - The res"lts from Travel 0xpenses arerecorded on the #asis of wage types in the ta#le &7T. This means that yo" m"st record a wage type for thetax-exempt part of the settlement amo"nt for each travel expense type.

In the case of travel expense types for per diems! yo" m"st record a wage type for #oth the tax-exempt andtaxa#le part (additional amo"nts.

The relevant inp"t tax indicators are determined #y the t"rnover tax law. The standard settings correspond

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to c"rrent terms and conditions.

The travel expense type )TB (car rental! paid differs from the standard and has #een assigned the SA%

standard wage type )D4E (Trip trav.costs comp.paid

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel )anagement and %ayroll --,8age Types --, Assign 8age Types to Travel 0xpense Types for Indiv. &eceipts

$. Assignment of age T%pe to S%mboli Aount - Travel )anagement ena#les yo" to str"ct"re theinterface to +inancial Acco"nting flexi#ly "sing the so-called initial acco"nt assignment. The initial acco"ntassignment determines the posting acco"nts and controls the acco"nts side (de#its/credits.

+or this process! yo" assign the following data to each wage type that yo" assigned in the travel expensetypes for individ"al receipts and per diems2 A sym#olic acco"nt Fexpenses9! a sym#olic acco"nt for offsettingentry! and if necessary! a second sym#olic acco"nt Fclearing9 (especially in the case of paid receipts.

Since the standard wage type )D4E has #een assigned to the additional travel expense type )TB! and thereis already a s"ita#le sym#olic acco"nt for this wage type in the standard system! it is not necessary to makeany new entries here.

Transaction Code - S%&7

I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel )anagement and %ayroll --,8age Types --, 1efine Assignment of 8age Type to Sym#olic Acco"nt

&. onversion of S%mboli Aount to Expense Aount - The inc"rred trip costs are posted to differentexpense acco"nts! dependent on their travel expense type. The standard chart of acco"nts is '.

The offsetting entry is made in the employee9s c"stomer/vendor acco"nt that is linked to their personneln"m#er. o provision is made for posting to clearing acco"nts.

The travel expense type )TB (car rental! paid differs from the standard. It has #een assigned "sing the

sym#olic acco"nt 'E to the following expense acco"nt2 Trip costs G transport and airfare (recpts/flat rate.

%rere<"isites - The appropriate */5 acco"nts have #een created in the standard chart of acco"nts '(4>Core>+I.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Transfer to Acco"nting --,Conversion of Sym#olic Acco"nt to 0xpense Acco"nt

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#. Assign Substitute ost enter - In the dialog for travel expense data entry! yo" can enter a costassignment specification for trips! stopovers or receipts. At present! only cost centers sho"ld #e entered as

additional acco"nt assignment o#Hects.

The transfer report ena#les yo" to s"#stit"te non-posta#le C7 o#Hects with the cost center that is c"rrentlyvalid in Travel %rivileges (infotype '. If this cost center is not posta#le either! the system s"#stit"tes theoriginal C7 o#Hect with a s"#stit"te cost center from ta#le T:AE*. The system doc"ments all s"#stit"tionsin the trip transfer doc"ments in the posting r"n. This means yo" can reassign these s"#stit"tions man"allyat a later stage.

To ens"re that a warning and not an error message is iss"ed when the acco"nt assignment is checked! thecost center ''J has #een defined in ta#le T:AE*. 8hen yo" create the posting r"n! ens"re the &eplaceincorrect C7 o#Hect field is active.

Transaction Code - S%&7I)* )en" - %ayroll --, %ayroll *ermany --, %osting to Acco"nting --, Activities in AC System --, AssignS"#stit"te Cost Centers

!. 2egal Requirements

1. Travel 3lat Rates - The reim#"rsement amo"nts for #"siness trips are in line with tax reg"lations. Analternative travel flat rate is reim#"rsed for trips #etween plants (enterprise-specific trip type 8.Separate expenses records have #een created for the enterprise-specific trip type 8.

$o" can enter the alternative amo"nts for the flat rates in the maintenance view >T4+ (accessi#le "singtransaction S)E'.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts--, &eim#"rs. Amo"nts Travel Costs --, 1efine +lat &ates for Travel Costs

$. *nfluene of ontrol Parameters4 Aommo+ation - Since the defined enterprise-specific trip types andtrip activity types do not infl"ence the reim#"rsement amo"nts! they are not considered when yo" access

the related C"stomi=ing ta#le (T4.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts--, &eim#"rsement Amo"nts for Accommodations --, 1efine Infl"ence of Control %arameters2Accommodations

&. *nfluene of ontrol Parameters4 Meals - Since the defined enterprise-specific trip types and trip

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activity types do not infl"ence the reim#"rsement amo"nts! they are not considered when yo" access therelated C"stomi=ing ta#le (T4.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Travel 0xpenses --, Trip &eim#"rsement Amo"nts--, &eim#"rsement Amo"nts for )eals --, 1efine Infl"ence of Control %arameters2 )eals

E. *ntegration

1. Ativate Request5Plan5Expense Report in Travel Manager - In order to "se the Travel )anager(transaction T&I% for inp"tting travel expenses! yo" m"st activate the components for editing travelre<"ests and travel expense reports.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel0xpenses --, Settings for Travel )anager --, Activate &e<"est/%lan/0xpense &eport in Travel )anager

$. !eativate *ntegration of Travel Planning - Travel Expenses - Since only the Travel 0xpenses componentis in "se! the integration of Travel %lanning to Travel 0xpenses is deactivated.

Transaction Code - S%&7I)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel

0xpenses --, Activate Integration2 Travel %lanning - Travel 0xpenses

&.Assign Trip Ativit% T%pes - The integration of travel planning with travel expenses covers all entrytransactions of #oth! as well as #asic settings for the travel manager (transaction T&I%.

+or the trip provision variant! only the following components of the travel manager (transaction T&I% areactive2K Create travel re<"estK Create travel expense

The assignment trip schema G travel plan type is re<"ired for the transfer of the travel re<"est into travelexpenses.

Transaction Code - S)EI)* )en" - +inancial Acco"nting --, Travel )anagement --, Integration of Travel %lanning and Travel0xpenses --, Assign Trip Activity Types

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Travel Management

Travel management (FI-TV) is a end-to-end integrated application component that looks after the

entire life cycle of business travel for your organization, integrated ith !"# Financial$s and %uman&esources it provides the folloing

• #rocess online travel booking

• Implement effective travel policies across corporate

• 'se an international travel solution, including taation and fiscal compliance

Travel management can process pre-trip approval, online booking, epenses reporting and data

arehousing, ith process optimization it can help a business reduce indirect travel costs as ell as

loer travel agency transaction fees Travel management from one place can help ith the initial

re*uest through planning and online booking, to the submission and settlement of travel epensesThe application can be synchronized ith the booking information of the leading reservation systems,

you can easily enforce your travel policy, optimize purchasing agreements or rates, evaluate travel

epenses and perform cost planning and forecasting, the application can use multiple languages and

has pre-defined country support to meet any legal re*uirements

+ou can access the Travel anager or Travel penses izards via the transaction codes belo

Transation o+e T&I% Travel Manager

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Transation o+e %&L Travel Expense Manager




Process Flow

The process flo covers the re*uesting and planning of a trip, accounting the travel epenses and

taation (payroll accounting), posting of the travel epenses (FI accounting) and clearing (controllingor Funds management) according to the allocation-by-cause principle, there are .. steps

. The person submits a travel re*uest (T&) to his/her manager, the T& ill contain destination,

dates, purpose of the trip, the transportation, any accommodations, travel advance and theestimate for the entire trip

0 The manage ill either approve or re1ect it (alterations can then be made)

2 The T& is then re*uested and approved, the traveler can then make use of several payment

options, including cash payment, check, bank transfer for payment of the travel advance

amount, the paid amounts are forarded for posting to financial accounting




3 4nce the T& has been approved the traveler determines the available travel services such as

flight, hotel, train, etc, and books them using the !"# system, the reservation is made in aneternal reservation system that is connected to the !"# system

5 6hen the traveler has recorded the travel plan (T#) the booking code (#7&) is entered in the

processing *ueue of the travel agency, the agency confirms the details and makes any changesnecessary hich are sent back to the !"# system

8 The T# is also transferred to the appropriate manager for approval, once approved the tickets

are then sent to the traveler

9 4nce the trip has been completed the traveler completes the travel epense report, ith any

supporting information, receipts, the company ill then perform some checks to make surethat is meets company travel regulations

: The report is then sent to an appropriate manage for approval, once approved it can be settled

; The system determines the travel epense result hich may include the amount for

reimbursement for the trip, the system prepares the travel epense results to suit the method of payment chosen by the traveler and makes it available to the corresponding components (FI,

<4, #ayroll, etc)

.= The traveler is no paid back any reimbursements through payroll via check, bank transfer

.. The traveler receives a travel epense statement ith all the relevant trip details together ith

the accounting information

Configuration

+ou have multiple choices to setup the travel management into %& and accounting ("<)

Travel management 8R an+ A in one s%stem




The travel management and acco"nting system can each have a different release stat"s and yo" can connect to theexisting acco"nting system! yo" do not need to distri#"te travel expenses res"lts to payroll acco"nting #"t yo" do needto replicate C7 receivers with the travel management system to provide correct inp"t help for C7 receivers. To create

person related vendors a"tomatically yo" need to replicate the ;& master data in the acco"nting system via A50(Application 5ink 0na#ling! as this is posted asynchrono"sly yo" need to validate the posting r"n #efore it is sent toacco"nting.

Travel management an+ 8R in one s%stem separate+ from A

The travel management and payroll system can each have a different release stat"s! yo" can validate the C7 receiverslocally and yo" do not need to distri#"te to the C7 receivers! however yo" need to replicate the travel expense res"ltsfor payroll acco"nting via A50. $o" can synchrono"sly post travel expense res"lts to acco"nting! again to create person-related vendors a"tomatically yo" need to replicate the ;& master data in the acco"nting system via A50. $o" need toimport #oth the AC and ;& s"pport package into the travel management and/or acco"nting system.

Travel management an+ A in one s%stem separate+ from 8R

This option has the maxim"m flexi#ility #eca"se payroll! travel management and acco"nting are in three different

systems! they can all have release stat"ses as well. $o" can also connect to the existing non-SA% acco"nting and ;&systems! the ;& data has to #e replicated in travel management system via A50! yo" also need to "ndertake a remotevalidation of C7 receivers! this set"p will call for an asynchrono"s posting of travel expense res"lts to acco"nting viaA50! yo" will need to validate the posting r"n #efore it is sent to acco"nting.

>efore you chose one of the methods above you need to revie your company$s on travel ork flo

and trip-check rules for processing and approving business trips, hat other systems you ill use, etc

+ou also need to decide hat processing areas you need to use travel re*uests or travel planning ithtravel epenses or 1ust travel epenses alone, you can even use the travel management independently

from the rest of the !"# application environment as "? can provide you ith any links to earlier

releases

Number Ranges

"ll trips are assigned a uni*ue number either eternally or internally (e have covered number ranges

in multiple sections), e ill use the IMG,




I have created the folloing personnel areas

4nce the personnel areas have been created e can create the number ranges using transaction code

PR10,

Travel Request

The travel re*uest is a unit of information that is submitted by a traveler and then approved by a

manager, you use it to book a trip or for re*uesting advanced travel payments, from the managersvie it contains all the travel information (trip date and time, destination, reason, estimated cost,

advanced amount re*uired, etc) that is re*uired to approve the trip "lready configured in the systems

are travel service relating to flights, car rental and train, you can add additional travel services such asferry, shuttle, etc +ou can use the IMG

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In the belo screenshot you can see the other travel services that I have configured

• grouping I - for sales office determination that ill allo you to assign different users and

employees to different sales offices for booking travel services

• co!e" ot#er service - a category for the travel service

• PNR - use if you ant to integrate this travel service ith a #7& of the reservation system,

you need to implement the >"dI FIT#@T&"V?@#?"77I7A

• fiel! control - select hatever you need and the re*uirement level

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7et e define the travel medium and estimated costs to be approvedB e ill use the IMG,

In the configuration screen you can see the list of travel services, by double-clicking on a service you

can see the details of that service

• to be approve! - you ill see the travel re*uest (in the 6eb Cyn#ro ">"# user interface)

shoing the particular travel medium (rental car, hotel, etc) under means of transportation or

types of accommodations as an indicator that the user can set

• enter estimate! costs - this is similar to the above

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• t$pe - type has to category accommodation or transportation

• categor$ - further categories the type

• sorting - the travel medium at the appropriate position in the means of transportation or

accommodation to be approved in the travel re*uest, for eample if you enter . for themedium hotel, then the hotel ill be displayed at the top of the to-be approved list that is

displayed in the 6eb Cynpro ">"# user interface

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Travel Planning

Travel planning can help ith reducing costs since it can be integrated into an eternal reservation

system, users ill be able to vie price information, availability, etc +ou ill need to sign up to this

service to a company that can supply a reservation system, for eample "madeus, !">&, >I>,%&!, Aalileo, etc

6e start by define the reservation service providers using the IMG,

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6hen you sign up to a reservation system you need to obtain the AC! codes and map them to the

!"# codes, you can then synchronize the to systems and even compare the travel preferences of

!"# and AC!




7et e need to maintain the identifiers for the sales office, using the IMG,

7et e setup the ticketing and booking for each of the sales office




The net fe configuration can all be accessed via the IMG in the belo paths

Then e setup the parameters to access the eternal reservation system, you have to setup a &F<

connection (use transaction code %M&') and then link the &F< to the sales office, use the IMG to

access this configuration




+ou can then define the groupings for accessing eternal travel reservation system then maintain the

categories for each grouping keys that you have defined, again use the IMG,

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7o that e have configured the technical parameters you can configure the geographical situation

hich can be an I"T" (International "ir Transport "ssociation) location for maintaining thecompany-specific trip rules, the !"# system comes ith some delivered, use the IMG

+ou can maintain additional information relating to travel service providers (flights, hotels, car

rentals), you can maintain specific eceptions from determining the cabin class (for eample) for each

of the airline carriers for specific routes, you can use the IMG,




+ou can setup rates and discount that you have agreed ith the service provider, these rates anddiscount ill then be apply during reservation and *ueries, you first define contracts (that can be used

in the global reservation system during best-price flight *uery) for company specific flights, you can

also configure the airline programs (fre*uent flier miles or reards) for corporate customers, this canalso be applied to hotels and car rental, e can use the transaction code %()*R(+1000+,-, hen

the usage is mandatory is selected the system searches in the entry transactions of travel planning for

flights ith the negotiated rate as per the belo, in order to arrive at the airfare, the system illalays use this rate even if there are cheaper rates

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7et e can define the discounts using transaction code %()*R(+1000+.&, most of belo is self-

eplaining

• !isc t$pe - it is possible to have a discount amount and a percentage as ell

• appl$ !iscount !uring price !etermination - if selected the discount is applied during the

reservation process otherise the system ill calculate the discount for all reservations but the

discount ill be applied during year-end settlement beteen your company and the service

provider

7et e ill look at the trip rules and profiles, I ill list all the paths from the IA belo, you canthen create a trip rule as per on the right hand screenshot

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Then e can define the evaluation criteria for the *uery result, the rule belo is for all flights

beteen the '! and Dapan using the Dapan "irlines Intl service, you can also define lo-cost airlinesfor specific routes, etc

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7o e define the class using transaction code %()*R(+1000+01,

7et e specify the class rules using transaction code %()*R(+100++//, the class rules ith the

trips ill be used in the profile later

The travel policy defines a number of specifications for the traveler, it brings together the trip rules

and the class rules, first e need to setup the activity types, hich determine ho is going to pay for

the trip your company or you can bill to another company, e ill use transaction code

%()*R(+1000+/' to setup the activity type

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6e net need to setup the priorities using transaction code %()*R(+1000+&.,

7o e can define the travel profile hich ill bring together the category, trip rules, the class rulesand priority using transaction code %()*R(+1000+'1,

Then e use transaction code %()*R(+100+0&, on the initial screen make sure you select the travel

profile, you are then taken to the change/vie screen

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To add to the profile use the new entries button and you can add any number of combinations

4nce you have defined the profile it time to assign employees using transaction code

%()*R(+1000++', the T&V<# for travel planning is in a tree-like structure for assigning the

individual employees to the travel profiles

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#rocess control parameters enable you to customize the system settings for dialog and planning

control, as ell as payments methods and payment method groups, they also maintain the travelagency$s processing statuses First e ill define the groupings for the travel planning control using

transaction code %()*R(+1000,/,

7et e define the groups from the payment methods using the IMG,

7et e assign the payment methods to the payment groups using transaction code

%()*R(+100+0+, you can pay by personal credit card, company credit card, cash or invoice

(eternal companies)




Travel 2penses

Travel epenses enable you to settle all the travel related costs of a traveler, you can have to models

centralized or decentralized in your company, this helps in checking, processing (receipts) and otherdocuments centrally, you can use country-specific travel epense functionality as !"# provides you

ith the statutory trip regulations and per diem limits stored in specific versions to meet there*uirements of various countries 6e no to to configure several settings e start ith the master

data using transaction code %()*R(+100''.+, on the initial screen you can copy/restore, delete of

define the trip provision variant, this helps to classify the trip provisions based on country-specific

accounting methods, for eample :. - '! accounting (EI) is used for accounting meals andincidental epenses hile .= - '! accounting (docs) is used in receipt accounting or area of validity

(such as the public sector), basically the variant contains the rules for determine taes regarding

epenses

!"# already has a number of variants configured, if you don$t have them configured then copy them

from client (===)




Then you assign this variant to your organizational areas using the IMG, notice that A> has =: and

'!" has .= hich as hat e sa above

The global settings hich are defined for each of the trip provision variants contain country groupingof !"# payroll applicable for the age types

• Trip currency ( .- company code currency, 0 - 4fficial currency as specified by publicauthorities or 2 - specified country)

• !ettlement currency for trips in foreign currency ( . - trip currency, 0 - reimbursement of

foreign currency receipts in trip currency but all other advances or receipts settled in tripcurrency, 2 - trip or hard currency)

• Type of input ta, echange rate type ( - translation at the average rate, is the default option)

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• 'nit for distance

+ou can use transaction code %()*R(+100'',-,

+ou can also maintain valid entry values for the control parameters for trip costs accounting (vehicletypes, vehicle classes, statutory meals, accommodation reimbursement groups, employee groupings

for travel epense types, and travel management) hich can be stored for each employee ithin

his/her master data in Infotype travel privileges, you can also define the control parameters for travel privileges ;trip areas, statutory trip types, service provider) very travel receipt in the system ill be

stored ith the valid epense type (representing epenses toards meals, telephone charges, mobilecall charges, magazines, tai fare, etc), you ill need to define the re*uired epense type per trip provision variant that you ill be using, you can use transaction code %()*R(+100'/.-,




7et e define the maimum rates and default values for epense types for individual receipts for allthe re*uired trip provision variants e can use transaction code %()*R(+10100/, from the initial

screen you can see all the configured options, use the new entries button to create a ne configuration

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age &$ of #$



+ou can also define if you ant to allo simultaneous accounting of individual receipts and per diem(daily alloance) or flat rates for the epense category like meals, accommodation, travel costs, etc,

e can use transaction code %()*R(+10100/,

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age && of #$



7et e can configure the reimbursement amounts for travel costs, accommodation, meals, etc besides configuring the per diem deductions, e start ith defining the miles/km$s cumulation (per

trip, yearly cumulation ith the period as specified by the employee, etc) hich determines hen you

need to reimburse a employee for the amount he/her has traveled using there on transportation, this

can also be a flat rate across all vehicle types and classes, e can use transaction code

%()*R(+10100,,,

7et e define the flat rates for traveling costs using transaction code %()*R(+100'''/, you can

see that a number of of flat rates have been configuredB on the right hand screenshot you can see a flatrate for cars up to .=== cc capacity

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age &# of #$



The vehicle classes and reimbursement groups can be seen belo

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age &) of #$



7et e ill define and assign the re*uired age types for each of the epense types, the age type

is a payroll term that is made up of characteristics that are dependent on the tasks carried out by thatage type, these characteristics ill determine ho to process the age type, e ill use transaction

code %()*R(+100+0,, !"# comes ith many age types already configured, the first age type

contains the total receipt amount in a receipt, if you split the meal receipt amount into taable andnon-table portion, then the first age type ill denote the ta-free portion and the second age type

ill denote the taable component, you can have only the first age type

+ou can assign age types to travel epense types for per diems/flat rates using transaction code

%()*R(+100++',, this screen describes the age type a bit better you can see the ta free and the

taable more clearly

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age &, of #$



To transfer the result from travel epense to FI, you need to maintain the connection beteen age

types and the A/? accounts in FI through symbolic accounts, you then assign the symbolic account to

the A/? account, this help in that you don$t need to change the age type-symbolic account

assignments hen changing the A/? account, e start by using transaction code %()*R(+100++'1,

• wage t$pe - the age type hich e discussed earlier

• s$mb32pense account - an identifier for the symbolic epense account, the first position

means ill be a or - hich represent if it is a debit () or a credit (-) entry is to be made in

the A/? account, the second and third positions denote the name of the symbolic accountassigned to the age type

• w4o C5 Recevr - Indicator for accounts that are not cost elements in <ontrolling

• s$m3acct3offset3entr$ - !ymbolic account for offsetting entry for epense account posting, If

you have not specified an eplicit symbolic account, the symbolic account RR is used

• ,n! s$m3acct3offset3entr$ - used if credit data needs to be transferred to FI

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7et e convert the symbolic account to the epense account so you need to assign the symbolic

accounts to the epense A/? in the logical system for FI to post the trip costs, you also need to defineho an employee account ill be determined as customer or vendor accounts, e start by using

transactionPRT-, select %&T on the initial screen,

The left hand screenshot details the trip costs postings and epense accounts, the right handscreenshot determines hether the employee is a vendor or a customer, in this case it is as a vendor,

here e maintain a search entry GH# in the account field for general modification .&&, for customer

search maintain that entry as GCC




+ou also need to maintain the number ranges posting runs (transaction code PR1, - left hand

screenshot) and trip transfer documents (transaction code PR11 - right hand screenshot ) to transferthe travel epenses results to FI

mplo$ee %elf6%ervice 7%%8

The ! (mployee !elf !ervice) is a package that allos employees themselves creating, changing

or display their on data using the enterprise portal, you ill enable access to employee personal

data, compensation related information, orking time including applying and tracking leave, travel planning and reimbursement of epenses, etc I ill only be giving you a high level introduction on

!! and ill leave you to !"#$s document on ho to setup !! If setup !! you need to perform

the folloing

• donload and install the business package for !! from !"#

• +ou then need to create the !! users and provide them ith the necessary authorizations to

access !!, create and assign !! roles to the employee ho ill be using !!

• <onnect the !! homepage to the individual business area like orking time, compensation

and personal data




• ake technical settings including transporting entries in client === that ill all be handled by

the basis team

Integrate of Travel Planning an! 2penses

4nce integrated you ill be able to transfer the date (trip specific date, cost distribution, receipts, etc)from travel plan (for a trip) to the travel epense report that ill help in generating the re*uired

epense receipts, e ill using the IMG,

7o e can activate integration using transaction %()*R(+1000++0,

Integration into Pa$roll

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age #9 of #$



+ou can transfer travel accounting results into payroll accounting, hen both travel management and

payroll accounting are on separate systems (connected via "?) or in the same logical system againe using the IMG,

+ou ill also need to use transaction code P01, to enable the transfer you need to include theschema '&I in the payroll accounting logical system in the country-specific accounting schema

'===( for '! accounting), A&I in the payroll accounting logical system in the country-specific

accounting schema A=== (for 'H), etc

Reports

"s ith components of FI there are a number of reports that can be used, I have listed the most

common ones used in the table belo,

Report !esription Transation o+e"siness vol"me with car rental companies S:A8R:,191,$6,

"siness vol"me with hotel chains! hierarchical S:A8R:,191,$6&

Cost assignment for trip S:A8R:,191,#9#

determination of employees with exceeded trip days S:A8R:,191,#11

*eneral trip data/totals/receipts/cost assignment S:A8R:,191,#9)

*eneral trip data/trip totals S:A8R:,191,#91

Th"rsday! +e#r"ary ''! '4 56T Infotech %roprietary%age #1 of #$



;ierarchical overview of flights #y airline S:A8R:,191,$7

7verview of flights #y airline S:A8R:,191,$69

7verview of planned trips S:A8R:,191,$66

Ticket information for flights S:A8R:,191,$6$

Travel expense reporting #y period S:A8R:,191,#96

Trip receipts S:A8R:,191,#9$

Trip receipts with general trip data S:A8R:,191,#9&

8ho is whereM search for trip destination S:A8R:,191,#9,

"ll the reports can be accessed via the !"# menu as per the belo screenshot

Date post:	08-Mar-2016
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Travel Management Configuration Steps

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