summary ac270 - travel management

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AC270 Travel Management AC270

Release 470 04/11/2006



© SAP AG 2002

AC270 Travel Management

© SAP AG

AC270 AC270

Travel ManagementTravel Management

SAP R/3 Release 4.6C 2002/Q4

Material Number: 5004 2574



© SAP AG 2003

Copyright

Copyright 2004 SAP AG. All rights reserved.

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© SAP AG 1999

Financial Accounting I

Financial Accounting and

Reporting

AC010 5 days

Asset Accounting

AC305 4 days

Special Purpose Ledger

Human Resources

Essentials I

HR051 1 day

Level 3Level 2

Travel ManagementTravel Expenses

AC270 3 days

Travel ManagementTravel Planning

AC275 2 days

@ACxxxx

more

e-learnings

@AC010a

Change Vendor

or Customer

Master Data via

Internet

Human Resources

Essentials II

HR052 2 days

@@@@

1 h

General Ledger/ Accounts Payable/ Accounts ReceivableConfiguration

AC200 3 days

Periodic Processing in

Accounts Payable/ Accounts Receivable

AC201 2 days

Financial Closing

AC205 2 days

x h

AC220 5 days

Additional FinancialFunctionality

AC260 1 day

@AC200a

InterestCalculation ofopen and/orcleared items @@

2 h



© SAP AG 2002

Course Prerequisites

Recommended: AC010 Introduction to External Financial Account ing or

HR051 Basics of Human Resources Management I andHR052 Basics of Human Resources Management II



© SAP AG 1999

Target Group

Participants Project team members

Consultants

Duration: 3 days

Notes to the user

The training materials are not teach-yourself programs. They complement the course instructor's

explanations. On the sheets, there is space for you to write down additional information.



(C) SAP AG AC270 1-1

© SAP AG 1999

Course goals

Course objectives

Course content

Course overview diagram

Main business scenario

Contents:

Course Overview




© SAP AG 1999

This course will prepare you to: Enter, settle, pay and post trips

Set up your Travel Management system to meet

your enterprise's requirements

Course Goals




© SAP AG 1999

Unit 5 Per Diems/Flat Rates(Gen.)

Unit 6 The Euro

Unit 7 Optical Archiving

Unit 8 Number Ranges andMaster Data for TravelManagement

Unit 1 Course Overview

Unit 2 Overview

Unit 3 Entry and Approval of Trips

Unit 4 Settlement, Payment andPosting of Trips

Preface

Course Content (1)




© SAP AG 1999

Unit 13 Settings for Interfaces

Unit 14 AuthorizationManagement and Roles

Unit 15 Reporting

Unit 16 HR Master Data(Mini Master)

Unit 9 Reimbursements:Travel Costs

Unit 10 Per Diems/Flat Rates(Customizing)

Unit 11 Dialog and SettlementControl

Unit 12 Form Structure

Appendix/System Inf rastructure

Exercises

Solutions

Course Content (2)




© SAP AG 1999

Course Overview Diagram

Course Overview

Overview Entry and Approval of Trips

Settlement, Payment and Posting of Trips

Per Diems/Flat Rates (Gen.)

The Euro

Optical Archiving

Number Ranges and Master Datafor Travel Management

Reimbursements: Travel Costs

Per Diems/Flat Rates (Customizing)

Dialog and Settlement Control

Form Structure Settings for Interfaces

Author izat ion Management and Roles

Reporting

HR Master Data (Mini Master)

Appendix/Sys tem Inf rast ructure




© SAP AG 1999

Travel expense settlement is to be introduced inyour enterprise. This course is directed at two

target groups:

1.) The employees in the expenses department who

enter, approve, settle, pay and post the trips. This

group also requires a basic knowledge of how the

Travel Management System has to be set up.

2.) The travel managers who set up the Travel

Management System to meet the requirements of

their enterprise. This group also requires a basicknowledge of how trips are entered, approved,

settled, paid and posted.

Main Business Scenario




© SAP AG 1999

Overview

Contents:

Travel Management - Environment

Travel Privileges




© SAP AG 1999

Explain how the Travel Management module

relates to the overall SAP System and how

it is integrated with other SAP modules.

Assign the HR master record Info types to

Travel Management (mini master)

Overview: Objectives

At the conclusion of this unit , you wil l be able to :




© SAP AG 1999


Course Overview




The Euro

Optical Archiving







Reporting






© SAP AG 1999

The Travel Management Cycle

Traveler

Travel Request

Travel Plan

Travel Assis tant

Approval

Approv ing Manager

Travel ExpensesReimbursement

Travel Administrator

Travel ExpenseStatement

Traveler

The Travel Management module contains the complete range of procedures from entering atravel request, and approving it, to posting the actual travel expenses and carrying out possible

revisions and retroactive accounting.




© SAP AG 1999

Travel Management - Environment

HR PayrollNon-SAPSystems

Statementsfor Employees

Reporting

DMEfor credit

institutions

FI Financial

Account ing

CO Cost

Account ing

Non-SAP

Systems

Planning and Settlement

of Trips

Generate results

HR Perso-nnel Master

HR Payroll

FI / COFI / CO

TravelTravelManagementManagement

- Name

- Org. Assignment

- Cost Distr ibution- Travel Privileges

- Personal Profile

- Preferences

Views

Trip facts (including ESS)

HR Administration

- For an exact date- Tax-free- Enterprise-specific

- Tr ip durat ion

- Flights, hotels

- Receipts

- Opt.archive f.receipts- Cost assignments

- Destinat ions

- Advances

External

reservation

system

Travel services

HR master data and the control parameters stored in views, as well as entered trip facts all flow into

Travel Planning and Travel Expenses. Travel services can be reserved and booked using an external

reservation system. Subsequent revisions are also taken into consideration.

The settlement results can be forwarded to Financial Accounting (FI), to HR Payroll or to non-SAP

systems. Payment by means of data medium exchange is also possible.




© SAP AG 1999

HR Master Record (Mini Master) - Infotypes

Organizational assignment

Personal data

Travel privileges

Addresses

Bank details

Cost distribution

Travel profile

Flight p reference

Hotel preference

Car rental preference

Rail preference

Customer program

InfotypeInfotype

00010001

00020002

00170017

00060006

00090009

00270027

04700470

04710471

04720472

04730473

04740474

04750475

Optional

Travel Planning

Name

Each employee must have at least the following Infotypes before going on a business trip:

- Organizational Assignment (0001)

- Personal Data (0002)

- Travel Privileges (0017)

The personnel action Hiring (TE Mini Master) contains exactly the Infotypes necessary for Travel

Management and presents them, one after the other, for initial entry. Existing HR Master Data can be

changed or supplemented at any time

In addition, the Infotypes Addresses (0006) and Bank Details (0009) are necessary if you:

- Want to generate vendor master records in FI for the corresponding personnel numbers in HR

automatically.

- Utilize a form of data medium exchange (DME)

The infotype Cost Distribution (0027) offers you the option to distribute the total costs of a trip todifferent cost centers.

The Infotypes Actions (0000) and Settlement Status (0003) are automatically created when an employee

is first hired.

If you want to use the Travel Planning component, you also require the Infotypes Travel Profile (0470),

Flight Preference (0471), Hotel Preference (0472), Car Rental Preference (0473), Rail Preference

(0474) and Customer Program (0475).




© SAP AG 2002

Travel Privileges

Valid 01.01.XXXX - 31.12.9999

PersonnelNo.

Act iv eSalaried employees

Employ.GroupEmplSubgroup

00098020

1

DU

Name

HamburgPers.Area

Chris Miller

1000

R.grp M/A statutory

R.grp M/A

enterpriseE.grp expense type

E.grp Travel Management

Groupings

1

No distinction

No distinction

No distinction

Group 1

Trips assigned

Employee has tripsEmployee has trips

Company code changes

Change permittedR.grp t ravel costs

Vehicle type

Vehicle classLicense plate number

Travel Costs

All employees

Car

No distinction

Ass ignments

Company code

Business areaCost center

Finanzstelle

Fonds

0001

0001

SAP A.G.

Business area 0001

3200 Marketing

Valid 01.01.XXXX - 31.12.9999

PersonnelNo.

Act iv e

00098020

1

Name

Hamburg

Chris Miller

1000

Groupings

1

R.grp M/A statutory All employees

R.grp M/A enterprise All employees

E.grp expense type All employees

E.grp expense type Group 1

Trips assigned

Employee has tripsEmployee has trips

Company code changes

Change permittedR.grp t ravel costs

Vehicle type

Vehicle classLicense plate number

Travel Costs

All employees

Car

All vehicle classes

Ass ignments

Company code

Business areaCost center

SAP A.G.

Business area 0001

Employ.GroupPers.Area

Salaried employees 3200 MarketingEmplSubgroup Cost center DU

0001

0001

TRV-01 General Travel Expenses

The control parameters for Travel Expenses are stored per employee in the Infotype Travel Privileges

(0017). Examples are the reimbursement group travel costs and the statutory and enterprise-specific

reimbursement groups for accommodations and meals.

The travel privileges control, among other things, the reimbursement amounts that the settlement

program uses and the kinds of receipts that can be entered for an employee.

Travel privileges must be created in master data for each employee who is allowed to go on business

trips.

Depending on the cumulation procedure chosen in the IMG activity Define miles/kms cumulation, fields

in the Travel costs area are shown or hidden.




© SAP AG 1999

You are now able to:

Explain how the Travel Management module

relates to the overall SAP System and how

it is in tegrated with other SAP modules.

Assign the HR master record Info types to

Travel Management (mini master)

Overview: Review




Overview Exercises

Unit: Overview

Topic: Displaying Travel Privileges

At the conclusion of this exercise, you will be able to:

• Display the data in the Infotype Travel privileges

2-1 Displaying travel privileges

Display the travel privileges for the employee Chris Miller (personnel number 980xx) and

make a note of the Employee grouping - travel management .

xx = Group number



(C) SAP AG AC270 2-10

Overview Solutions

Unit: Overview

Topic: Displaying Travel Privileges

2-1 Displaying travel privileges

In the SAP menu, choose Accounting → Financial Accounting → Travel Management →

Travel expenses → Travel Expense Manager then Environment → HR master data → Display.

The Display HR Master Data screen appears.

• Enter the personnel number in the field Personnel no. and select Travel Privileges.• Choose Display.

The travel privileges are displayed.

The employee grouping for Travel Management stored here is Gxx.

xx = Group number




© SAP AG 1999

Entry and Approval of Trips

Contents:

Organizational forms of entry

Authorization concept

Travel manager/Travel expense manager

Travel calendar

Weekly report

Trip advances

Cost assignment

Central approval




© SAP AG 1999

Entry and Approval of Trips: Objectives

Distinguish between the possible organizational forms

Use the different entry scenarios and decide wheneach scenario is to be used

Enter trip advances

Use the different cost distribution proceduresfor trips

Use the approval program





© SAP AG 1999

Course Overview




The Euro

Optical Archiving







Reporting







© SAP AG 2002

Request /

Travel exp.report

Request /

Travel exp.report

Request /

Travel exp.

report

Request /

Travel exp.

report

Traveler

Distributed

CentralEntry

DecentralizedEntry

CentralEntry

Travel AssistantTravel

Administrator

Plan, enter and approve

trips

Check and

and approvetrips

Check andand approve

trips

Plan, create,

and changetravel requests

Plan, create,

and change

travel requests

Organizational Forms of Trip Data Entry

There are two different organizational forms for entering trip data:

- Central entry

- Decentralized entry

Two procedures can be distinguished in central entry:

- Central entry of trip data after completion of a trip

- Central entry of trip data with a travel request

In decentralized entry, different organizational forms are possible, including:

- Decentralized entry of trip data by a department office

- Decentralized entry of trip data by the employee

Depending on the organizational form used, you specify who carries out which functions

(entering/changing of trip data, approval of trip data) or who is allowed to assign which status (request

open/trip completed).




© SAP AG 2002

Travel request

approved

Travel requestTravel request

Approv ing manager

Tra v e l

reques t Tra v e l

reques t

Enter travel request Check travel requestCheck travel request

Travel request

rejected

Travel requestreturned

for corrections

Travel requestTravel request

C o r r e c t i o n

C o r r e c t i o n

Change travel request

Traveler

T r av el request

T r av el r equest

Workflow for Decentralized Entry: Approving a Travel Request

R e j e c t e d

R e j e c t e d

e-mail

A p p r o v e d A p p r o v e d

Automat.

e-mail

Caution: This procedure only functions for a travel expense report saved with the status

Request. This means that this workflow is not available for new travel requests (in Travel

Manager).

If a travel request is submitted, the trip data is entered by the employee (role = Traveler ) in the

system.

The employee's superior (role = Approving manager ) is authorized to approve the trip. The system

automatically determines who the superior is on the basis of the structure organization maintained.

The superior can approve the trip, send it back to the employee for corrections or reject it.

If the trip is approved, the employee who submitted the travel request is informed by an

automatically generated mail.

If corrections are necessary, the superior writes a message as an attachment to the workflow. The

employee receives a work item with this attachment. When the work item is executed, thetransaction for changing the trip is started.

If the travel request is rejected, the superior writes an explanatory message that the employee

receives as a mail.




© SAP AG 1999

App roving manager

Tra v e l reques t Tra v e lreques t

Traveladministrator

T r av el r equest

T r av el r eques t

Trip facts

consistent

Reimbursementapproved

Reimbursementapproved

Enter trip facts

Checktrip facts

Trip factsTrip facts

Change

trip facts

Need fo r

corrections

Trip factsTrip facts

C o r r e c t i o n

C o r r e c t i o n

Trip factsreturned forcorrection

Trip factsreturned fo rcorrection

Check reimburse-ment of expenses

Traveler

T r av el r equest

T r av el

r equest

Reimbursement of travel expenses

rejected

Reimbursement of travel expenses

rejected

Workflow for Decentralized Entry: Approving a Trip

R e j e c t e d

R e j e c t e d

e-mail

After his trip, the employee supplements the trip data in the system. In the expenses department, the trip

data is checked as to whether it is plausible and consistent with the statutory and enterprise-specific

provisions. The original receipts are also compared with the data. The trip can be forwarded to the

superior or sent back to the employee for corrections.

If corrections are necessary, the person responsible in the expenses department enters a message as a

workflow attachment. The employee receives a work item with this attachment. To change the trip, he

can perform the appropriate transaction directly from his Integrated inbox. When he saves the trip, the

workflow is triggered again.

If the trip data is consistent, the employee's superior now has to verify it. He can approve the trip, send it

back to the employee for corrections, or reject it.

If corrections are necessary, the superior sends a message. The employee receives a work item and can

call the transaction for changing the trip immediately. If the trip is rejected, the superior sends an explanatory message that the employee receives as a mail.




© SAP AG 1999

3 aspects o f access authorization that3 aspects of access authorization that

can be combined according to your requirementscan be combined according to your requirements

1. Whose data can the user access?

E.g.: - only your own data

- data for a particular employee subgroup

(If you belong to t his employee subgroup, you

could lock the entry of your own tr ips)

2. Which trips may the user process or change?

E.g.: - t rips may be created

- approved trips may not be changed

- posted trips may not be changed

3. Which status may the user set?

E.g.: - only enter requests, not approve

- only enter trips, not approve

- approve

Author izat ion Concept

Authorizations are assigned according to the role the user has. The following roles exist in Travel Management:

- Traveler

- Travel assistant

- Travel administrator

- Approving manager

- Travel manager

- Payer of trip advances

For more information, see the unit Authorization Management and Roles.




© SAP AG 1999

Entry

Travel manager/Travel exp. manager Travel calendar

Weekly reportTrip advances

Central approval

(Used for decentralized entry)

Settlement

Printing forms

Payment of travel expenses

Posting of trip expenses

222

111

333

444

555

666

Overview: Processing Trip Data

The Travel Manager is a superordinate transaction, using which you can also create travel requests and

travel plans.

All the transactions are available that relate to the respective role.




© SAP AG 1999

The Travel Manager

Chris Miller

Creating:

- Travel requests

- Travel plans

- Travel expense reports

Creating a travel request

Planning a business trip

Creating an expense report

The Travel Manager

Creating a travel request

Booking flight/hotel/car rental

Creating a travel expense report

List of all trips

Weather forecast

My open trips

ReisebeginnReisebeginnTripTrip beginningbeginning FirstFirst destnationdestnation Reason for tripReason for trip ReimbursReimburs.. Possible subsPossible subs..activitiesactivities

9.5.2000 New York Travel Managementconsulting

163.60Euro

Create travel requestBook flight, hotel, car rental

Change trav.exp.report

7.3.2000 BerlinSystem configuration

Moser GmbH242.36Euro

Create travel request

Book flight, hotel, car rental

Change trav.exp.report

In the Travel Manager the employee has a complete overview of all his trips (travel requests, travel

plans and travel expense reports). Each of these objects can be created or changed from the Travel

Manager. The Travel Manager was developed for the occasional user.

You can decide whether you want to use the travel requests, travel plans and travel expense reports

together or only parts of them:

With a travel request the employee expresses the intention of undertaking a business trip and

forwards this, if necessary, to an internal travel center.

You can use a travel plan to plan a trip in detail and to book the travel items. The trip preferences

stored as infotypes are taken into consideration for this. A travel plan can be created by both an

internal travel center and the employee himself.

The travel expense report presents a collection of all the trip facts relevant to settlement. These form

the basis for the calculation of the trip reimbursement amounts according to the respective nationallaw and for posting these in accounting. If amounts occur that are taxable, these can be transferred to

HR Payroll.

The user does not have to enter his personnel number for trip data entry, if it has already been assigned

to him in the infotype Communication (0105), subtype 0001.



(C) SAP AG AC270 3-10

© SAP AG 2002

General trip data

From 03.02.XXXXDate

05.02.XXXXEnd

Time06:50

19:30...

Additional destinations

Advance

Cost assignment for entire trip, if other than master CA

Comments

PD/FR reimbursement

Expense receipts

Exp. receipt 001 on 03.02.XXXX

Amount...

Additional information

Comments

Expense receipt cost assignment, alternative...

The Travel Manager Data Areas

The different entry masks of the Travel Manager have a "form structure", that is to say, they are

structured in the same way as a paper form that you fill in from top to bottom.

Using the Settings function you can decide how the entry mask is presented for you personally when you

open the transaction. You can thus decide which data areas are to be open for entry and which are to be

closed. These data areas all have a toggle that you can use to open and close the area as you require.

The data area Expense receipts is structured differently here than in the Travel Expense Manager. Here

you first select the relevant expense type and enter supplementary data, such as the amount. The expense

type is not added to the display list until you press the Copy button (or Enter , see the Settings function).



(C) SAP AG AC270 3-11

© SAP AG 1999

The Infocenter

Traveler Per diemsExch. ratesContact persons

Person

Name Marion Linn

Department Expenses department M-Z

Building

Room number

A12

Communication

Floor 28 1

Country

Telephone

Internet mail

DE

0234-7

[email protected]

4711/

Send

Using the Infocenter , that is available to both the travel manager and the travel expense manager, you

can call information about:

Your contact person in the expenses department

The per diems/flat rates for individual countries

Exchange rates

Your master cost center



(C) SAP AG AC270 3-12

© SAP AG 1999

10023 08.09.XXXX Boston US... Trip approved To be settled

10021 07.01.XXXX Paris FR... Trip approved To be settled

10018 06.25.XXXX London GB... Trip approved To be settled

10011 06.20.XXXX Hamburg DE... Trip approved To be settled

Trip

98020

FunctionsFunctions

CreateCreate ChangeChange DisplayDisplay ResultsResults SettleSettle

PrintPrint Approve Approve CopyCopy DeleteDelete CancelCancel

PersonnelNo.

Name Chris Miller

Depart. Location Ctry Approval Settlement

... ... ... ... ... ...

Results Approve Settle Cancel

Travel Expense Manager Funct ions

The Travel Expense Manager was conceived as an expert transaction.

If you do not know the personnel number of the person for whom data is to be processed, the entry

options for the personnel number field give you various search criteria.

The following functions are available in the Travel Expense Manager:

- Create

- Change

- Display

- Display results

- Settle

- Print

- Approve

- Copy- Delete

- Cancel

On the overview screen, specific trips can be chosen via Selection criteria. The destination type, the

reason for the trip, or the trip status can be used as selection criteria.



(C) SAP AG AC270 3-13

© SAP AG 1999

Chris Miller, PersNo. 98020, TripNo. 200344

General trip data

Al ternative cost assignment for ...

Receipts Add . dests Trip segments Deducts Advances Comments

Results

The Travel Expense Manager

The basic data for trips is entered in General trip data. The data area Receipts is offered for entry first;

from here you can branch to all the necessary follow-on screens via the other tab pages or via the menu.

The default status defined in Customizing is set as soon as you save the trip.

Beginning with Release 4.6A the Infocenter function is available. Here you can store data concerning

contact person and traveler. You can also obtain information about exchange rates and per diems/flat

rates.

In the Travel Expense Manager there is an input help for all the text fields, for country and region and

for all account assignment objects. Your last entries are displayed in this input help as proposals. In

Settings you can define the maximum number of entries that the input helps are to contain.



(C) SAP AG AC270 3-14

© SAP AG 2002

Presentation in Travel Manager

Expense receipts


amountInput tax

Entertainment

150,00 Euro

Entertainment

Flight

Flight paid

HotelHotel paid

...

Number 3

Entering Receipts

Restaurant Mount View

Invoice

Restaurant Mount View

Invoice

Food anddrinks 150.00 EUR

Receipts are entered under a freely definable travel expense type, which is stored in the system.

Enter the receipt amount and the currency for each receipt. In Travel Manager the expense type is added

to a display list when you press the Copy button (or Enter , see the Settings function).

The Number field has a particular meaning here:

Depending on the travel expense type a different calculation method is used for the default value in

the Number field. This field displays the number or quantity contained in a receipt. For a hotel receipt

the field contains, for example, the number of overnight stays, calculated from the difference between

the 'from date' and 'to date'. For an entertainment receipt the field contains the number of business

partners entertained.

The Number field is used to check a receipt against a maximum value per number (as defined in the

IMG activity Define Maximum Rates and Default Values for Expense Types). Example: Rental car for

5 days; maximum value according to Customizing: 150 EUR/day. In this case the receipt amount maynot exceed 750 EUR. If you set the display attributes of the Number field to Display, the default value

can not be changed.



(C) SAP AG AC270 3-15

© SAP AG 2002

PD/FR reimbursement

Expense receipts


amountInput tax


Comments

Entertainment

230.00 Euro

...

Number 3

Participants

Reason

Loc.

Ctry

Presentation in Travel Manager

Addit ional Receipt Information

You can enter additional information for each receipt. You can do this in two ways:

Data area Additional information

Using the IMG activity Field control for additional receipt information, you can define which

additional information can or must be entered for each receipt type. Example: The names of guests in

the case of entertainment receipts.

Data area Comments

Here you can enter a text for a receipt using an editor.



(C) SAP AG AC270 3-16

© SAP AG 2002

Lunch

Per diemflat rate100.00

Reduced per diem rate

60.00

- 40%

PD/FR reimbursement

Travel Costs

Deductions

Weekday Date Breakfast Lunch

Tuesday 04.03.XXXX

Wednesday 05.03.XXXX

Thursday 06.03.XXXX

...

...

Meals and Accommodation

...

Deductions due to Entertainment

Dinner Night of

X

Deductions are made from the meals per diem due to gratuitous entertainment, if the employee is invited

to a meal. In this case, select the relevant meals for the respective date. Deductions can also be used for

enterprise-specific daily rates.

This regulation is no longer used in Germany, except for deductions within an enterprise.

In Austria and Sweden deductions are based on the reimbursement amount and not on the daily rate.

Austria: In the case of an international trip 66% of the reimbursement amount is deducted, if

both lunch and dinner were provided as entertainment..

Sweden: For a breakfast 20% of the reimbursement amount is deducted, for lunch or dinner

35%.

For information on deductions in Norway and Denmark, see appendix.



(C) SAP AG AC270 3-17

© SAP AG 1999

Add Add.. dests accdests acc. to. to midnight rulemidnight rule

Add Add.. dests accdests acc. to. to trip itinerarytrip itinerary

Cust. A

18.008.00 10.00 13.00

Cust. C

8.00 24.00

Cust. CCust. B

24.00 24.00

Cust. A Cust. C

t

t

24.00 24.00 24.00

Change of

destination

Addit ional Dest inations

Cust. B

In addition to the main destination (first destination) of a trip, you can also enter additional destinations.

Additional destinations are trip destinations that differ from the first destination. Data can be entered as

follows (see above example):

- Trip destination: Cust. A

- Additional destinations: Cust. B

Cust. C

Enter each additional destination with its beginning (date and time) according to the sequence of the trip

itinerary.

The settlement program automatically applies the midnight rule for certain countries (for example, USA,

Japan, Germany). In other words, the per diem for meals for a trip day depends on the last destination

reached by the employee before 12 o'clock midnight.

You can assign an additional destination a different cost assignment to the one assigned to the tripdestination. You do not have to assign each receipt incurred for this additional destination; this occurs

automatically based on the midnight rule. You should, however, still check the assignment.



(C) SAP AG AC270 3-18

© SAP AG 2002

Miles/kms Allowance

tTax-free

Company pays

PD/FR reimbursement

Travel Costs

Miles/kms 295

Vehicle class

Distribution of miles/kmsDate Tot. m/kmPasseng. FR Bagg. kg Country ...

01.03.XXXX 155

All vehicle classes

...

28.02.XXXX

0.30 0.3001.03.XXXX

0.30 0.50

14028.02.XXXX

Changes in Flat Rates for Miles/Kms

In the IMG activity Define flat rates for travel costs you can store for exact dates:

- Tax-free amount

- Enterprise-specific reimbursement amount

In the above example, a higher enterprise-specific miles/kms flat rate, increased by 0.20 euro, is

reimbursed as of March 1st. In this case, 0.20 euro per mile/km have to be taxed.

To enter miles/kilometers for exact dates, open the data area Travel costs. Then the miles/kms are

calculated according to the exact date and the amounts stored in the view.

If you do not enter the miles/kilometers traveled for exact dates, the trip miles/kilometers are calculated

according to the conditions valid at the beginning or end of the trip, depending on the setting in the

Implementation Guide (Travel Expense Control (Expert View), entry F ). See also the unit Dialog and

Settlement Control.



(C) SAP AG AC270 3-19

© SAP AG 2002

PersonnelNo. 98020

Name Chris Miller

Interv al from

to

03.01.XXXX

03.31.XXXX

Day

03.01.XXXX

03.02.XXXX

03.03.XXXX

03.04.XXXX

03.05.XXXX

from to LocationReason

Travel Calendar: Domestic tr ips

Results Receipts Dests M/km Advances Info

Per tr ipReceipts

Trip

advances

Addi t ional

destinationsText

User

data

Cost

assignment

The Travel Calendar

Travel calendar allows you to enter several domestic trips on the same screen simultaneously.

Since the trip country or region can not be entered using travel calendar, this entry type is not suitable for

entering international trips.

When you save your entries, the system sets the approval status that you have stored in feature TRVPA

and sets the default settlement status To be settled . This status can, however, be changed later.

You can display the results for all the trips visible on the screen together.



(C) SAP AG AC270 3-20

© SAP AG 2002

98020 Chris Miller

ImportImport

002 HOTL ... 100. 00 EUR . . .

Da Gianni

Taxi

Invoice

Exp.descript. Amount Currency Date Text

Receipts

Selection o f Credit Card DocumentsSelection of Credit Card Documents

Accom/ Hotel 100.00 EUR 08.03.XXXX Hotel

Entertainment 175.00 EUR 07.03.XXXX Entert

Flight 650.00 EUR 06.03.XXXX Flight

Accommodat ionwith breakfast100.00 EUR

HotelGoldenStagInvoice

Credit Card Clearing

Credit card clearing simplifies the entry of receipts considerably and can be used for all entry types.

The following requirements must be fulfilled before you can use credit card clearing:

- The credit cards used must be supplied by providers that support the SAP data record.

- Personal credit cards (walking cards) must debit the employees' private bank accounts.

- The employees' local currencies must correspond with the settlement currencies used for their credit

cards.

The following system settings must also be established:

- In feature TRVPA (Travel expenses parameter) the characteristic CCC must be activated for the

relevant organizational unit.

- The entries in the table for the assignment of credit card transaction keys to expense types for travel

expense settlement must be verified.

- The credit card data used by your company must be maintained in subtype 0011 in InfotypeCommunication (0105).

This function is available in Travel Manager beginning Release 4.6C.



(C) SAP AG AC270 3-21

© SAP AG 2002

PersNo. 98020 Reason

DestinationName Chris Miller

Day dest.

No.miles/kms

M/Kms rate

Sunday Monday

03.02.XXXX

Dest. A

100

30.-

Tuesday

04.02.XXXX

Dest. B

50

15.-

. . . . . . . . .

115.-

12.-

Total 157.- 15.-

172.-

. . . . . . . . .

Payment amount

Date 02.02.XXXX

Entertainment

Parking

... ... ... ...

Reason

Prev. week Next week Results Approve Trip status . . .

The Weekly Report

The Weekly report is used to enter employees' trips by the week.

In the weekly calendar, you enter each day's destination, the miles/kms traveled and the individual

receipts for incurred costs.

For entering individual receipts, the entry screen displays a list of the expense types defined in the

system as permissible for the weekly report. On the basis of the data entered, the system determines the

incurred expenses per day and the total expenses for the week.

In the dialog box for additional receipt information, the currency, the exchange rate and the input tax

code can be entered for each individual statement/receipt.

With this entry type, travel costs are settled by flat rate. It is not possible to perform per diem

reimbursement of additional costs for meals and accommodations or miles/kms distribution of travel

costs.

Using a switch in feature TRVPA (WRC entry), you can specify whether the weekly reports and the tripsentered with other Travel Management transactions are to be checked as to time overlaps. If the WRC

setting allows data collisions, weekly reports are not displayed in the travel manager or travel

expense manager since they do not have the character of trips. When the trip data is saved, the approval and settlement statuses in the status screen are set. If you do not

set the status manually, the trip is saved with the approval status that you stored in feature TRVPA and

the settlement status To be settled .

The first day of the week is specified in feature TRVPA with the FDW entry.



(C) SAP AG AC270 3-22



(C) SAP AG AC270 3-23

© SAP AG 1999

Cash offi ceCash of fice

Check

DEUTSCHE

MARK

DEUTSCHEMARK

BankBank

FinancialFinancialaccountingaccounting

Payment of Advance

If an advance is to be paid to the employee, you can choose between the following procedures:

- The advance is paid by the cash office and is posted manually

- The advance is paid by the cash office; the amount is entered in advance data entry with automatic

posting via Travel Management

- The advance is paid via a payment run in Financial Accounting

- The advance is paid via data medium exchange

You can choose the payment procedure you want to use in the IMG activity Define posting and payment

of trip advances.

The best procedure would, however, be to equip traveling employees with personal credit cards (walking

cards) and not use advances at all.



(C) SAP AG AC270 3-24

© SAP AG 1999

Posting:Vendor 100.-Cash off ice 100.-

Example: Advance 100.- Travel expenses 500.-

Posting:Travelexpense 500.-

Vendor 500.-

2.)2.) The travel expenses are transferred to financial accountingThe travel expenses are transferred to fin ancial accounting

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

500.- 500.-

3.)3.) Payment run in financial accountingPayment run in financial accounting

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-500.- 500.-

400.- 400.-

Posting:Vendor 400.-Bank 400.-

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

1.)1.) The advance is paid at the cash off iceThe advance is paid at the cash office

1 1

2 2

3 3

Payment of Advances via Cash Office- Manual Posting -

As a rule, employees must apply for advances for business trips.

If an advance is paid by the cash office and the transaction is posted manually, the advance should be

entered in the trip for documentary reasons.

Advances that are entered for purely documentary purposes are not considered in the status Request

approved or Trip approved when the travel expenses are transferred. Prerequisite is that in the IMG

activity Define posting and payment of trip advances you have chosen the variant No payment,

documentary entry only.

The advance is automatically offset against the actual travel expenses later.



(C) SAP AG AC270 3-25

© SAP AG 1999

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

Posting:Travelexpense 500.-Vendor 500.-

2.)2.) The travel expenses are transferred to fin ancial accountingThe travel expenses are transferred to financial account ing

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

500.- 500.-

Cash office

D C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

500.- 500.-400.- 400.-

Posting:Vendor 400.-Bank 400.-

Example: Advance 100.- Travel expenses 500.-1.)1.) The advance is paid out at cash off ice, entered via tripThe advance is paid out at cash offic e, entered via trip

advance entry and transferred to financial accountin gadvance entry and transferred to financial accountin g

Posting:Vendor 100.-Cash off ice 100.-


3

2 2

1

3

1

Payment of Advances via Cash Office- Trip Advances Transaction -

If an employee has applied for an advance and the travel request has been approved but not yet entered

in travel expense settlement, use the function Create and the entry type Trip advances to enter the

advance.

The system creates a one-minute trip for the entry date, assigns a trip number and sets the trip status

Request approved, settled . The advance is paid via the cash office.

If the travel request is approved and already entered in travel expense settlement, choose the function

Change in the entry type Trip advances and add the necessary advance data to the existing travel request.


For this type of advance payment choose from the IMG activity Define posting and payment of trip

advances the variant Payment via cash office.



(C) SAP AG AC270 3-26

© SAP AG 1999

Posting: Adv ance 100.-Creditor 100.-

1.)1.) The advance entered in the travel request is transferredThe advance entered in the travel request is transferred

AdvanceD C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

Posting:Vendor 100.-

Bank 100.-


AdvanceD C

100.-

Bank

D C

Travel expenses

D CVendor

D C

100.-100.- 100.-


1

2

1

2

Payment of Advances via Financial Account ing (I)

If you enter an advance in a travel request , it is posted via Travel Management and the amount is

reimbursed via a payment run in financial accounting.


For this type of advance payment choose from the IMG activity Define posting and payment of trip

advances the variant Payment via financial accounting.



(C) SAP AG AC270 3-27

© SAP AG 1999

3.)3.) The travel expenses are transferredThe travel expenses are transferred

Adv anceD C100.-

Bank

D C

Travel expenses

D CVendor

D C100.-

Posting:Vendor 400.-

Bank 400.-

4.)4.) Payment run in fin ancial accountingPayment run in financial accounting

Adv anceD C

100.-

Bank

D C

Travel expenses

D CVendor

D C

100.-100.-

400.-


Adv ance 100.-Vendor 400.- 100.-

100.-500.- 400.-

100.-

100.-400.-

500.-100.-

400.-4

333

4

Payment of Advances via Financial Account ing (II)




(C) SAP AG AC270 3-28

© SAP AG 1999

Posting: Adv ance 100.-

DME 100.-

1.)1.) ManualManual posting after payment of advanceposting after payment of advance viavi a house bankhouse bank

AdvanceD C

100.-

Bank

D CTravel expenses

D CDME

D C100.-

Posting:DME 100.-Bank 100.-

2.)2.) Post ing of advancePost ing of advance

AdvanceD C

100.-

Bank

D CTravel expenses

D CDME

D C

100.-


1 1

22 100.- 100.-

Payment of Advances via DME (I)

Enter the advance in the travel request. The advance is paid with the next transfer of settlement results to

data medium exchange. You have to post this payment manually (step 1).

When the settlement results for the travel request are transferred to Accounting, the advance is posted in

FI (step 2).



(C) SAP AG AC270 3-29

© SAP AG 1999

3.)3.) ManualManual posting after paymentposting after payment viavia house bank of the travelhouse bank of the travelexpensesexpenses less the amount of the advanceless the amount of the advance

AdvanceD C

100.-

Bank

D CTravel expenses

D CDME

D C100.-

Posting:DME 400.-Bank 400.-

4.)4.) Post ing of t ravelPost ing of travel expensesexpenses

AdvanceD C

100.-

Bank

D CTravel expenses

D CDME

D C

100.-



Advance 100.-DME 400.-

3 400.- 400.- 3

4500.-100.-4 100.-4

100.- 100.-

400.-400.-100.-400.-

Payment of Advances via DME (II)

After the trip, you supplement the trip facts in the travel request and save the trip with the status Trip

completed.

The next time settlement results are transferred to data medium exchange, the travel expenses less the

amount of the advance are paid. You have to post this payment manually (step 3).

When the trip settlement results are transferred to Accounting, the travel expenses are posted in FI (step

4).



(C) SAP AG AC270 3-30

© SAP AG 1999

General cost assignmentGeneral cost assignment

for all trips per employeefor all trips per employee

The total costs of a trip areassigned per employee to

company code/cost center

(or company code/funds

center/fund).

Cost assignment per tripCost assignment per trip

Alternative account assign.to CO receiving account.

Cost assignment by percent

- total costs of trip

- costs for individual

destinations

- individual receipts

- individual trip segments

to company code/

CO receiving account

Receipts can also beassigned by amounts.

Cost Assignment

In cost assignment for travel expenses, Travel Management distinguishes between:

- General cost assignment for all trips per employee (Employee travel expense assignment guidelines)

and

- Cost assignment within a trip to a cost accounting receiver (cost center, order, WBS element,

network, etc.)

You can override the general cost assignment for all trips per employee with a cost assignment within a

trip.



(C) SAP AG AC270 3-31

© SAP AG 1999

Personnel No.98020Chris Miller

Infotype:

- Cost Distribution

- Travel Privileges

- Organizational Assignment

3040

25

. . .

Trip 2

Color

Trip 1

Color

Trip n

5

General Assignment of all Trips per Employee

If you choose to use general cost assignment per employee, you distribute the total costs of all trips per

employee to company code / cost center (or, company code / funds center / fund).

For this purpose, each employee is assigned so-called Employee travel expense assignment guidelines in

HR master data, according to which the total costs of his/her trips are distributed.

The employee travel expense assignment guidelines are determined via a decision tree made up of the

following Infotypes:

- Cost Distribution (0027, subtypes 02 and 01)

- Travel Privileges (0017)

- Organizational Assignment (0001)

See also the documentation in the SAP Library.

Priorities are set in the following order: Cost distribution according to Infotype Cost Distribution

(subtype 02) applies first, then the account assignment in Infotype Travel Privileges, and last, the costcenter in Infotype Organizational Assignment .



(C) SAP AG AC270 3-32

© SAP AG 1999

Cost assignment of individual destinations

Cost assignment of ind ividual receipts / trip segmentsCost assignment of individual receipts / trip segments

Da Gianni

78.5078,5078,50

3333 333434

1225.-

5050 5050

35.-

Destination 1 Destination 23333 33

34345050 5050

General cost assignment

3333 333434

Cost Assignment at Different Levels

A cost assignment different from the employee travel expense assignment guideline can be set for entire

trip, additional destinations, receipts and trip segments. Cost accounting receivers such as cost center,

order, WBS element, network etc. can be assigned.

If receipts are not given explicit cost assignments, the cost assignment specification of the additional

destination assigned to the receipt applies for the receipt; if additional destinations are not given explicit

cost assignments, the specification for the entire trip applies for the additional destinations.

If the total of all percents is less than 100% when the cost distribution screen is closed, the unassigned

remainder is distributed according to the employee travel expense assignment guideline.



(C) SAP AG AC270 3-33

© SAP AG 2002

Approve

Display

Corrections

Simulate Cancel

IncompleteDisplay

Approv ing Tr ips

Status Name Empl/Appl Trip BegDate Dest. Total ...

Chris Miller 0007151 03.05.XXXX Maastricht 86.00

Chris Mil ler 0006043 18.03.XXXX Montreal 2650.00

Chris Mil ler 0005998 04.03.XXXX Bosto n 2180.00

Chris Mil ler 0005712 03.02.XXXX Berl in 354.00

...

Change

Central Approval

As a rule, the approval of trips takes place centrally in the expenses department.

If you enter requests and trips centrally, you can approve them after trip data entry by setting the trip

status.

In the case of decentralized trip data entry by the employee, the trips entered are checked and approved

centrally in the expenses department via the approval program.

Caution: This approval program can not currently approve travel requests or travel plans (as Travel

Manager). Instead the approval must be made in the Travel Manager directly.

The approval program presents an overview of all of the trips entered that have to be verified and

approved. The trips can be individually:

- Approved

- Put on hold (if documents are incomplete)

- Simulated- Displayed

- Changed

If trips for which payment has already been made are changed later, these corrections can be displayed

via the approval program.

You can also use this report as a general evaluation program, as you can select and then edit according to

criteria such as trip type, cost assignment and general trip data.



(C) SAP AG AC270 3-34

© SAP AG 1999


Entry and Approval of Trips: Review

Distinguish between the possible organizational forms

Use the different entry scenarios and decide wheneach scenario is to be used

Enter trip advances

Use the different cost distribution proceduresfor trips

Use the approval program



(C) SAP AG AC270 3-35

Entry and Approval of Trips Exercises

Unit: Entry and Approval of Trips

Topic: Creating and Approving Domestic and

International Trips

At the conclusion of these exercises, you will be able to:

• Create domestic and international trips using different entryscenarios and subsequently approve these.

3-1 Travel Manager: One-Day Domestic Trip

On 1.10.XXXX (10th

January), from 7 a.m. to 5 p.m., the employee Chris Miller

(personnel number 980xx) drives to A.Town to visit the Crown Company in her car.

The travel costs for 300 kms and meals are reimbursed per diem.

Once you have created the trip data, simulate the travel expense settlement using theappropriate function key.

xx = Group number

XXXX = Current year



(C) SAP AG AC270 3-36

3-2 Travel Manager: Several-Day Domestic Trip

Ms. Chris Miller (personnel number 980xx) makes a domestic trip from 01.11.XXXX (11th

January) at 8.30 a.m. to 01.13.XXXX 1.30 p.m. to B town to visit the C plant.

Meals and the 700 kms traveled are reimbursed per diem.

The following bills are handed in:

Taxi on 01.12.XXXX for 12.50 EUR

Hotel on 01.13.XXXX for 169.00 EUR

The hotel receipt includes two breakfasts, the amount for which is not shown on the bill.

Once you have created the trip data, simulate the travel expense settlement using the

appropriate function key.

xx = Group number

XXXX = Current year



(C) SAP AG AC270 3-38

3-4 Travel Calendar for Domestic Trips

Use the travel calendar to create the following domestic trips for Ms. Chris Miller

(personnel number 980xx) in February XXXX. Meals are settled per diem for each trip.

Trip duration: 2.08.XXXX, 8 a.m. - 7 p.m. to S town, Bell company, 100 kms

Trip duration 2.09.XXXX, 10 a.m. - 5 p.m. to W. Valley, Spice Inc., 150 kms

Trip duration 12.02.XXXX, 8 a.m. to 14.02.XXXX, 7 p.m. to P city, D&D company, 500

kms and 2 overnight stays to be settled per diem.

Receipt: Public garage 25.00 EUR

Once you have created the data, simulate the travel expense settlement for the interval

using the appropriate pushbutton.

xx = Group number

XXXX = Current year



(C) SAP AG AC270 3-39

3-5 Weekly Report

Chris Miller (personnel number 980xx) has several expenditures incurred in the week

beginning 02.11.XXXX (11th

February) that she wants to settle using the weekly report

function.

02.11.XXXX Customer Alpha Inc. In L. Town

Receipts:Entertainment 80.00 EUR: She invited Ms. Soul and Mr. Smith to dinner after

the conclusion of the contract.Tip 5.00 EUR

Gift: 21.00 EUR

Parking charges: 8.00 EUR

02.12.XXXX

Receipts:Laundry 15.00 EUR

Postage: 3.50 EUR2.13.XXXX Customer: Dora Company in S. Valley

Receipts:Parking: 3.00 EUR

Telephone: 0.90 EUR

Other Expenses: 7.20 EUR

Then simulate the travel expense settlement using the appropriate function key.

xx = Group number

XXXX = Current year



(C) SAP AG AC270 3-40

3-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment

On 02.22.XXXX (22nd

February), 8 a.m. Ms. Chris Miller (personnel number 980xx)

travels to Barcelona to visit the Roige S.A. company. First she drives to the airport (50

kms) and parks the car in the public garage there. The flight ticket has already been paid

for by her company (555.00 EUR).

She arrives in Barcelona on the same day and checks into the Hotel Olympia.

On 2.25.XXXX Ms. Miller takes a return flight home from Barcelona, landing at 11.30

a.m. She drives 80 kms to a meeting at a branch of her company. From there she drives100 kms to her place of work with colleague Billy Penny as passenger and ends her

business trip on 02.26.XXXX at 3 p.m.

Ms. Miller has an advance of 300.00 EUR and hands in the following receipts:

Telephone 7.20 EUR on 2.23.

Public garage 33.00 EUR on 2.25. (in Germany).Hotel Olympia 240.00 EUR on 2.25. (3 x overnight stay incl. breakfast)

Hotel Sonne 40.00 EUR on 2.26. (1 overnight stay incl. breakfast inGermany)

Meals are settled per diem. Note that Ms. Miller was invited to lunch at the branch officeon 2.26. Take an expense deduction of 2.51 EUR into account for this (German turnover

tax law).

Take the following cost assignment into account:

Assign the total cost of the trip as follows:

40 % to cost center 210060 % to cost center 2300

Assign the parking receipt amounts, however, as follows:1/3 to cost center 2300

2/3 to cost center 1220

Once you have created the trip data, simulate the travel expense settlement using the

appropriate function key.

xx = Group number

XXXX = Current year



(C) SAP AG AC270 3-41

3-7 Approving Trips

Start the Approval of Trips program for Ms. Chris Miller (personnel number 980xx).

Display the trip data, simulate travel expense settlement and then approve all the trips.



(C) SAP AG AC270 3-42

Entry and Approval of Trips Solutions

Unit: Entry and Approval of Trips

Topic: Creating and Approving Domestic andInternational Trips

3-1 Travel Manager: One-Day Domestic Trip

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Manager .

After you enter your personnel number and press Enter , the Travel Manager transaction appears.

• On the initial screen, choose: Create travel expense report

The Travel Expense Manager: <Traveler> screen appears.

• Enter the trip data given in the exercise.

• Simulate the trip by choosing the pushbutton Results.

• Exit the simulation.

• Save the trip



(C) SAP AG AC270 3-43

29. 07. 2002 T R A V E L E X P E N S E S T A T E M E N T 1

Name Chris Miller Simulation

PersNo. 98020 IDES AG 1000

Trip no. 2000254 Hamburg Cost

center

3200

I T I N E R A R Y

Trip destination Country Trip Type Enterprise

10. 01. 2002 07: 00 AM - Fi r ma Kr on ( Cr own) Al l t r i ps

10. 01. 2002 05: 00 PM A t own

Ger many

P E R - D I E M S E T T L E M E N T

Meals

Date Ctry Company

Time CompDed Number Reimburs.amount in EUR

10.01.02 10.01.02

07:00:00 12:00 DE 6.00 1 6.00

Total amounts for meals in EUR 6.00

Travel Costs

Date Typ Ctry Amount

Reg. Comp. Km/No.. Reimburs.amount in EUR

10.01.02 Car DE

ToMl 0.30 300 90.00

Total amounts trav.costs in EUR 90.00

Total amounts PD/FR settlement in EUR 96.00

T O T A L A M O U N T S

Reimbursement amt in EUR 96.00



(C) SAP AG AC270 3-44

C O S T S A S S I G N M E N T

Trip expenses to be transferred (w. CO receiver) in: EUR 96.00

96.00 EUR to:

Company code 1000

Business area 9900

Cost center 3200



(C) SAP AG AC270 3-45

3-2 Travel Manager: Several-Day Domestic Trip








• Save the trip



(C) SAP AG AC270 3-46




Trip no. 2000255 Hamburg Cost

center

3200

I T I N E R A R Y

Trip destination Country

11. 01. 2002 08: 30 AM - C pl ant

13. 01. 2002 01: 30 PM B t own

Ger many


Meals

Date Ctry Company


11.01.02 11.01.02

08:30 24:00 DE 12.00 1 12.00

12.01.02 12.01.02

00:00 24:00 DE 24.00 1 24.00

13.01.02 13.01.02

00:00 13:30 DE 6.00 1 6.00


Travel Costs

Date Typ Ctry Amount

Reg. Comp. Km/No.. Reimburs.amount in EUR

11.01.02 Car DE

ToMl 0.30 700 210.00





(C) SAP AG AC270 3-47

I N D I V I D U A L S T A T E M E N T

Trav.exp. CompDed

Date Rno. Type No Cty IT Amount in EUR

11.01.02 001 Taxi V2 12.50

13.01.02 002 Hotel V1169.00

13.01.02 002 Hotel 2 DE V1 9.00-

Reimbursement amount individual statement in EUR 172.50





424.50 EUR to:

Company code 1000

Business area 9900

Cost center 3200

Additional info for individual statement

RNo Receipt Amount Curr. Date to Number Ctry

002 Hotel 169.00 EUR 11.01.02 13.01.02 2 DE

Description Hotel 'Zum Kühnen Sachsen', Germany



(C) SAP AG AC270 3-48

3-3 Travel Manager: Several-Day International Trip with Further Destinations and Trip Segment

Distribution






• In the data area General trip data, enter the first trip destination (Lausanne) and the first trip country

(Switzerland) in the fields Trip destination and Trip country respectively.

• Open the data area Add. Destinations to enter Annecy (country FR) with the corresponding date and

time.

• In the data area Mileage and per diem reimbursement enter the trip segment distribution.



• Save the trip



(C) SAP AG AC270 3-49




Tripno.

2000256 Hamburg Costcenter

3200

I T I N E R A R Y


01. 02. 2002 06: 30 AM - Leman company

07. 02. 2002 21: 15 Lausanne

Swi t zer l and

Border crossing/return

trip07. 02. 2002 21: 15


03. 02. 2002 12: 00 - Duboi s company

07. 02. 2002 21: 15 Annecy

Fr ance


Meals

Date Ctry Company


01.02.02 01.02.02

06:30 24:00 CH 29.00 1 29.00

02.02.02 02.02.02

00:00 24:00 CH 44.00 1 44.00

03.02.02 06.02.02

00:00 24:00 FR 41.00 4 164.00

07.02.02 07.02.02

12:00 21:15 FR 28.00 1 28.00


Travel Costs

Date Typ Amount

Company Km/No. Reimburs.amount in EUR

01.02.02 Car

ToMl 0.30 800 240.00

Passenger 0.02 1 16.00



(C) SAP AG AC270 3-50

01.02.02 Car

ToMl 0.30 250 75.00

07.02.02 Car

ToMl 0.30 750 225.00





Trav.exp. CompDed Amount in

Date RNo Type No Cty VT Amount Curr. Rate EUR

01.02.02 001 Vignette V0 40,00 CHF 0.62061 24.82

03.02.02 002 Hotel V0 410,00 CHF 0.62061 254.4505.02.02 003 Telephone V0 5.00

07.02.02 004 Hotel V0 320.00

07.02.02 004 Hotel 4 FR V0 32.80-

07.02.02 005 Telephone V0 0.80



Reimbursement amt in EUR 1 423.27


Trip expenses to be transferred (w. CO receiver) in: EUR 1 423.27

1 423.27 EUR to:

Company code 1000

Business area 9900

Cost center 3200



002 Hotel 410.00 CHF 01.02.02 03.02.02 2 CH

Description Hotel 'Imperial'

Loc. Lausanne



(C) SAP AG AC270 3-51

004 Hotel 320.00 EUR 03.02.02 07.02.02 4 FR

Description Hotel 'Mirage'

Loc. Annecy

3-4 Travel Calendar for Domestic Trips

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travelexpenses → Travel Calendar .

The Travel Calendar: Domestic trips screen appears.

• In the Personnel no field enter the personnel number and as the time interval enter February.


• Choose Receipts.

The Maintain Trip Data screen appears.

• Enter the receipts.



• Save the trips.



(C) SAP AG AC270 3-52

03. 04. 2002 Summari zed Di spl ay of Travel Expenses 1



Trip

no.

Hamburg Cost

center3200

T R A V E L E X P E N S E S T A T E M E N T: 08.02.02 - 14.02.02

Date frm to Curr. Meals rcpt Accomm. rcpt Trav.costs Receipts

Reimbursement

06. Week

08.02 08:00 19:00 EUR 6.00 30.00 36.00

09.02 10:00 17:00 EUR 0.00 45.00 45.00

07. Week

12.02 08:00 .

14.02 . 19:00 EUR 48.00 40.00 150.00 25.00 263.00

Grand Total EUR 54.00 40.00 225.00 25.00 344.00



(C) SAP AG AC270 3-53

3-5 Weekly Report

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel

Expenses → Weekly Report.

The Overview of Weekly Reports screen appears.

• Enter the personnel number in the field Personnel no. and choose Current week .

The Trip Data Maintn: Miles/Kms Distribution screen appears.

• In the Date field under Monday enter 02.11.XXXX (11th February) and press Enter . The correspondingcalendar week is then available.

• Enter the receipts as given in the exercise.



• Save the weekly report.



(C) SAP AG AC270 3-54

03. 04. 2002 W E E K L Y R E P O R T 1



Trip

no.

2000260 Hamburg Cost

center

3200

W E E K L Y R E P O R T

Week 06 Reason

11. 02. 2002 00: 00 - Recei pt s wi t hout t r i p

17. 02. 2002 24: 00

Day Reason/Location

Day dest.

11. 02. 2002 Monday Al pha Co. L t own

13. 02. 2002 Wednesday Dora Co. S val l ey


Date Rno. Receipt VT Amount in EUR

11.02.02 001 Entertainment N2 80.00

11.02.02 004 Parking V1 8.00

11.02.02 002 Tip V0 5.00

11.02.02 003 Present V1 21.00

12.02.02 005 Postage V1 3.50

12.02.02 006 Laundry V1 15.00

13.02.02 007 Telephone V0 0.90

13.02.02 008 Parking V1 3.00

13.02.02 009 Other V0 7.20






143.60 EUR to:

Company code 1000

Business area 9900



(C) SAP AG AC270 3-55

Cost center 3200



(C) SAP AG AC270 3-56


RNo Receipt Amount Curr. No. Ctry

001 Entertainment 80.00 EUR 3 DE

Business partners Ms. Soul Mr. Smith

Reason Conclusion of contract

Loc. L town



(C) SAP AG AC270 3-57

3-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Expenses

→ Travel Expenses Manager .

After you enter your personnel number and press Enter , the Maintain Trip Data screen appears.


• Enter the receipts as given in the exercise.

• Position the cursor on the parking receipt and choose Enhanced cost assignment.

The Maintain Trip Data: Additional cost assignment for expense receipt screen appears.

• Choose the assignment Absolute and enter the costs assignment for the receipt as given in theexercise.

• Choose the tab page Trip segments and enter the mileage/kms distribution as given in theexercise.

• Choose the tab page Advances and enter the advance amounts data as given in the exercise.

• In the data area Alternative cost assignment for entire trip, if other than master CA, choose

Enhanced cost assignment. The Maintain trip data: Enchanced Cost Assignment for Total Trip appears. Enter the costs assignment for the entire trip given in the exercise.



• Save the trip



(C) SAP AG AC270 3-58




Trip

no.

2000261 Hamburg Cost

center

3200

I T I N E R A R Y


22. 02. 2002 08: 00 - Roi ge SA

26. 02. 2002 15: 00 Barcel ona

Spai n

Border crossing/return trip 25. 02. 2002 11: 30


Meals

Date Ctry Company


22.02.02 22.02.02

00:00 24:00 ES 21.00 1 21.00

23.02.02 25.02.02

00:00 24:00 ES 32.00 3 96.00

26.02.02 26.02.02

00:00 15:00 DE 12.00 1 12.00


Travel Costs

Date Typ Amount


22.02.02 Car

ToMl 0.30 50 15.00

25.02.02 Car

ToMl 0.30 80 24.00

26.02.00 Car

ToMl 0.30 100 30.00




(C) SAP AG AC270 3-59




Trav.exp. CompDed Amount in EUR

Date RNo Type No Cty VT

22.02.00 006 Flight paid V0 Paid by IDES AG 100ß 550.50

23.02.00 001 Telephone V0 7.20

25.02.00 002 Parking V1 33.00

25.02.00 003 Hotel V0 240.00

25.02.00 003 Hotel 3 ES V0 19.20-

26.02.00 004 Hotel V1 40.00

26.02.00 004 Hotel 1 DE V1 4.50-

26.02.00 005 Deduct. Lunch V0 2.51-

Individual statement reimbursement amount in EUR 293.99



A D V A N C E

Advance Amount in EUR

22.02.2002 300.00

Total advance in EUR 300.00

S E T T L E M E N T

Reimbursement amt in EUR 493.99 Reimbursement amt in EUR 493.99

Paid by company 550.00 Advance in EUR 300.00-

Total cost in EUR 1043.99 Repayment amount in EUR 193.99



(C) SAP AG AC270 3-60


Trip expenses to be transferred (w. CO receiver) in: EUR 1,043.99

22.00 EUR to:

Company code 1000

Business area 9900

Cost center 1220

404.40 EUR to:

Company code 1000

Business area 9900

Cost center 2100

617.59 EUR to:

Company code 1000

Business area 9900

Cost center 2300



(C) SAP AG AC270 3-61

3-7 Approving Trips

In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel expenses →

Periodic processing → Approve trip.

The Approval of Trips screen appears.

• Enter the personnel number in the field Personnel no. and start the program.

A list of the trips to be approved appears.

• Position the cursor on the individual trips and choose first Calculate trip and then Approve trip.

• Exit the program.




© SAP AG 1999


Contents: Travel expenses

Travel expense statement for the employee

Payment of travel expenses

Posting of t ravel expenses




© SAP AG 1999

Settlement, Payment and Posting of Trips:Objectives

At the conclusion of this unit , you wil l be able to:

Settle travel expenses

Use travel expense forms

Use the di fferent methods of travel expense data

transfer




© SAP AG 1999

Course Overview




The Euro

Optical Archiving







Reporting







© SAP AG 2002

Mass settlement v iasettlement program

Settlement of anindividual trip viacursor selection

Data fromTravel

Expenses

PCL1

98020 Chris Mill er

Trips

08.02.XXXX Berlin

17.02.XXXX London

02.03.XXXX Tokyo

Chris Miller

Trips Reason Status

Cust. A

Training

Cust. X

Approved/to be settled

Approved/to be settled

Approved/to be settled...

Travel Expenses

- Travel expense forms

- Payment of travel expenses

- Posting of travel expenses

All trips with the status approved/to be settled are settled via the settlement program RPRTEC00.

For test purposes you can select individual trips and settle these using the dialog transactions. The end of

the trip may not fall in a future payroll period.

On the basis of the trip data entered, the settlement program determines settlement results (especially the

reimbursement amounts) for trips for specific payroll periods and stores them in the PCL1 file. The trips

must end before the end date of the payroll period in order to be settled.

At the present time, Travel Management takes country-specific regulations into consideration for the

following countries:

Germany Switzerland Japan France The Netherlands

Austria Belgium USA Denmark Great Britain

Norway Spain Sweden Canada Mexico

If the status of the control record period in Payroll is New personnel control record or Exit payroll, thenext higher control record period is used as payroll period.




© SAP AG 1999

Status:

Released for settlement:

Payroll

Master data changes

Travel expenses

Released for correction:

Master data changes

Travel expenses

Payroll period = period of control record

Exit Payroll:

Master data changes

Travel expenses

Payroll period = period of contro l record + 1

The Payroll Period of the PersonnelControl Record with Active Integration

In any case (even if you have not activated Integration with HR Payroll), the payroll period for travel

expense reports is determined as follows:

- If you do not enter a payroll period manually, the period from the control record in Payroll is used

as the current period.

- If, however, the status of the control record period is New personnel control record or Exit Payroll,

the next higher control record period is used as payroll period.

If integration of Travel Management with HR Payroll has been activated via feature TRVPA, the

following applies:

- If the payroll period of the personnel control record is set to Released for payroll, travel expense

settlement for this period is not possible.

- If the payroll period is set to Released for correction, travel expense settlement for the period to be

corrected is possible. In this case in the Infotype Settlement status (0003) the Correction ofsettlement indicator is set.

- If the payroll period is set to Exit payroll, travel expense settlement can only be carried out for the

subsequent period.




© SAP AG 1999

The trip i s posted, reimbursed, taxed.

The trip i s changed.

For-period = In-period = February

February March

First settlement of trip: 11.02.XXXX

January

Trip

- Taking a monthly period as an example

For-period = February

February March

Resettlement of the trip: 27.03.XXXX

In-period = March

January

Trip

For-Period and In-Period of the Inflow Princip le

For the inflow principle the for-period is the period in which the trip is settled the first time.

The in-period is the period in which the trip is currently being settled.




© SAP AG 1999

In-period = February

February March

First settlement of trip: 11.02.XXXX

The trip i s posted, reimbursed, taxed.

The trip i s changed.

For-period = January

February March

Resettlement of the trip: 27.03.XXXX

In-period = March

January

January

For-period = January

Trip

- Taking a monthly period as an example

Trip

For-Period and In-Period of the Origin Principle

For the origin principle the for-period is the period in which the end date of the trip falls.

The in-period is the period in which the trip is currently being settled.

This difference between for- and in-period is needed particularly for the integration of Travel

Management with HR Payroll. If a subsequent change is made to a trip a correct retroactive accounting

must be made in the past to the for-period.




© SAP AG 2002

Standardform

Summarizedform I

Summarizedform II

Detailed Condensed Condensed(landscape format)

S t a t e m

e n t

Travel Expense Statement

Data fromTravelExpenses

PCL1

Travel Expense Statement

When you print out travel expense statements, you can choose between the Standard form, Summarized

form 1 and Summarized form 2.

The Standard form (RPRTEF00) represents a detailed travel expense statement per trip. This form lists

the per diems for meals and accommodations and flat rates for travel costs by specific dates and presents

an itemized statement about the settled receipts and an overview of cost assignments.

Summarized form 1 (RPRTEF01), on the other hand, lists all trips that have been settled in the specified

payroll period. The print indicator is only set in the following case: domestic trip, without meals receipts

and without advances.

For plausibility reasons, all other trips must be re-printed using the Standard form. The Standard form

can be started via the checkbox in the selection screen of Summarized form 1.

Summarized form 2 (RPRTEF02) presents the same information as Summarized form 1, but in landscape

format. It is also possible to print the number of miles/kms traveled, advances and additional amounts per trip. This program sets the print indicator for all trips.

You can change the Standard form in Customizing; see the unit Form Structure for this. Via user exits,

you can both change the header of the Standard form and add a company-specific text at the end of all

forms.




© SAP AG 1999

FI Financial

Accounting

CO Cost

Accounting

Non-SAP

Systems

HR Payrol l

Non-SAP

Systems

Combinations

DME

for credit

institutions

R K R K - - P P

P r o j e c t s

P r o j e c t s

Sett lement of t ravel expenses

Generate results

TravelTravel

ManagementManagement

Payment of Travel Expenses

You can forward the settlement results to Financial Accounting (FI), to HR Payroll or to non-SAP

systems for payment. Payment by means of data medium exchange is also possible.



(C) SAP AG AC270 4-10

© SAP AG 1999

Once per Once per

HR Payrol l periodHR Payrol l period

PaymentPayment

patternpattern

??

Addi tional

amounts

?

Addi tional

amounts

?YY NNYY

Payment

and

taxation

via HR

Payment

via

- HR

- FI

- DME

Payment

via

- FI

- DME

Payment

via

- FI

-DME

Taxation

via HR

More than once per More than once per

HR Payroll periodHR Payroll period

Organizational Forms of Payment

NN

You can use this decision tree to determine which method of transfer is relevant for your company.

Key:

- HR => HR Payroll

- FI => Financial Accounting (FI)

- DME => Data Medium Exchange program



(C) SAP AG AC270 4-11

© SAP AG 2002

Vendor: Chris Miller

Vendor number 4711

Vendor 4711 corresponds

with personnel no. 98020

Accounting

Train ticket XYZ

Total 116 EUR

VAT 16 EUR

Employee: Chris Miller

Personnel No. 98020

Trip 1000 has

train ticket XYZ

This receipt is entered in the SAPSystem as a gross amount with the

relevant input t ax indicator V1:

Personnel no. 98020

Trip number 1000

Train ticket 116 EUR

Input tax ind. V1

Travel Management

Cust/Vend account 4711

116 EUR

Trip expense account

100 EUR

Input tax account

16 EUR

Payment via FI Employee Customer/Vendor Account

If the reimbursement amounts are to be paid through financial accounting, customer/vendor accounts

must be created for each employee. The program RPRAPA00 supports this procedure.

After the travel expense results are transferred, the reimbursement amounts are paid by means of a

payment run in FI.

Using a search help, you can access a specific employee customer/vendor account via the personnel

number in the vendor master record. The employees' personnel numbers must be stored in the vendor

master record.



(C) SAP AG AC270 4-12

© SAP AG 1999

FI

ACC-TV

Trip transfer documents

Transfer v ia BAPI(possibly v ia ALE)

Check o f trip transfer documents

FI/CO interface

FI documents CO documents SL documents

(prima nota)

...

Posting Travel Expenses in Accounting

Posting run

Using the posting run (RPRFIN00) you can transfer the travel expenses results to Accounting directly.

Alternatively, you can use the transaction Manage posting run (PRRW).

The data to be transferred (such as the payment amounts) is converted to trip transfer documents during

the posting run. After a possible check you can post these to Accounting immediately. We recommend

that at the beginning of the production phase you always carry out this check before posting each

posting run.

The trip transfer documents can also be posted to an external accounting system. An ALE scenario has

been prepared to deal with this.



(C) SAP AG AC270 4-13

© SAP AG 1999

Travel Management HR Payroll

Check

98020 Chris Mil ler

Travel expenses98020 Chris Mi ller

Payroll

paymentpaymentHRHR

Payment via HR Payroll

If your company reimburses travel expenses via HR Payroll, all travel expenses are imported

automatically to Payroll as wage types during payroll runs (RPCACxO, sub-schema xREI).

Make certain that all travel expense wage types can be processed there.



(C) SAP AG AC270 4-14

© SAP AG 2002

PCL1

ACC-TV

HR

Remunerationstatement ...

Trip expenses 50.00 EUR

...

HR Payrol l

Transfer via BAPI(possibly v ia ALE)

Integration of Travel Management and HR Payroll

Travel Expensessettlement

program

Integration and check

Active?

Control record

period?

Retroactive

accounting?

The travel expense settlement program RPRTEC00 saves the settlement results to the PCL1 file.

If integration to HR Payroll has been activated (feature TRVPA):

- The travel expense settlement program may only be started if the status of the control record of

payroll (transaction Payroll control record ) is set to Released for payroll or Exit payroll.

- A correction indicator or retroactive accounting date is set in the Infotype Settlement status (0003)

Payroll retroactive accounting in prior periods are triggered by the inflow principle after subsequent

changes to the travel expenses. In the case of the origin principle creating a trip that occurred in a

prior period triggers retroactive accounting.

The HR Payroll program performs the required retroactive accounting runs depending on the status of

the control record. It imports the travel expense settlement results from the PCL1 database and prints

them in the remuneration statement.

The travel expense settlement results can also be transferred via ALE to a separate HR Payroll system.Use the program RPRPAY00 for this.

For more information, see the unit Settings for Interfaces.



(C) SAP AG AC270 4-15

© SAP AG 2002

Data medium exchangefor creditinstitution

RPRDTAx0Data medium exchange report

x = HR c ountr y v er sion

xx = Count ry versi on

y = Payment met hod

RFFOxx_yTransfer printer program

Data fromTravel

Expenses

PCL1

Temporary data settables REGUH/P

Payment via Data Medium Exchange

If you carry out payment by data medium exchange (DME), the Infotypes Addresses (0006) and Bank

Details (0009) are required in HR Mini Master Data. In this case you must post the payment amount

(total of all trips) to the system manually (one posting document). See also the SAP note 90320.

Possible payment methods:

U = Domestic transfer, postal check, bank direct debit and bank

collection forms

S = Check forms

The program RPRDTJOB (model report for Germany) serves as an example for how reports

RPRDTAD0, RFFOD__U and RFFOD__S can be started in one job. It can, of course, be modified to fill

the same purpose for other country versions.



(C) SAP AG AC270 4-16

© SAP AG 1999


Settlement, Payment and Posting of Trips: Review

Settle travel expenses

Use travel expense forms

Use the different methods of travel expense data

transfer



(C) SAP AG AC270 4-17

Settlement, Payment and Posting of Trips Exercises

Unit: Settlement, Payment and Posting of Trips

Topic: Settlement, Statement and Posting of Trips


• Settle trips for your colleagues, print the travel expense

statement using forms and post the trips to be settled.

4-1 Settlement of Travel Expenses

Ensure that all trips have the trip status Trip approved, to be settled . Start the Settlement of

Trip Data program for Ms. Chris Miller (personnel number 980xx) for payroll area D2 andthe current period.

4-1-1 Statement of Travel Expenses

Now print the travel expense statement using the Standard travel expense form

program, payroll area D2 and the current period.

Note: If you are to use a different payroll area, your instructor will tell you which one to

use.

4-2 Posting of Travel Expenses

Post the travel expenses for Ms. Chris Miller (personnel number 980xx). Only post the trip

for exercise 3-2 (to B town). Use the Trip number parameter.



(C) SAP AG AC270 4-18

Settlement, Payment and Posting of Trips Solutions

Unit: Settlement, Payment and Posting of Trips

Topic: Settlement, Statement and Posting of Trips

4-1 Settlement of Travel Expenses

In the SAP menu, choose Accounting Financial Accounting Travel Management

Travel expenses Periodic processing Settle trips.

The Settlement of Trip Data screen appears.

• In the Payroll area field, enter D2 (German settlement) and select Current period .

• Enter the personnel number in the selection field Personnel number and start the program.

The settlement statistics are displayed.


4-1-1 Standard Travel Expense Form (Travel Expense Statement)

In the SAP menu, choose Accounting Financial Accounting Travel Management

Travel expenses Periodic processing Print forms Standard form (or

summarized form 1 or 2).

RPRTEF00 (or the Summarized Form 1 (or 2) for Travel Expenses screen) appears.• In the Payroll area field, enter D2 (German settlement) and select Current period .


The standard form is displayed.




(C) SAP AG AC270 4-19

4-2 Posting of Travel Expenses

In the SAP menu, choose Accounting Financial Accounting Travel Management Travel expenses Periodic processing Transfer to Accounting Create posting run.

The Create Posting Run screen appears.


• In the Personnel number selection field enter the personnel number and in the Trip number field

enter the trip number from exercise 2 (B town).

• Do not change any other selection parameters. Start the program A posting run with postable trips is

created. Choose Expand all.

• Your trip was successfully included in the posting run.

• Exit this activity.

In the SAP menu, choose Accounting Financial Accounting Travel Management Travel expenses Periodic processing Transfer to Accounting Manage posting runs.

The Posting Run Management screen appears.

• Position the cursor on the posting run you created (but not in the column Run).

• Choose the function Check .

The Post/Check Trip Transfer Documents screen appears.

• Return to the Posting Run Management screen.

• Position the cursor on the posting run you created once again (but not in the column Run).

• Choose the function Post .

• In the dialog box that appears choose Post immed., and the posting run is posted in Accounting

successfully.

• Return to the Posting Run Management screen.

• Now position the cursor in the Run column for the posting run you created to call the Trip Transfer

Documents selection screen.

The Trip Transfer Documents selection screen appears.

• Select an accounting document.

• Choose FI/CO documents.

• In the dialog box that appears, choose Accounting document .

The Document Overview in Accounting for the trip you created in this posting run appears




© SAP AG 1999

The connection between trip facts and travel privileges

The changes in per diems for meals/accommodations

The enterprise-specific t rip type

Contents:





© SAP AG 1999

Explain the meaning and use of per diem changes

and enterprise-specific trip types


Per Diems/Flat Rates (Gen.): Objectives




© SAP AG 1999


Course Overview




The Euro

Optical Archiving







Reporting






© SAP AG 2002

Country:France

Region:Paris

Reimburs.group

Travel costs: blank

Travelprivileges

Leg of trip100 kms

0.30 EUR

Trip facts

41 EUR52 EUR

Meals: Accommod.:

Reimburs.groupM/A-statutory: blank

Reimburs.groupM/A-enterprise: blank

50 EUR82 EUR

Meals: Accommod.:

Per Diems: Connection Between Trip Facts andTravel Privileges




© SAP AG 2002

t

Tax-free

Company pays

50.00

50.00

1.4.XXXX

Meals, USA

50.00

50.00

t

Tax-free

Company pays

113.00

113.00

1.4.XXXX

Accommodations, USA

113.00

113.00

Changes in Per Diems for Meals / Accommodations

In the IMG activities Reimbursement amounts for accommodations and Reimbursement amounts for

meals you can store for exact dates:

- Tax-free amount

- Enterprise-specific reimbursement amount

In the implementation guide (Travel Expense Control (Expert view), line Meals settlement or

Accommod. settlem., Position 2) you define whether you want to settle the trip according to exact dates

or according to the conditions valid for the beginning or the end of the trip.

If the enterprise-specific per diem is higher than the tax-free per diem, the difference between the

enterprise-specific rate and the tax-free rate must be transferred to HR Payroll as an additional amount

for taxation.

If the enterprise-specific per diem is lower and thus tax-free, the employee can claim the difference as

income-related expenses. You can print these differences at the end of the year in the income-relatedexpenses statement (from the menu Information system -> Diverse Trip Reports or the report

RPRTEF10) and forwarded to the employees.




© SAP AG 2002

Enterpr ise-Specif ic Trip Type (ETT)Example: Trips Between Plants

Travel costsTravel costs ETTETT blankblank ETTETT PP

TaxTax--freefree 00.30.30 00.30.30

Company paysCompany pays 00.30.30 00.10.10

MealsMeals ETTETT blankblank ETTETT PP

Austria Austri a

TaxTax--freefree 35.0035.00 35.35.0000


Accommodation Accommodation ETTETT blankblank ETTETT PP

Austria Austri a

TaxTax--freefree 67.67.0000 67.67.0000


Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-

specific trip type (ETT).

If your company uses, for example, different reimbursement rates for travel costs, accommodations and

meals for standard trips than it does for trips between plants, the relevant enterprise-specific trip type can

be specified during the entry of a trip in the data area PD/FR reimbursement.

In the above graphic, ETT blank represents a standard trip and ETT P a trip between plants.

In the views for travel costs flat rates and meals/accommodations per diems you can store the following

for exact dates and according to enterprise-specific trip type:

- Tax-free amount

- Amount reimbursed by your company

If you specify trips according to trip activities, this also can be stored in the data area PD/FR

reimbursement ..




© SAP AG 1999

Explain the meaning and use of per diem changes

and enterprise-specific trip types


Per Diems/Flat Rates (Gen.): Review




© SAP AG 1999

The Euro

Contents:

Before and During the Dual Currency Phase

Trip Currency




© SAP AG 1999

The Euro: Objectives

Set the currency required by your company

for travel expense settlement in Customizing





© SAP AG 1999


Course Overview

Overview




The Euro

Optical Archiving





Form Structure

Settings for Interfaces


Reporting






© SAP AG 1999

Before and During the Dual Currency Phase

Before: Dual currency phase:

HR Payrol lFI

Companycode

Balance sheetD C

100.00

Employees

100.00

HR Payrol lFI

Companycode

Balance sheetD C

100.00

Employees

100.00

EURCountrycurrency

Travel expense settlementTravel expense settlementin count ries of the EUin countr ies of the EU

in country currencyin country currency

Travel expense settlementTravel expense settlementin count ries of the EUin count ries of the EU

in trip curr encyin trip currency

Prior to 01/01/99, the currency that was stored in the system in the view for each company code applied

both for each independent accounting unit and for HR Payroll.

Due to the introduction of the euro, there will be a dual currency phase from 01/01/99 - 12/31/00 for all

participating countries in the European Union. During this period, companies are allowed to prepare

their balance sheets on the basis of the euro. This represents a considerable improvement for companies

with international subsidiaries that produce their own balances. Payments to vendors, such as wage

payments, are still made in the respective country currency. During this period, the balance sheet

currency can also differ from the official currency used by authorities.

As of 01/01/01, the payment cycle will be the same as prior to 01/01/99, but the country currency will

have been replaced by the euro.

As of Release 4.0, every trip entered is assigned a trip currency. The trip can therefore be settled either

on the basis of the balance sheet currency or the official currency. The resulting forms indicate amountsin trip currency.




© SAP AG 1999

Trip Currency

1Currency code

Global Setting s

Trip currency

Currency is determined from company code

Travel expense form

(presented in trip currency EUR)

Travel expense settlement

(performed in trip cur rency EUR)

Exchange rate must b e entered

in relation to tri p currency EUR

Using the IMG activity Define global settings you need to specify the trip currency that is assigned to the

individual trips during entry. This causes all amounts that are entered in dialog to be set in relation to this

currency on the basis of the exchange rate.

Travel expense settlement (RPRTEC00) calculates the travel expense reimbursements in trip currency.

In forms (such as RPRTEF00), all amounts are indicated in trip currency.

Using the IMG activity Settlement control in expert view, in the line Other settlement , position 5 you

can, for each trip provision variant, control that per diems/flat rates stored in a foreign currency (such as

DEM) are converted to the trip currency (such as EUR) by RPRTEC00.




© SAP AG 1999

The Euro: Review

Set the currency required by your company

for travel expense settlement in Customizing





© SAP AG 1999

Describe the entry types for optical archiving

Assign original (facsimi le) documents to a tr ip

and display them

Optical Archiving: Objectives





© SAP AG 1999


Course Overview




The Euro

Optical Archiving







Reporting






© SAP AG 1999

Setting up Optical Archiving

R/3 System

TravelTravelManagementManagement

Archive ArchiveSystemSystem

Archive ArchiveLinkLink

Optical archiving makes it possible for you to store facsimiles of original documents (such as travel

requests, posting confirmations, hotel receipts, etc.) per employee for individual trips. The expenses

department can then deal with the documents for a trip efficiently and has quick and easy access to the

facsimiles.

The actual originals which have been submitted in paper form are imported to the system using an

external scanner program. The scanner program, in turn, communicates with SAP's ArchiveLink.

The individual facsimiles are directly linked with a trip and an employee (trip and personnel number).

The link is connected by means of so-called document types.




© SAP AG 1999

Scanning departmentExpenses departmentor employee

Link

Link

Scanning departmentTripdocumentsTrip

documentsTripdocuments

TripdocumentsTrip

documents

Early archiving

Late archiving

Tripdocuments

Tripdata

Expenses department

Tripdata

Entry Types - Optical Archiv ing

Late archiving is appropriate if you or your employee have already entered an SAP document (travel

request or trip) for which the employee later submits original documentation.

Early archiving is appropriate if you or your employee have not yet entered any other SAP documents

for a trip (for example, if an employee takes a trip, submits his original documents to the central

scanning department after returning from his trip, and then forwards his trip data to the expenses

department).

The following entry types are available for setting up the link (trip/original document):

- Late archiving with direct assignment to trip or with assignment to trip via bar code

- Early archiving without bar code, with triggering of workflow to travel expenses




© SAP AG 2002

Document Assignment via Bar Code

Travel expense settlement

Bar code1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Link

Archive key

Ass ign facsimiles Ass ign facsimiles

Expense receipts

Exp. receipt 001 Taxi on 03.02.XXXX

Amount Euro

Input tax

20.00

You can assign facsimiles to a specific employee trip by means of bar codes.

In the case of late archiving, the employee submits his bar-coded documents either to a central scanning

department or to the expenses department. There they are assigned in travel expenses dialog to SAP

documents (travel request or trip) by the person responsible. After a document type is chosen, the bar

code ID of the document is entered in the trip and the bar-coded originals are scanned.

In the case of early archiving, the employee hands in his documents to the central scanning department,

where they are given bar codes and scanned. Since the trip does not yet exist, direct assignment can not

take place. The scanned documents are placed in a pool for documents with open bar codes. The

assignment is carried out when the trip is entered and the bar code ID is entered.

SAP recommends archiving with bar codes, since this assignment procedure entails the least

organizational effort.




© SAP AG 1999

Expenses departmentExpenses department

Archi ve

viewer

R/3

Trip data entry Assi gn fac sim iles Assi gn fa csi mile s

Scanning center Scanning center

Scandialog

R/3Early opticalarchiving

Scanning center Scanning center

Scandialog

R/3Early optical

archiving

Expenses departmentExpenses department

Archiveviewer

R/3Trip data entry

Assign facsimi les Assign facsimi les

Workflow

Document Assignment via Workflow

This optical archiving procedure is especially helpful when you are entering travel requests.

An employee's approved travel request is scanned in the central scanning department and assigned to a

document type. At the same time as the travel request is initially scanned, a workflow is automatically

started, which informs the person responsible in the expenses department that a trip is to be expected.

The person responsible in the expenses department processes the workflow. The scanned facsimile

document is displayed and, simultaneously, the entry type which was assigned to the workflow in

Customizing is offered. In this entry dialog, the travel request is entered on the basis of the data in the

facsimile, and the document is assigned to the trip via Assign facsimiles.

For more information about optical archiving, see documentation.




© SAP AG 1999

Describe the entry types for optical archiving

Assign original (facsimi le) documents to a tr ip

and display them

Optical Archiving: Review





© SAP AG 1999

The implementation guide

Trip number ranges

Trip provision variants

Control parameters from the travel pr ivileges

Control parameters from trip facts

Travel expense types

Contact persons

Contents:

Number Ranges and Master Data for TravelManagement




© SAP AG 1999

Distinguish between internal and external

number ranges

Maintain the master data elements for Travel

Management, for example, the trip provis ion

variants and travel expense types, which are

set up via the implementation gu ide


Number Ranges and Master Data forTravel Management: Objectives




© SAP AG 1999

Course Overview




The Euro

Optical Archiving







Reporting







© SAP AG 1999

TRVTRV

HRHR

COCO

......

MMMM

FIFI

SAP Reference IMG

SDSD

The Implementation Guide (IMG)

Project IMG Views:

•Settings in Travel

Management environment•Travel Expenses

•Travel Planning

The installation of new application components is supported by the SAP Reference IMG or the project

IMG. The IMG (implementation guide) is used to carry out the individual customizing activities.

Customizing is the procedure with which you can

- Introduce the SAP module in your company quickly, reliably and economically

- Adapt the standard version to your company's specific business-related requirements

- Document and manage the implementation and adaptation phases for project control using a

practical tool

The customizing activities can be performed directly from the IMG. Documentation on each activity is

also available in the IMG.

In addition, you have functions for project management and project documentation at your disposal.

When you introduce Travel Management, activate the Travel Management application component in

your project IMG. The necessary environment is generated automatically.




© SAP AG 1999

Trip Number Ranges

Master Data

Trip Provision Variant

Control Parameters from Travel Privileges

Control Parameters from Trip Facts

Travel Expense Types

Init ial Screen of Customizing for Travel Expenses

In this section of the IMG you determine the values that are valid in your company for the Travel

Management area.

The view entries entered here control which values are valid when the infotype Travel Privileges (0017)

is created and trips are entered.




© SAP AG 1999

Personnel area 1300

Number range:Number range: 0101 Internal number assignmentInternal number assignment

Trip 2Trip 2

Trip 3Trip 3

Trip 8Trip 8

Trip 1Trip 1

Trip 6Trip 6

Trip 4Trip 4

Trip 5Trip 5

Trip 7Trip 7

Trip 9Trip 9

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 4Trip 4

Number range:Number range: 0202 External number assignmentExternal number assignment

PersNo.PersNo. 47114711




Trip 1Trip 1

Trip 2Trip 2



Trip Number Ranges

Every trip entered is stored in the system under a trip number.

You can choose between internal (number range 01) or external (number range 02) number assignment.

A number range must be specified.

We recommend using internal trip number assignment only.

In the case of internal number assignment, the system assigns trip numbers. You have to set up the

relevant number range for each personnel area under number range 01. Make certain that the intervals

for the individual personnel areas do not overlap.

In the case of external number assignment, the person who enters the trip data assigns the trip numbers.

By specifying the number range interval allowed for each personnel area, you can make sure that only

numbers that are allowed can be assigned for the respective personnel area.

By means of a user exit in Include MP56TFEX, you can specify, for the employees, the number range

intervals for internal number assignment according to your own criteria. For example, instead of theemployee's personnel area, the company code in HR Master Data can be used to determine the number

range interval.




© SAP AG 1999

Trip provision

variant01

Customizing

Specif ies work area

Feature TRVCTTRVCT (Travel Control) for Travel Expenses

MOLGA Count ry group ing

Germany

01

Switzerland02

USA10

01 German settlement

Trip Provision Variant: Definition

Trip provision variant

(per country and settlement rule)

Austrian collect.agreemnt. . .03

10 U.S. settlement

German settlement

Swiss settlement

01

02

Each country determines its own settlement rules and tax-free amounts for Travel Expenses on the basis

of its tax legislation.

To ensure that your expense department has the correct settlement rules for the respective countries, you

need to define a trip provision variant for each country and settlement rule and assign it to the

appropriate organizational area in feature TRVCT.

Since the trip provision variant is also an integral part of each view, these views are subdivided into

different settlement-specific sections and can be accessed directly by the settlement program (controlled

via feature TRVCT).

We recommend that you define a specific trip provision variant for each settlement rule that a country

specifies in its tax laws. You can define further trip provision variants within a country if you wish.

In the standard version, there are three trip provision variants for the US and one each for Japan,

Germany, Austria, Switzerland, Belgium, the Netherlands, Spain, Denmark, Great Britain, Norway,France, Sweden, Canada and Mexico in the system.

You can delete trip provision variants that are no longer needed from your current client manually. The

other view entries for these trip provision variants can be deleted with the IMG activity

Define/Delete/Restore trip provision variants. The program on which this is based allows you to copy

and restore trip provision variants from client 000 in your current client.

Feature TRVCT must, however, be adapted manually.




© SAP AG 1999

Trip provisionvariant 01

Deducts

Travel costs

Receipts

Trip prov.var. 01

Trip prov.var. 01Trip prov.var. 01

Deducts

Travel costs

Receipts

Trip prov.var. 02


Deducts

Travel costs

Receipts

Trip prov.var. 03




Decision tree

1

2

Settlement Rules Feature TRVCT

Via the trip provision variant, you can define your own sections of all Travel Management views and

thus set up different variants of trip rules in one and the same system. This means that every trip

provision variant offers you its own Customizing.




© SAP AG 2002

Trip provision variant 01

01Country grouping

1Currency indicator

Currency

T r i p p

r o v i s i o n

v a r i a n t

0 1

Global Settings

Assign country grouping

Trip currency

EUR

Settlement of foreign curr. receipts

In trip currency

In hard currencyChoose per receipt

Input tax

No input tax

Input tax per travel expense type

Flat-rate input taxWith input tax code

Country

0% input tax

Global Settings

German settlement

Germany

Currency is determined from co ...

Euro

DE

V0

Assign the following to each trip provision variant:

HR country grouping

Trip currency

Country for which the input calculation is to made

0% input tax indicator

Exchange rate for the currency translation

If you do not want to calculate input tax you can deactivate this function.

See the IMG activity Define global settings.



(C) SAP AG AC270 8-10

© SAP AG 1999

Employee grouping

Travel costs reimburse-ment group 1forexecutive employees

Class ABC(over 2000 ccm)

Class XYZ(under 2000 ccm)

Travel privileges

Reimburs. group for travel costs

Vehicle class

Assignment Assignment

of employeeof employee

Travel costs reimburse-ment group 2for salaried employees

Vehicle classification

1

ABC

Reimbursement Group Travel Costs/Vehicle Classes

The reimbursement group for travel costs is used to reproduce enterprise-specific reimbursement rates

for travel costs settlement depending on employee.

To do this, you group your employees and assign them to freely definable reimbursement groups. The

valid entry values (1 place, alphanumeric) are stored in the system together with a corresponding long

text.

In the same way, you classify your company cars in vehicle classes (3 places, alphanumeric); the valid

entry values are again stored in the system together with their corresponding long texts.

Additional enterprise-specific reimbursement rates can result from special usage of vehicles. The

following additional travel flat rate types are pre-set by SAP:

- Additional passengers Standard key M

- Additional baggage Standard key G

(demonstration articles, etc.)



(C) SAP AG AC270 8-11

© SAP AG 2002

Snowscooter

Car

Vehicle Types

Blank: Car

M: Motorcycle

S: Snow scooter

Vehicle Types

MotorcycleMotorcycle

By means of vehicle types, reimbursement rates for travel costs can be distributed according to different

kinds of vehicles (for example, car, motorcycle, snow scooter).

You can store your permissible vehicle types (1 place, alphanumeric) with corresponding long texts in

the IMG activity Define vehicle types.

For each valid entry value for vehicle type, a corresponding entry must be defined in the trip expense

types for the reimbursement rates (IMG activity: Assign wage types to trip exp. types for per diems/flat

rates). To do this, choose the expense type FAK_ and add the respective indicators for your vehicle

types (for example, car, vehicle type = C: expense type = FAKC). This is necessary because the flat rates

for the different vehicle types can have different input tax rates.

It is also necessary to store an entry for the miles/kms allowance for each valid vehicle type.



(C) SAP AG AC270 8-12

© SAP AG 1999

Statistics according toemployee grouping

. . .

An authorizat ion check, forexample, for administratorsin the expenses department

. . .

Employee grouping TravelManagement (Infotype TravelPriv ileges) can be used for :...

Assignment o f a

trip provision variant

G01G01

Variant 01

G02G02 . . .

. . .Variant 02

Employee Grouping - Travel Management

Trips mayonly bedisplayed

Tripsmay beedited

The employee grouping for Travel Management in Infotype Travel Privileges (0017) can be used to

reproduce an enterprise-specific classification of employees in the system from the viewpoint of Travel

Management.

This grouping can be used for authorization checks, as a query in the feature decision trees (for example,

for assignment of trip provision variants), and to produce subsequent statistics.



(C) SAP AG AC270 8-13

© SAP AG 1999

Trip country Name Region Trip area

UA Ukraine Ukraine

UG Uganda Uganda

US USA USA

US USA HOUST USA Houston

US USA NYC USA New York

US USA WADC USA Washington

... ... ...

... ... ...

UY Uruguay Uruguay

UZ Uzbekistan Uzbekistan

... ... ... ...

View "Names fo r Trip Country/Trip Country Group/Trip Region"

Define Trip Areas

Using the IMG activity Define trip areas you can represent trip areas via trip countries, trip country

groups and trip regions. You can use this to deal with special meals and accommodations per diems per

trip area.

Trip countries correspond to a geographical area.

Trip regions are geographical areas within trip countries. They therefore represent smaller trip areas than

a trip country. You can thus, for example, single out the capital city of a trip country as a special trip area

via the trip region.

Trip country groups allow you to combine any number of trip areas already defined to larger trip areas.

Such a larger trip area must not necessarily represent a geographically related area. You can, for

example, combine all the cities in the USA that have a population of over two million in a trip country

group.



(C) SAP AG AC270 8-14

© SAP AG 2002

Expense typeExpense type

permissibilitypermissibilityUsageUsage

TaxTax

indicator indicator

TELE

PARK

BEWI

HOTL

123456789

123456789

789

456789

Business tripand weeklyreport

V0

V1

N2

V1 Accommodat ionsincl . breakfast 200.-




Weekly

report on ly

TravelTravel

expense typeexpense type

Travel Expense Types for Individual Receipts

Individual receipts for travel expenses are entered during travel expenses entry using travel expense

types.

In the IMG activity Create trip expense types for individual receipts, store an expense type (4 places,

alphanumeric) for each receipt, with a validity period, in the system. We recommend setting the end date

of this period to 12/31/9999, since this end date can not be changed later.

In the travel expense type detail screen, you can specify, via expense type permissibility, which expense

types the employee may settle. This expense authorization is then stored per employee in Infotype Travel

Privileges (0017). You can also specify whether a travel expense type can be used for business trips, for

the weekly report, or both. This is especially helpful if you, in your company, intend to settle employees'

receipts that do not have to do with business trips (for example, for business meals or office materials)

via the weekly report.

In the travel expense type detail screen, you can also store a default value for the tax indicator fordomestic receipts.



(C) SAP AG AC270 8-15

© SAP AG 2002

Amount Amounttypetype

Default/Default/Max. valueMax. value

Trip country/Trip country/RegionRegion

TravelTravelexpense typeexpense type

BENZ

BENZ

TAXI

TAXI

Defaultvalue

Warning

Warning

Reason:Required from

50.- EUR

100.- EUR

100.- EUR

50.- EUR

-

-

-

FRParis

Default Values/Maximum Rates for Expense Types

TAXI

TAXI

You can define the default values and maximum rates for travel expense types using the IMG activity

Define maximum rates and default values for expense types.

You can define maximum rates and default values for the trip per:

- Statutory and enterprise-specific trip type

- Trip activity

- Statutory and enterprise-specific reimbursement group

- Trip area

(Note: Stopovers are not taken into consideration)

Using the Amount type field, you specify the type of the maximum rate or default value. The following

values are possible:

- Default value: The amount stored is defaulted in dialog as an entry value

- Reason: If the maximum amount is exceeded, a reason must be entered in the Reason field- Warning: If the amount is exceeded, a warning is issued in dialog

- Error message: If the amount is exceeded, an error message is issued in dialog- Distribution: Distribution of the receipt to different wage types (amount below maximum rate to 1st

wage type; amount above maximum rate to 2nd wage type)

You can specify an alternative message for maximum amounts that is issued if the amounts are

exceeded.



(C) SAP AG AC270 8-16

© SAP AG 2002

expense type BEWI

Fields

From date

Screen selection

Mandat. OptionalSuppress Display

Country and region

To date

Number

Description

Participants

...

PD/FR reimbursement

Expense receipts


amount

Input tax


Entertainment

230,00 Euro

...Number 3

Participants

Reason

Loc.

Ctry

expense type

BEWI

Loc.

Reason

Addit ional Receipt Information

Using the IMG activity Field control for additional field information you can define whether additional

information should be entered when processing certain travel expense types (for example, for hotel,

entertainment and meals).

When you do so, you decide whether, when the expense type is entered, fields

- must be filled - can be filled

- are displayed only - are suppressed

In addition to that, you decide the method of calculation that is used for the Number field. You can

choose from the following options:

- Difference in date plus 1 (for example, car rental)

- Difference in date (for example, hotel)

- If the difference in dates is 0, the number field is set to 1.

- No calculation of number from the difference in dates (entertainment, for example) If a maximum amount is defined for the expense type, the receipt amount is validated against the

maximum amount multiplied by the number.

Caution: If you require a reason for exceeded maximum amounts, do not suppress the Reason field in the

additional receipt information.



(C) SAP AG AC270 8-17

© SAP AG 1999

Respons ibil ities for Standard Role travel_admin Travel Admin ist rator

Name Status Priority Code

Description

...

Brown travel_admin

Heath travel_admin

Smith travel_admin

01

Miller travel_admin

Linn travel_admin

Parker travel_admin

01

Travel administrator M-Z Responsibility com...

Travel administrator A-L Responsibility com...

Contact Persons

Contact persons for Travel Expenses are created in two steps:

First you must specify the area of responsibility, such as travel administrator A-L.

Secondly you assign each area of responsibility the following (for example):

- People (personnel number)

- User

For more information, see the IMG activity Define contact persons.

Caution: In the tabstrip Contact person in the Infocenter the data stored in the user master record

(transaction User maintenance or SU01) is displayed. If you do not explicitly assign a user to a

responsibility and, for example, assign a personnel number instead, then you must assign a user to this

personnel number using the Infotype Communication (0105).



(C) SAP AG AC270 8-18

© SAP AG 1999

Distinguish between internal and external

number ranges

Maintain the master data elements fo r Travel

Management, for example, the trip provis ion

variants and travel expense types, which are

set up via the implementation guide


Number Ranges and Master Data forTravel Management: Review



(C) SAP AG AC270 8-19

Number Ranges and Master Data for Travel Management Exercises

Unit: Number Ranges and Master Data for Travel

Management

Topic: Customizing


• Make changes to Customizing for number ranges and masterdata, to ensure that trips made by the employees can be settled

according to your enterprise-specific rules.

8-1 Creating a Reimbursement Group for Travel Costs

Create a new reimbursement group for travel costs for your trip provision variant xx:

Reimbursement group 9 with the description: group xx

xx = Group number

8-2 Setting Up Travel Expense Types

Create a new travel expense type MOTL for motel:

Use HOTL as a template and enter 125.00 EUR as the maximum amount for an overnight

stay. An error message should be issued in the dialog, if this maximum amount is

exceeded.

You must also create the assignment of expense type to wage type.

In the trip to Barcelona, replace the expense type hotel with motel and enter a document

text.

Simulate the trip and check the result.

xx = Group number



(C) SAP AG AC270 8-20

Number Ranges and Master Data for Travel Management Solutions

Unit: Number Ranges and Master Data for Travel

Management

Topic: Customizing

8-1 Creating a Reimbursement Group for Travel Costs

To call Customizing (IMG), choose the following path from the SAP menu:

Tools AcceleratedSAP Customizing Edit Project .

The Customizing: Execute project screen appears.

• Choose the function SAP Reference IMG.

The Display IMG screen appears.

Navigate through the IMG as follows:

Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Travel Privileges

Define reimbursement groups for travel costs.

The Change View " Reimburs.Group for Travel Costs/Add.Flat Rate Types" appears

• For your trip provision variant xx (xx = group number), create the reimbursement

group 9 as given in the exercise. Select your trip provision variant with 'blank ' forreimbursement group for travel costs and the name All employees as a template.

• Press Enter and then save your entries.



(C) SAP AG AC270 8-21

8-2 Setting Up Travel Expense Types

In Customizing (IMG), choose:

Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Create travel expense types for individual receipts.

Once you have entered your trip provision variant, the Change View "Travel ExpenseTypes for Receipt": Overview screen appears

• For your trip provision variant enter the travel expense type MOTL as given in theexercise. Use the expense type HOTL as a template.

• Save your entries.


Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Define maximum rates and default values for expense types.

Once you have entered your trip provision variant the Change View "Default

Value/Maximum Amount" screen appears.

• Create the travel expense type MOTL with a maximum value of 125.00 EUR using thefunction New entries.

• In the Amount type field, select the entry given in the exercise.


Return to the IMG and choose:

Financial Accounting Travel Management Travel Expenses Input Tax and Wage

Types for Interfaces Assign wage types to trip expense types for indiv. receipts.Once you have entered your trip provision variant the Change View "Wage Type for

Receipt" screen appears.

• Select the expense type HOTL and copy this to MOTL.


In the SAP menu then choose:

Accounting Financial Accounting Travel Management Travel expenses Travel

Expense Manager. The Travel Expense Manager screen appears.

• In the trip to Barcelona replace the travel expense type HOTL with MOTL and saveyour changes.

• To simulate the trip, choose Results.



(C) SAP AG AC270 8-22




Trip no. 2000261 Hamburg Cost center 3200

I T I N E R A R Y


22. 02. 2002 08: 00 - Roi ge SA

26. 02. 2002 15: 00 Barcel ona

Spai n

Border crossing/return trip 25. 02. 2000 11: 30


Meals

Date Ctry Company


22.02.00 22.02.00

08:00: 24:00 ES 21.00 1 21.00

23.02.00 25.02.00

00:00 24:00 ES 32.00 3 96.00

26.02.00 26.02.0000:00 15:00 DE 12.00 1 12.00


Travel Costs

Date Typ Amount


22.02.02 Car

ToMl 0.30 50 15.00

25.02.02 Car

ToMl 0.30 80 24.00

26.02.00 Car

ToMl 0.30 100 30.00





(C) SAP AG AC270 8-24


Trip expenses to be transferred (w. CO receiver) in: EUR 1,043.99

22.00 EUR to:

Company code 1000

Business area 9900

Cost center 1220

404.40 EUR to:

Company code 1000

Business area 9900

Cost center 2100

617.59 DM to:

Company code 1000

Business area 9900

Cost center 2300



003 Motel 240.00 EUR 22.02.02 25.02.02 3 ES

Description Motel Olympia

004 Motel 40.00 EUR 25.02.02 26.02.02 1 DE

Description Motel Sonne (Germany)




© SAP AG 1999

Storing f lat rates for travel costs

Control o f the miles/kms flat rate calculation

Cumulation procedure for miles/kms

Period parameters for miles/kms cumulation

Retroactive accounting problem of miles/kms

cumulation

Contents:





© SAP AG 1999

Set up t ravel costs flat rates, a cumulation

procedure and the appropriate period parameters


Reimbursements: Travel Costs: Objectives




© SAP AG 1999

Addi tional

amount flowsinto HR Payrol l

Income-related

expenses,

that can beasserted in the

annual income tax

return

Tax-freeamount

Reimbursementamount

Reimbursement amount

- tax-free amountDifference =

positivepositive negativenegative00

Travel Costs Reimbursements: View Structure

Any resulting additional amounts are automatically forwarded to HR Payroll. For this to work you must

have activated the integration with HR Payroll.

Income-related expenses can be printed out at the end of the year using the income-related expenses

form (RPRTEF10) and forwarded to the employees.




© SAP AG 2002

Travel costs

Vehicle type

Miles/kms

50

1

Baggage

Passeng.

Enterpr.-spec. additional rate

Travel priv ileges

Chris Miller

R.grp travel cos ts

Travel costs flat rate

Tax-free

amount

Vehicle type Reimburs.

group

...

C

CC

CC

Reimburs.

amount

CC

GG

MM

DD

0.30

--

0.0.0202

--

0.35

0.0.0303

0.0.0202

0.0.0202

......

a

b

c

a

b

c

1000

C

PD/FR reimbursement

Travel costs

Per Diems/Flat Rates: Travel Costs

For the flat rate settlement of travel costs specify the tax and enterprise-specific reimbursement amounts

in the system, depending on the following control parameters:

- Vehicle type and class

- Reimbursement group for travel costs/additional flat rate type

- Period parameters for miles/kms cumulation

- Enterprise-specific trip type

Make sure that you define a reimbursement rate for each possible combination of these control

parameters.

For further differentiation of reimbursement amounts, you can use the statutory trip type and the trip

activity type.

If you use miles/kms distribution, you can differentiate the reimbursement rates according to trip country

and trip region. Reimbursement rates and amounts are defined in the system according to time. If you wish to change the

reimbursement amounts for a rate, delimit the previously valid reimbursement rate via a delimitation

date. A new, identical reimbursement rate will be created in the process, which is valid as of the date

entered. For this new rate, you can then change the reimbursement amounts to suit your requirements.




© SAP AG 2002

Travel manager

Country

M/kms

CH

300Travel manager

FR

200

Cntry

M/kmsTravel manager

Cntry

M/kms

DE

100

100 DE200 FR300 CH

12.04.XXXX

16.04.XXXX13.04.XXXX

Trips to different countries

Trip segments

ControlControl

parametersparameters

ReimbursementEntry Customizing

OR

Date M/km Ctry

30.00 DE

60.00 FR

90.00 CH

Same

flat rate

Amnt

0.501

Special

flat rate

_ _ 30.00 DE

70.00 FR

120.00 CH

0.50 DE

0.35 FR

0.40 CH

2

Domestic

International

30.00 DE

70.00 FR

105.00 CH

0.30 DE

0.35 --3

Flat rates for Flat rates for

travel coststravel costs

Cntry

Distribution of miles/kms

Control of the Miles/Kms Flat Rate Calculation

The control of the miles/kilometers flat rate calculation has been adjusted to the control of the meals or

accommodations per diem calculation. Now the trip country (and if required the trip region) can be used

to calculate the miles/kilometers flat rates

A control parameter in Customizing (IMG activity Define influence of control parameters: Travel costs)

determines whether, and how the following are to be taken into consideration when reading the travel

costs flat rate table:

Trip country (and if required trip region)

Countries or regions specified in the area PD/FR reimbursement, Travel costs for the miles/kms

distribution




© SAP AG 2002

Control of cumulation intervals

1.1. Cumulation according to period parametersCumulation according to period parameters

2.2. YearlyYearly cumulation with employeecumulation with employee--specificspecific period beginperiod begin

3.3. Cumulation per tripCumulation per trip

M = monthlyPeriod name= 011XXX1

17.05.XXX116.05.XXX2

Trip 1 Trip 2

02XXX1 Xx.XXX1

Cumulation Procedure for Miles/Kilometers

Using the IMG activity Define miles/kms cumulation you can activate the miles/kms cumulation. In

addition, you can also determine the cumulation interval for miles/kms per trip provision variant here.

Three cumulation procedures are available:

- Cumulation according to period parameters

- Yearly cumulation with employee-specific period begin

- Cumulation per trip

The miles/kms cumulation can be carried out separately for domestic or international trips respectively

according to:

- Vehicle type

- Vehicle class

- Trip area




© SAP AG 1999

Travel privileges

Chris Miller

Period parameter:

...

...

Y

Trips

The total ki lometers in period XXXXX2 increases by 100 kms.

Period parameters

yearly

M monthly

Periods of mi les/kms cumulation

Per. namePeriodparameter

From To

01.01.XXX101.01.XXX1

01.01.XXX201.01.XXX2

01.01.XXX301.01.XXX3

31.12.XXX131.12.XXX1

31.12.XXX231.12.XXX2

31.12.XXX331.12.XXX3

XXXXX1XXXXX1

XXXXX3XXXXX3

Paris 01.02.XXX2 - 10.02.XXX2 100 km

Y

XXXXX2

.

.

.

.

YY

Y

YY

Period Parameters for Miles/Kms Cumulation

The period parameter is used to control scaling of flat rates for miles/kms according to distances traveled

per period.

For this purpose, the period parameter (1 place, alphanumeric) is stored via the IMG activity Define

period parameters and the valid periods within which the miles/kms traveled are cumulated in the IMG

activity Define periods. The maximum miles/kms limit can be specified in the IMG activity Define flat

rates for travel costs.

Complete retroactive accounting of miles/kms cumulation is available: if the miles/kms entries of a trip

that has already been settled are changed, a check is carried out as to whether retroactive accounting for

settled trips is necessary. If so, a dialog window appears which makes it possible for the user to start

retroactive accounting or reverse the cause (the change in miles/kms entries).

Using the IMG activity Travel Expense Control (Expert View), line Travel cost settlement , you can

determine how the system is to react if the cumulation of miles/kms limit is exceeded when you entermiles/kms.




© SAP AG 2002

800 km

800 km

300 km

T r i p 3

T r i p 2

T r i p 1

1000 km lim it

500 km500 km

0.30 EUR

0.40 EUR

First settlement

T r i p 3

T r i p 1

500 km500 km

0.30 EUR

0.40 EUR

Resul t after canceling trip 2

and retroactive accounting

200 km x 0.40 = 80.00 EUR

600 km x 0.30 = 180.00 EUR

260.00 EUR

500 km x 0.40 = 200.00 EUR

300 km x 0.30 = 90.00 EUR

290.00 EUR

+ +

Trip 3: Trip 3:

Retroactive Accounting Problems of Miles/KmsCumulation

The retroactive accounting problem only occurs when the miles/kms specifications of trips already

settled are changed. If this change requires a revaluation of the following trips, these are settled with the

next travel expense settlement run.



(C) SAP AG AC270 9-10

© SAP AG 1999

Set up travel costs flat rates, a cumulation

procedure and the appropriate period parameters


Reimbursements: Travel Costs: Review



(C) SAP AG AC270 9-11

Reimbursements: Travel Costs Exercises

Unit: Reimbursements: Travel Costs

Topic: Customizing


Maintain changing travel cost rates and assign them to your

colleagues

9-1 Maintaining the Travel Cost Rates

Your enterprise pays for employees in reimbursement group: travel costs 9 0.30 EUR prior

to 02.01.XXXX (February 1st) and 0.40 EUR after 02.01.XXXX.

Maintain the travel cost flat rates accordingly. Select the travel cost flat rate for cars with

the reimbursement group "blank" as a template.

Once you have created the reimbursement group 9 make the necessary flat rate change.

In the travel privileges, assign Ms. Chris Miller the reimbursement group travel costs 9.

Simulate a trip prior to 02.01. (1st February) and one after 02.01. and check the results.

xx = Group numberXXXX = Current year



(C) SAP AG AC270 9-12

Reimbursements Travel Costs Solutions

Unit: Reimbursements: Travel Costs

Topic: Customizing

9-1 Maintaining the Travel Cost Rates


Financial Accounting Travel Management Travel Expenses Trip Reimbursement

Amounts Reimburs Amounts Travel Costs Define flat rates for travel costs.

Once you have entered your trip provision variant the Change View "Trip Provision: Flat

Rates for Travel Costs": Overview screen appears.• For your trip provision variant create the reimbursement group travel costs 9 for

vehicle type Car as given in the exercise.

• Select the vehicle type Car with 'blank ' as the reimbursement group and press Copy.

• In the following screen change the Reimbursement group Travel costs field toreimbursement group 9.

• Exit the screen.

• Select the new entry and press Delimit .

• In the dialog box Validity limit: Entry, enter 02.01.XXXX as the Start date and pressEnter

• In the Define Validity View "Trip Provision: Flat Rates for Travel Costs" , change the

amount as given in the exercise.


Return to the SAP menu and then choose:

Accounting Financial Accounting Travel Management Travel expenses Travel

Expense Manager.

The Travel Expense Manager selection screen appears.

• From the menu choose: Environment HR master data Maintain.



(C) SAP AG AC270 9-13

The Maintain HR Master Data screen appears.

• Enter the personnel number in the field Personnel no. and select Travel Privileges.

• Choose Change.

The travel privileges are displayed.

• Change the R.grp travel costs field to 9.

• Save your entry and simulate two trips as given in the exercise to check the results.



(C) SAP AG AC270 9-14

03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T




I T I N E R A R Y


11. 01. 2002 08: 30 - C pl ant

13. 01. 2002 13: 30 B t own

Ger many


Meals

Date Ctry Company


11.01.02 11.01.02

08:30 24:00 DE 12.00 1 12.00

12.01.02 12.01.02

00:00 24:00 DE 24.00 1 24.00

13.01.02 13.01.02

00:00 13:30 DE 6.00 1 6.00


Travel Costs

Date Typ Ctry Comp.

Reg. Amount Km/No.. Reimburs.amount in EUR

11.01.02 Car DE

ToMl 0.30 700 210.00





(C) SAP AG AC270 9-15


Trav.exp. CompDed

Date Rno. Type No Cty IT Amount in EUR

11.01.02 001 Taxi V2 12.50

13.01.02 002 Hotel V1 169.00

13.01.02 002 Hotel 2 DE V1 9.00-

Reimbursement amount individual statement in DEM 172.50





424.50 EUR to:

Company code 1000

Business area 9900

Cost center 3200

ADDITIONAL INFORMATION - INDIVIDUAL STATEMENT


002 Hotel 169.00 EUR 11.01.02 13.01.02 2 DE

Description Hotel 'Zum Kühnen Sachsen' Germany



(C) SAP AG AC270 9-16

03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T




I T I N E R A R Y


08. 02. 2002 08: 00 - Worm I nc.

08. 02. 2002 19: 00 D vi l l age

Ger many


Meals

Date Ctry Amount Company Amount Addit. Reimburs.

Time Tax ded. CompDed No.. Tax fr. Amount Amount

08.02.00 08.02.00

08:00 19:00 DE 6.00 6.00 1 6.00 0,00 6.00

Total amounts for meals in EUR 6.00 0,00 6.00

Travel Costs

Date Typ Amount Amount Amount Addit. Reimburs. Tax fr. Comp. No Mls/km Tax fr. Amount Amount

08.02.02 Car

ToMl 0.30 0.40 100 30.00 10.00 40.00

Total amounts trav.costs in EUR 30.00 10.00 40.00

Total amounts PD/FR settlement in EUR 36.00 10.00 46.00


Total amount tax-free in EUR 36.00

Total amount taxable/additional amount in EUR 10.00




(C) SAP AG AC270 9-17



46.00 EUR to:

Company code 1000

Business area 9900

Cost center 3200



(C) SAP AG AC270 10-1

© SAP AG 1999

Reimbursement group - meals/accommodations

Trip areas

Trip types and trip activ ity types

Per diems for accommodations

Rates for meals (per diem and maximum rates)

Rates for meals/time (per diem and maximum rates)

Contents:




(C) SAP AG AC270 10-2

© SAP AG 1999

Define trip areas

Define trip types and trip activity types

Create and scale per diems for

meals/accommodations


Per Diems/Flat Rates (Customizing): Objectives



(C) SAP AG AC270 10-4

© SAP AG 1999

Addi tional

amount flowsinto HR Payroll

Income-related

expenses,

that can beasserted in the

annual income tax

return

Tax-freeamount

Reimbursementamount

Reimbursement amount

- tax-free amountDifference =

positivepositive negativenegative00

Per Diems/Flat Rates: Structure of All Views



(C) SAP AG AC270 10-5

© SAP AG 1999

Example

Reimbursement groupReimbursement group --statutorystatutory

ATravel exp. level Aaccording to t ravelexpense laws

B

01Travel expenses level A -executive employees

02

03

04

Reimbursement groupReimbursement group --enterpriseenterprise--specificspecific

Travel exp. level Baccording to t ravelexpense laws

Travel expenses level A -salaried employees

Travel expenses level B -executive employees

Travel expenses level B -salaried employees

Reimbursement Group - Meals/Accommodations

A statutory reimbursement group for meals/accommodations is a reimbursement group for

meals/accommodations for which the same statutory or standard contract trip provisions for meals and

accommodations are valid.

Example:

Travel expenses level A, B, C, according to German federal travel expense legislation.

An enterprise-specific reimbursement group for meals/accommodations is a reimbursement group for

which the same enterprise-specific trip provisions for meals and accommodations are valid.

Example:

- Members of the Executive Board

- Executive employees

- Salaried employees

- Industrial workers The assignment to a statutory reimbursement group for meals/accommodations is independent from the

assignment to an enterprise-specific reimbursement group for meals/accommodations.



(C) SAP AG AC270 10-6

© SAP AG 1999

Reimburs. rates

Meals

Accommodations

Travel costs

France

France

.

.

.

USA

USA

USA

-

Paris

.

.

.

-

New York

Washington

Trip region

Trip Countries and Regions

Trip country

As a rule, each country specifies different maximum tax-free amounts for trips to different countries in

its legislation. You need to store these reimbursement rates for travel costs, accommodations and meals

in the system for each individual trip country.

A trip country can be considered as the combination of a country/country group key and a region key.

With the IMG activity Delete/Restore trip areas, you can delete, depending on the trip provision variant,

all view entries for trip areas not needed in your current client. The program on which this is based also

allows you to copy and thus restore country data from client 000 to your current client, depending on the

trip provision variant.



(C) SAP AG AC270 10-7

© SAP AG 1999

Trip country

CtryGr. Meals

DE

Trip region

Germany

Germany

> 01.01.XXXX 01.01.XXXXFrom To

EU

Region Meals Country group EU

CtryGr. Accommod. EU

Region Accommod. Country group EU

Assignment: Trip Country - Trip Country Group - Trip Region

CtryGr. Travel cos ts EU

Region Travel costs Country group EU

CtryGr. Max. rates EU

Region Max. rates Country group EU

View " Assignment: Trip Country - Trip Country Group - Trip Region"

Country Groups

You can summarize trip countries with identical per diems/flat rates in country groups (see the IMG

activity Assign trip country groups). Country groups are thus a collection of different trip countries that

have been specified as a unit as a result of their tax legislation (such as EU = European Union).

In the IMG activity Define trip areas, you can store a country group key (3 places, alphanumeric) for

these country groups along with a corresponding long text.

If you do not require country groups, you can deactivate the country groups function in the IMG activity

Travel Expense Control (Expert View), line Other settlement , position 3.



(C) SAP AG AC270 10-8

© SAP AG 1999

Trip typesTrip types Trip activity typesTrip activity types

Statutory

Enterprise-specific

Course attendance

Course instructor

Visit to customer

Presentation

Sales activity

Business trip

Trips betweenplants

City bonus

Trip Types and Trip Act ivity Types

If you differentiate your reimbursement rates for travel costs, meals, and accommodations according to

statutory and enterprise-specific trip types, you can directly access the respective amounts to be

reimbursed by means of freely definable trip types and trip activity types.

You can store the valid entry values (1 place, alphanumeric) in the system along with corresponding

long texts using the following IMG activities:

- Define statutory trip types

- Define enterprise-specific trip types

- Define trip activity types

You specify the trip type and the trip activity type when entering trips.



(C) SAP AG AC270 10-9

© SAP AG 2002

Travel Privileges

Chris Miller

R.grp M/A statutory

R.grp M/A enterprise

Accommodations per diem

Ctry

CACA

Region

_ _

R.grp M/A

statutory

_ _

Tax-freeamount

82.0082.00

Reimburs.amount

92.0092.00

R.grp M/A

enterprise

_ _

Groupings

Per Diems/Flat Rates: Accommodation

General trip data

Montreal

From

To

Trip dest.

Trip country

02.04.XXXX

02.03.XXXX

Date

20:00

09:00

CA Region

Time

Accommod. 2 of 2

You store per-diem amounts for accommodations in the system depending on

- Trip country

- Trip region

- Enterprise-specific trip type

Be sure to define a reimbursement rate for every possible combination of these control parameters.

For further differentiation of reimbursement rates, you can use the statutory trip type, the trip activity

type, and the statutory and enterprise-specific reimbursement groups for meals/accommodations.

Here again, you can delimit the validity period. (For this procedure, see Flat Rates: Travel Costs.)

Using the IMG activity Import current travel expenses per diems/flat rates from SAPNet you can import

the latest travel expenses per diems/flat rates to your R/3 System from files that are available for you in

SAPNet. For information on the scope of functions and procedures, see the documentation of report

RPR_UPDATE_PER_DIEMS_FROM_FILE.



(C) SAP AG AC270 10-10

© SAP AG 2002

Meals per diem

Ctry

DEDE

Region

_ _

R.grp M/Astatutory

_ _

Tax-freeamount

0.000.00

Reimburs.amount

0.000.00

R.grp M/Aenterprise

_ _

No. of days

9999

No. of hours

77

DEDE

DEDE

_ _

_ _

_ _

_ _

_ _

_ _

9999

9999

1313

2323

6.006.00

12.0012.00

6.006.00

12.0012.00

_ 99 24 24.-DE _ _ 24.-

Travel Privileges

Chris Miller

R.grp M/A statutory


Groupings

Per Diems/Flat Rates: Meals

General trip data

From

To

Trip dest.

Trip country

Date

19:00

08:00

DE Region

Time

02.03.XXXX

02.03.XXXX

To simplify maintenance of this view, you can define meals per diems (24-hour rates) and scale them by

hours using the IMG activity Calculation guidelines: define meals per diems scaled by hrs.

The meals per diems are the reimbursement rates applied by the settlement program for full trip days

(lasting 24 hours). Using the IMG activity Scale per diems for meals by hours, you can create

reimbursement rates for shorter periods in the system (scale per diems) from the meals per diems and the

calculation guidelines.

Reimbursement rates for trips which last less than one day are valid for trip days under 24 hours (for

one-day trips or for first or last trip days). Differentiation of the trip duration can be carried out on the

basis of full trip hours.

The meals per diems and the calculation guidelines can be differentiated according to the same control

parameters as for accommodations per diems (see above).

In addition, it is possible to scale the reimbursement amounts according to the number of days for theentire trip.

For settlement via individual meals receipts, you need to define maximum amounts. Maintenance is

performed according to the same steps as above ( Define maximum amounts for meals per day,

Calculation guidelines: Define maximum amounts for meals scaled by hours, Scale maximum amounts

for meals by hours).

Using the IMG activity Import current travel expenses per diems/flat rates from SAPNet you can import

the latest travel expenses per diems/flat rates to your R/3 System from files that are available for you in

SAPNet. For information on the scope of functions and procedures, see the documentation of report

RPR_UPDATE_PER_DIEMS_FROM_FILE.



(C) SAP AG AC270 10-11



(C) SAP AG AC270 10-12

© SAP AG 2002

Per diems for meals for partial days

Ctry Hrs Amnt

0.0.--

12.0012.00

24.0024.00

35.0035.00

Reduction rule

00/100/100

40/10040/100

80/10080/100

100/120100/120

AT AT

AT AT

AT AT

AT AT

77

1313

2323

2424

Generate reducedmeals per diems

2424 35.0035.00

Per diem

AT AT

Ctry Hrs Amnt

Scaling Meals Per Diems

Round up

Round up

Round up

Round down

In the IMG activities Calculation guidelines: Define meals per diems by hours or Scale maximum

amounts for meals by hours, you can simplify maintenance of meals rates for partial days considerably.

The per-diem or maximum values for meals are set up for the relevant period, for specific countries and

according to the statutory and enterprise-specific regulations as (full) meals per diems (basic entries).

A program then scales the full per-diem or maximum rates according to the calculation guidelines and

assigns them to the relevant hours. If the basic entry is not the output value from the scaling by hours,

you can calculate this value using a calculation rule for 24 hours. In this case, the output value is

calculated using the basic entry and then scaled for the appropriate per diems using the calculation rule.

Note, in such cases, the rounding indicator (for example, ‘>’) provided by the scaling program will be

reversed during the calcuation. This means that in the above example the rounding indicator would be

‘<‘.

This method help makes it easier for you to:- Set up per diems for meals for new countries, for example, or for enterprise-specific trip types,

etc.

- Change per-diem and maximum rates



(C) SAP AG AC270 10-14

© SAP AG 2002


Tax-free

amount

Vehicle type R.grp travel

costs

ETT

P

Reimburs.

amount

1 0.30 0.35

......

A

Accommodation per diem

Ctry

CA

Region

_

R.grp M/Astatutory

_

Tax-freeamount

82.-

Reimburs.amount

92.-

R.grp M/Aenterprise

_

ETT

A

Meals per diem

Ctry

DE

Region

_

R.grp M/Astatutory

_

Tax-freeamount

24.-

Reimburs.amount

28.-

R.grp M/Aenterprise

_

ETT

A

P 1 0.30 0.30 _

CA _ _ 82.- 82.- _ _

DE _ _ 24.- 24.- _ _

Enterpr ise-Specif ic Trip Type (ETT)

Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-

specific trip type (ETT).

In the views for travel costs flat rates and meals/accommodations per diems you can store the following

for exact dates and according to enterprise-specific trip type:

- Tax-free amount

- Amount reimbursed by your company

Remember that if you only want to raise one of these per diems/flat rates, you must also set up duplicate

entries, with the same key fields, otherwise errors will occur during trip entry.



(C) SAP AG AC270 10-15

© SAP AG 2002

Deductiontype

Domestic/International

Tax

deduction

15%15%

30%30%

30%30%

Enterprise-spec.deduction

18%18%

30%30%

30%30%

FF

MM

A A

--

--

--

...

Deductions

The system can process the following deductions:

- Deductions from per diems for meals due to gratuitous entertainment

- Deduction of cost of living savings from an individual receipt for meals

- Deduction of breakfasts included in hotel receipt amount

The following entry values are valid for the deduction types; they are fixed in the system and can not be

defined by the user:

- F Deduction of breakfast from per diem for meals

- M Deduction of lunch from the per diem for meals

- A Deduction of dinner from the per diem for meals

- R Minimum reimbursement after deductions

- N Free overnight stay

- U Deduction of breakfast from accommodations receipt amount The deductions can be stored as percentages or as absolute amounts.



(C) SAP AG AC270 10-16

© SAP AG 2002

Gratuitous entertainment

Per diem rate

24.00

Reduced per diem rate

16.80

Lunch30%

less

=

Example of a Deduction

The full daily rate is reduced by the specified percentage (here 30%). The reduced per diem rate is paid.



(C) SAP AG AC270 10-18

Per Diems/Flat Rates (Customizing) Exercises

Unit: Per Diems/Flat Rates

Topic: Customizing


• Increase the accommodations and meals per diems of yourcolleagues above the statutory rate and define a corresponding

calculation guideline for this

10-1 Creating a Trip Area and an Enterprise-Specific Trip Type

Create a new trip area for your trip provision variant xx:

Trip country ZZ, trip region ZZZZ with the description: group xx

Create a new enterprise-specific trip type for your trip provision variant xx:

Enterprise-specific trip type A with the description: group xx

xx = Group number

10-2 Maintaining Accommodations and Meals Per Diems

Your enterprise wants to reimburse accommodations and meals per diems at a higher ratethan the statutory rate for certain trips made by employees.

To do this copy country Germany ( DE ) from the enterprise-specific trip type Blank to the

enterprise-specific trip type A.

Use the copy function for Define per diems for accommodations and Define per diems for

meals per day.

The reimbursement amount for accommodations is 10.00 EUR greater than the tax-free perdiem. Change the reimbursement amount appropriately.

The reimbursement amount for meals is 6.00 EUR greater than the tax-free per diem for

the full calendar day. Change the reimbursement amount appropriately here too.Then maintain the corresponding Calculation guidelines: Define meals per diems scaled by

hrs (trip country DE) and expand the new basic entry meals per diem by day.

Ensure that an entry with the enterprise-specific trip type A has been defined in the travel

costs flat rates for Car , reimbursement group travel costs 9. (Template: travel costs flat

rates for cars, reimbursement group: Travel costs 9, amounts remain unchanged.)

Assign the enterprise-specific trip type A to a domestic trip, simulate the trip and check theresult.



(C) SAP AG AC270 10-19

Note:

If you are to copy a country other than Germany your instructor will inform you of this.



(C) SAP AG AC270 10-20

Per Diems/Flat Rates (Customizing) Solutions

Unit: Per Diems/Flat Rates

Topic: Customizing

10-1 Creating a Trip Area and an Enterprise-Specific Trip Type


Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Facts Define

trip areas.

Once you have entered your trip provision variant the Change View "Names for TripCountry/Trip Country Group/Trip Region screen appears.

• Enter for your trip provision variant the trip country ZZ and the trip region ZZZZZ asgiven in the exercise.


Then choose:

Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Facts Define

enterprise-specific trip types.

The Change View "Names of Enterprise-Specific Trip Types screen appears.

• For your trip provision variant enter the enterprise-specific trip type A as given in the exercise.Select your trip provision variant with 'blank ' for the trip type and the name All trips as a

template.


10-2 Maintaining Accommodations and Meals Per Diems



Amounts Reimbursement Amounts for Accommodations Define per diems for

accommodations.

Once you have entered your trip provision variant the Change View "Trip Provision: Per

Diem for Accommodations": Overview screen appears.

• Select the trip country DE and choose Copy as.



(C) SAP AG AC270 10-21

• In the detail screen, change the Trip type: enterprise-specific field to A and the Reimburse. amount as given in the exercise and save your entries.

• Exit the detail screen.

In Customizing (IMG), now choose:

Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Meals Reimbursement Amounts for

Meals/Hours Per Diems for Meals (MPD) Define per diems for meals per day.


Diem for Accommodations": Overview screen appears.

• Select the current entry for trip country DE, trip type: statutory blank , trip type:

enterprise-specific blank and choose Copy as.

• In the detail screen, change the Trip type: enterprise-specific field to A and the Reimburse. amount as given in the exercise.

• Save your entries and exit the detail screen.



(C) SAP AG AC270 10-22



Amounts Reimbursement Amounts for Meals Reimbursement Amounts for

Meals/Hours Per Diems for Meals (MPD) Calculation guidelines: define meals per

diems scaled by hrs.

Once you have entered your trip provision variant the Change View "Calc. Guidelines: Per

Diem for Meals Scaled by Hours": Overview screen appears.

• Select the current entries for trip country DE, trip type: statutory blank , trip type:enterprise-specific blank and choose Copy as.

• In the detail screens change the Trip type: enterprise-specific field to A.


In Customizing (IMG), also choose:


Amounts Reimbursement Amounts for Meals Reimbursement Amounts for

Meals/Hours Per Diems for Meals (MPD) Scale per diems for meals by hours.

The Generation of Scaled Meals Rates screen appears.

• Leave the selection interval unchanged and fill the following selection fields. Enter

your trip provision variant xx, trip country DE and trip type enterprise A, deactivate theTest run field and start the program.

A generation log is displayed.



Amounts Reimburs.Amounts Travel Costs Define flat rates for travel costs.


Diem for Accommodations": Overview screen appears. .

• Select the vehicle type Car , reimbursement group - travel costs 9 and choose Expand

<-> Collapse.

• Select both entries and choose Copy as.

• In the respective detail screen change the Trip ty. E field to A.




(C) SAP AG AC270 11-2

© SAP AG 1999

Dialog and Settlement Control:Objectives

Set up dialog control for trip schemas

Adapt the screen layout of t rip data entry

to suit your requirements

Maintain the standard features for trip data

entry and travel expenses

Influence the travel expense controls




(C) SAP AG AC270 11-3

© SAP AG 1999

Course Overview




The Euro

Optical Archiving







Reporting






(C) SAP AG AC270 11-4

© SAP AG 1999

Trip provision variant: 01 - German settlement

Trip schema: 01 Business Trip

User group according to feature TRVFD

Travel Manager (Travel Expenses only )

Trip per diems and flat rates

General trip data

3400 Subscreen for Trip Receipts

1900 Trip status

1950 History of trip

3160 Trip i tinerary

1501 Trip advances as subscreen

3100 General Trip Data Subscreen...

Trip Segment: Beginning date - PTP02-DATV1

Reason for tr ip (e.g. customer/requisition er) - PTP02-KUNDE

Trip Segment: End time - PTP02-UHRB1

...

Schema and Individual Field Control

Using the trip schemas you can simplify the entry of travel expenses for the user in your

company. You can limit entry to individual entry masks, give certain fields default values

or suppress them totally.

For each trip schema you can make different settings for different user groups. This means that

employees in the expenses departments can see different fields when they enter data than the

employees who enter their travel expense data themselves.

If you expand the tree structure down to field level, you can

Display or suppress fields Specify fields as mandatory

Enter field default values



(C) SAP AG AC270 11-5

© SAP AG 1999

Trip type

Trip no. assignmentDomestic/International

Default values

Int. no.assignm. Trip country DETrip region

Trip type statutory Business trip

Trip type enterprise No distinction


No distinction

Domestic departure suppressed

Several-day trip

Activity type

Message when saving

Per diem meals checkbox set

Activate entry screens

Advances for trip

Trip itinerary

Miles/kms distribution

Addit. trip info.

History of trip

User data Add. receipt info.

Cost assignment

Overview

Entire trip

Stopover Indiv. receipt

Miles/kms

Deduct.

Deductions

Columns for:

Breakfast

Meal coupon

Accommod.

No distinction

56 900

GermanyGermany

Dialog Control of the Trip Schema

Using the trip schema you adapt the entry masks for the respective trip type (such as customer visit). The

trip schema is used to control the dialog. Using the IMG activity Define schema and individual field

control, you can make the following settings:

Dependent on the trip schema you can specify default values for the following fields: Trip type

statutory, Trip type enterprise, and Trip activity type. These fields control the amount of the per

diems/flat rates to be paid. You can thus define a specific trip schema (such as a training course) and

assign the appropriate per diems automatically using the corresponding default values.

You can determine for each trip schema which entry screens are to be available in dialog, such as

deductions, advances, cost assignment.

In the trip schema you can store a message that is displayed when saving the trip, such as Have you

made a cost assignment for the travel expenses?

If there is no difference in the entry for domestic or international trips in your enterprise, choose theattribute No distinction. Caution: You can only create one schema with this characteristic per trip

provision variant. This trip provision variant may contain no other schema with the attribute domestic

trip or international trip.

In order to deal with more than one trip per day, a one-day trip schema must be indicated as schema for

more than one trip per day.



(C) SAP AG AC270 11-6

© SAP AG 2002

Trip provision variant: XY


User group accor ding to feature TRVFD

Travel Manager

General tr ip data

Trip per diems and flat rates

3400 Subsc reen ...

1900 Trip status

SETTLEMENT

REQUEST

...

Travel request/Trip status - PTKXX-WA1XX



...

PTKXX-WA3XXTravel request/Trip statusText for entry field:

Display type of field

Standard format

Alternative display type

Field is visible

Field ready for input

Input field

Entry in field is required

XDefault value

Set field characteristic

Indiv idual Field Control for Dialog

Via individual field control, fields in trip data entry can be:

- Assigned default values

- Displayed or suppressed

- Specified as mandatory or optional fields

See the IMG activity Define schema and individual field control.

Feature TRVFD is used to set up individual field control variably, user-specifically or depending on the

employee's organizational assignment. The return value of this feature enters into the structure of

individual field control as a variable key.



(C) SAP AG AC270 11-7

© SAP AG 2002

Feature TRVFD

Decision tree

Structure

Person responsible/Status

Country/Component Assignment

Documentation

Display Change

Made up of oneor more fields thatcan be queried inthe decision tree

Countries for which the featureis valid

Query of personnel and datastructure fields to determine

return values

Management dataof a feature

Information aboutstructure and function

Subobjects

Features: Initial Screen

(Travel Fields) Field

control

Maintenance of Features (1)

Enterprise-specific variations are controlled via so-called features.

Depending on the organizational situation of an employee (in Travel Management, data from Infotypes

Organizational Assignment (0001), Basic Pay (0008), Travel Privileges (0017)) and the user group TRV

(user parameter in user master data), a decision tree determines return values/matrices which control the

trip dialog or travel expenses in various ways.

Maintain the standard features TRVxx according to your requirements.



(C) SAP AG AC270 11-9

© SAP AG 1999

User 1 User 2User

parameter:

TRV = Space

User

parameter:

TRV = 01

01SPACE

TRVFDTRVFDReturn value:

Request entered

Request approved

Trip completed/Report entered

Trip/Report approved

Request entered

Request approved

Trip completed/Report entered

Trip/Report approved

New s tatus New s tatus

Dynamic Screen Layout - Trip Data EntryFeature TRVFD / TRVCO

Using features TRVFD and TRVCO, you can control dialog variably, either user-specifically or

depending on the employee's organizational assignment.

Feature TRVFD is used to set up individual field control variably, user-specifically or depending on the

employee's organizational assignment. The return value of this feature enters into the structure of

individual field control as a variable key.

The above example shows you how feature TRVFD controls the individual fields in Travel Manager

(Travel Expenses only) or Travel Expense Manager dynamically; depending on the user parameter TRV

in the user master record, the status fields Approval or Settlement are filled with default values.

For setting up the account assignment objects for cost assignment within trip data entry variably, user-

specifically or depending on the employee's organizational assignment, there is feature TRVCO. The

return value of this feature enters into the view Set up variable layout for account assignments as a

variable key.



(C) SAP AG AC270 11-10

© SAP AG 2002

Vehicle type

Default Values for Dialog: German settlement

PD/FR settlement

View " Default Values for Dialog"

Default Values for the Dialog

Car Car

You can store a default value for the vehicle type independently of the trip schema.



(C) SAP AG AC270 11-11

© SAP AG 1999

Check

Cash office

FI

DME

Advance Payment

⎯ SAP AG 1999

Cash

Scheck

FIDME

Advance Payment

IMG activity: Define post ing and payment of tr ip advances

No payment, documentary entry only

Payment via cash office

Payment via Financial Accounting or data medium exchange

Posting and payment of advances:

The following variants can be used to pay advances:

Payment of an advance at the cash office:

Manual posting of the advance:

- Advance is paid to the employee at the cash office

- Manual posting of the advance (not via Travel Management)

Trip advance transaction (cash transaction):

- Advance is paid to the employee at the cash office

- Entry is made via the transaction Trip advance (cash transaction)

- Automatic posting via Travel Management

Payment of the advance via a payment run in the FI module. The advance is posted via Travel

Management.

Payment of the advance via data medium exchange (DME). The advance is posted via TravelManagement.

The payment variants are controlled via the IMG activity Define posting and payment of trip advances.



(C) SAP AG AC270 11-12

© SAP AG 1999

Accounting control in expert view:

0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

Receipt settlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2Meals settlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 Accommod. settlem.

0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Travel cost settlem.

3 1 1 0 1 0 0 0 0 0 1 1 0 0 0 0 0 0 0

0

0Other settlement

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Pub. sector settlem.

...

...

...

Travel Expenses Control (Expert View)

Dependent on the trip provision variant, you can use the expert view to control the possible settlement

rules of a travel expense settlement.

This expert view usually has to be set up only once.

To simplify the maintenance for the system administrator, common control parameters are available as

individual IMG activities. These are:

- Activate special rules for industry solutions

- Define influence of control parameters: Receipt maximum rate

- Specify per diem/flat rate or individ. receipt reimbursement

- Define influence of control parameters: Travel costs

- Define miles/kms cumulation

- Define influence of control parameters: Accommodations

- Define calculation of meals per diems- Define influence of control parameters: Meals

- Define influence of control parameters: Deductions

- Specify validation date for account assignment objects

- Define posting and payment of trip advances

- Define posting of paid individual receipts

- Define structure of trip statistics



(C) SAP AG AC270 11-13

© SAP AG 1999

EntryEntry MeaningMeaning

No integration with HR PayrollL+G 0

Integration with HR Payroll according to inflowprinciple; set correction or retroactive accounting

indicator

1

No check of payroll period entered against control

record in HR Payrol l0

Payroll period entered is checked against control

record in HR Payrol l

1

Integration with HR Payroll according to origin

principle; set correction or retroactive accounting

indicator

2

PA3

Travel Expense Parameters Feature TRVPA(Excerpt)

Via feature TRVPA, you set the general settlement and dialog parameters. You decide, for example:

- Whether travel expense settlement is to be used in integration with HR Payroll (entry L+G)

- Whether the payroll period is to be checked against the control record in HR Payroll (entry PA3)

- Which fixed value for the approval status is to be set when the trip is saved (entries WRP or FDE)

The settlement program reads feature TRVPA and receives a return matrix with the following lines

(excerpt):

- L+G Integration with HR Payroll

- PA3 Check against personnel control record in HR Payroll

- FDE Approval status travel calendar

- WRP Approval status travel manager/travel expense manager/weekly report

- OAA Activation of optical archiving

- CBW Control of early optical archiving- FDW First day in weekly report

- CCC Activation of credit card clearing

- WRC Overlapping of weekly report with entered trips



(C) SAP AG AC270 11-14

© SAP AG 1999


Dialog and Settlement Control: Review

Set up dialog control for trip schemas

Adapt the screen layout of t rip data entry

to suit your requirements

Maintain the standard features for trip data

entry and travel expenses

Influence the travel expense controls



(C) SAP AG AC270 11-15

Dialog and Settlement Control Exercises

Unit: Dialog and Settlement Control

Topic: Customizing


• Modify trip schemas

11-1 Modifying Schemas for Dialog Entry

In your enterprise advances for trips are not paid and neither cost assignments relating to

further destinations nor receipts are used. Suppress the relevant working areas in schema

01 Business trip.

11-2 Setting the Default Status

Use the individual field control to ensure that the default trip status is set to Trip approved (screen 1900, PTKXX-WA4XX, default value X) and to be settled (screen 1900, PTKXX-

WAX1X, default value X) when creating a trip with the Travel ManagerCheck the settings you made by creating a new trip using the Travel Manager.



(C) SAP AG AC270 11-16

Dialog and Settlement Control Solutions

Unit: Dialog and Settlement Control

Topic: Customizing

11-1 Modifying Schemas for Dialog Entry


Financial Accounting Travel Management Travel Expenses Dialog and Travel

Expenses Control Dialog Control Define schema and individual field control.

Once you have entered the trip provision variant the Schema and Field Control screen

appears.

• Click on the arrow next Trip provision variant: xx.• Select Trip schema 01: Domestic trip.

The data to the schema is displayed on the right-hand side of the screen.

• Deactivate the entry screens for Advances and the cost assignment for Stopover and

Indiv.receipts.


Check the changes you made by creating a trip in the Travel Manager.



(C) SAP AG AC270 11-17

11-2 Setting the Default Status


Financial Accounting Travel Management Travel Expenses Dialog and Travel

Expenses Control Dialog Control Define schema and individual field control.

Once you have entered the trip provision variant the Schema and Field Control screenappears.

• Click on the arrow next Trip provision variant: xx.

• Click on the arrow next to Trip schema: 01 Domestic trip, then click on the arrow next to User

group according to feature TRVFD, and then on the arrow next to Travel Manager .

• Open 1900 Trip status in the same way and select Status: Trip approved - PTKXX-WA4XX .

• Select Alternative display type and enter X in the Default value field.


• Click on Status: To be accounted - PTKXX-WAX1X .• Select Alternative display type and enter X in the Default value field.


• Check the changes you made by creating a trip in the Travel Manager and calling the status

screen.



(C) SAP AG AC270 12-1

© SAP AG 1999

The form variant

Designing the form header

Characteristics of the form blocks

Contents:

Form Structure



(C) SAP AG AC270 12-2

© SAP AG 1999

Adapt the presentat ion of the standard fo rm to

match the requirements of your enterprise. This

includes:

Form header

Form blocks


Form Structure: Objectives



(C) SAP AG AC270 12-4

© SAP AG 1999

Form variant FOXX

Form variant

DescriptionGeneral form variant

Form variant: German settlement

Decision criteria:

• BUKRS Company code

• WERKS Personnel area• BTRTL Personnel subarea

• PERSG Employee group

• PERSK Employee subgroup

• PTZUO Employee Grouping - Travel Management

• MOLGA Country grouping

• TRVUG User group 'TRV' for

HR Travel Management

TRVFO (Form variant)

PERSK Employee subgroup

DU Salaried EE

W SPDU

T FODU

DC Place.student

W SPDC

T FODC

Other

W SPXXT FOXX

Form Variant and Feature TRVFO

You use the form variant to define a particular presentation of the standard form. This means that all the

design characteristics for the form (such as header, suppressed columns) are assigned to a form variant.

Using the feature TRVFO you can assign a form variant to an organizational employee or user group.

The return value of the feature is the form variant.



(C) SAP AG AC270 12-5

© SAP AG 1999

Page type Fixed text no.

Background mask of the header

LineNum. Type of header

Page type

FP First pageEP Remaining pages

Type of header

Travel exp. statement

A Travel request

S Proof of cancellation

Text pool

X01 T R A V E L E X P. S T A T E M E N TX02 T R A V E L R E Q U E S T

X03 P R O O F O F C A N C E L L A T I O N

X04 ...

1 EP X01

Fixed text

TRAVEL EXP. STATEMENT

2 EP X08 ------------------------------------------------

6 EP X08 ------------------------------------------------

1 EP X02 TRAVEL REQUEST A

Form Header (1): Header Background

The form header consists of a background and text modules of variable fields positioned on the

background.

You define a background mask for the form header using the IMG activity Create background .

You fill the form background line by line with text modules. You can give the chosen text modules a

particular color or display type (inverted, intensified).

You must create a background for both the header of the first page and that of the remaining pages.

You can also distinguish between the header backgrounds for the travel expense statement, travel request

and proof of cancellation.



(C) SAP AG AC270 12-6

© SAP AG 1999

Page type

FP First page

EP Remaining pages

Variable fields

NAME NameORT Town/city

STR Street

PLZ Postal code

KOSTL Cost center

Fixed textsX11 Name

X12 PersonnelNo.

X13 TripNo.

X14 Cost center

X19 Country

X23 Postal code

Pge type

EP DATEP

Columns

1 Print date

Line no.

1

Fixed text no.Field name Field description

EP PAGNO78 Page no.1

EP 13

EP NAME13 Name of employee3

Fixed txt

X11 Name

Fields in the header

Form Header (2): Header Fields

Define any additional header contents using the IMG activity Specify layout .

On the background you defined now position the text elements and variable fields that are to be

evaluated at runtime.

You can change and format the color and display type of these text elements and fields.



(C) SAP AG AC270 12-7

© SAP AG 1999

Block headings: ...

FBLK

0102

04

...

Block heading

TRIP ITINERARYPER DIEM SETTLEMENT

INDIVIDUAL STATEMENT

...

Sort criterion Indiv idual statements

• Receipt date

• Receipt number

• ...

Subtotals Individual statements

• Public transport

• Accommodations

• ...

Block headings

Block attributes

Form variant

Form block

FOXX

04

General form variant

individual statement

Form block attributes ...

Form block suppressed

Block attributes for indiv.receipt

Sorted by

Subseq. sort by

Subtotals

Expenses for priv. car

Public transport

Other

Accommodations

Individ. meals statement

Meals

1

9

Receipt date

Receipt number ...

Characteristics of the Form Blocks (1)

You define a block heading for each form block using the IMG activity Create headings.

In the IMG activity Specify attributes, you can specify whether the following form blocks are to be

displayed in the travel expense statement or not:

- Individual statement

- Cost assignment

- Additional trip information

- Additional information for individual receipts

- User-defined text

For the Individual statement block you can also specify a special sorting of the receipts and the display

of subtotals according to the travel expense categories.



(C) SAP AG AC270 12-8

© SAP AG 1999

Column description BELNR

Form block 04

Form block

01 Trip itinerary02 Per diem settlement

04 Individual statement...

06 Advance

...

Column suppressed

Column description

BELNR Receipt number BLDAT Receipt date

MWKZ Sales tax

...

Column attributes

Individual statement

Receipt number

Characteristics of the Form Blocks (2)

In the IMG activity Suppress information/columns select the columns or information for a form block

that is not to be displayed.



(C) SAP AG AC270 12-9

© SAP AG 1999


Adapt the presentat ion of the standard fo rm to

match the requirements of your enterprise

Form Structure: Review



(C) SAP AG AC270 12-10

Form Structure Exercises

Unit: Form Structure

Topic: Adapting the Form Header


• Create an individual header for the travel expense statementstandard form

12-1 The header of the standard form is to be expanded in the travel expense statement toinclude the address of the employee so that the printed form can be sent to the employee.

The address is to include the employee's name, street, postal code and town.

12-1-1 First expand the form background by copying the entry in row 6 to a higher rowand then deleting the old entry.

12-1-2 For trip provision variant xx and form variant FOXX change the header for the first

page appropriately.



(C) SAP AG AC270 12-11

Form Structure Solutions

Unit: Form Structure

Topic: Adapting the Form Header

12-1

12-1-1 In Customizing (IMG), choose Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control FormStructure Modules of Form Variants Form Header Structure Createbackground.

Once you have entered your trip provision variant and form variant the Change

View "Background Mask for Header Line": Overview screen appears.

• Select the line 6 for page type FP (first page) and the header line type ' ' (travel expense

statement) as a template and choose Copy as.

• In the detail screen change the Line number in form field to 12 and exit the detail screen.


• Select the line 6 for page type FP (first page) and the header line type ' ' (travel expensestatement) again and choose Delete.


• Select the new entry and choose Details.

• In the detail screen, choose Preview header line background and check your changes.

• Exit the detail screen.

• Exit the overview screen.



(C) SAP AG AC270 12-12

12-1-2 In Customizing (IMG), choose Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control FormStructure Modules of Form Variants Form Header Structure Specify layout.

Once you have entered your trip provision variant and form variant the ChangeView "Fields in Header Line": Overview screen appears.

• Here you can insert the address fields in the header line:

• Choose New entries.

• In the detail screen, fill the fields Page type, Line number in form, Column number in form and

Fld name with the following values:

− Page type FP

− Line number in form 8

− Column number in form 1− Fld name NAME

− Check your entries by choosing Preview fields.

− Exit the preview screen.

− Save your entries.

− Repeat the above steps with the following values:

− Page type FP

− Line number in form 9

− Column number in form 1

− Fld name STRASSE

− Page type FP

Line number in form 11

Column number in form 1

Fld name PLZ

− Page type FP

Line number in form 11Column number in form 7

Fld name ORT



(C) SAP AG AC270 13-1

© SAP AG 1999


Contents:

Assigning wage types to travel expense types

Assigning wage types to symbolic accounts

Assigning symbolic accounts to expense accounts



(C) SAP AG AC270 13-2

© SAP AG 1999

Settings for Interfaces: Objectives

Assign wage types to t ravel expense types

Assign wage types to so-called symbol ic

accounts

Assign symbol ic accounts to the expense

accounts in financial accounting




(C) SAP AG AC270 13-4

© SAP AG 1999

Transfer: Overview

Travel Management

Trav el exp.ty pe HOTL

Wage type MJ10

Symb. acct +10

G/L account Expenseaccount

Accounting

Post ing of travel expenses

Transfer to HR Payroll

Transfer to Accounting

The travel expense type (Travel Management term) is entered manually in the system with the trip.

Then, the travel expense program assigns the expense type a wage type.

Then the expense type can be transferred to HR Payroll via the assigned wage type (an HR Payroll

term).

For posting to Accounting (AC) finally, the wage type is transferred via a symbolic account to the G/L

account (a Financial Accounting term).



(C) SAP AG AC270 13-5

© SAP AG 2002

Assigning Wage Types to Travel Expense Types

Travel exp.type Flight

1. Wage type Trav. costs/Flight tax-freeMJ30

2. Wage type

Flight

Wage type for per diems/flat rates

Travel exp.type Miles/kms flat rate

WType tax-free Trav. costs/Flight tax-freeMJ30

WType addit.exp.

FAKx

MJ31 Trav. costs/Fl ight taxable

Wage type for receipt

View "Wage Type for Per Diems /Flat Rates"

View " Wage Type for Receipt"

You generally assign the required wage type to each travel expense type for the receipts in field 1. Wage

type. If you want to divide the receipt amount across different wage types due to a predefined maximum

value (see screen Default Values/Maximum Rates for Expense Types), specify a wage type in field 1.

Wage type for the part under the maximum amount and a second wage type in field 2. Wage type for the

part over the maximum value. See the IMG activity Assign wage types to travel expense types for

individual receipts. You also need to assign wage types to the expense types for per diems/flat rates and advances. You

generally distinguish between a wage type for the tax-free part of the per diem/flat rate (WType tax-free)

and a wage type for the taxable part of the per diem/flat rate (WType taxable). In the system there are the

following predefined standard expense types:

- FAKx flat rate for miles/kms (x=vehicle type)

- UBPA per diem for accommodations- VERP per diem for meals

- VORK advance, cash office

- VORS advance

Do not, under any circumstances, delete these expense types.

See the IMG activity Assign wage types to travel expense types for per diems/flat rates.

If you want to transfer travel expenses to HR Payroll, you must first ensure that the wage type you assign

here to the travel expense type is defined and set up in HR Payroll.



(C) SAP AG AC270 13-6

© SAP AG 2002

Assigning Wage Type to Travel Expense Type/Service Provider

IMG: Assign wage types to travel exp. types for indiv idual receipts

Travel Manager

Travel Expenses

BEWI CC is assigned MJCC

Expense receipts


AmntInput tax

Entertainment

150.00 Euro

...

Number 3

Ser. provider CC

Each combination of travel expense type and service provider can be assigned a specific wage type. The

service provider is the credit card company, the vendor account of which is to be posted with the actual

document.



(C) SAP AG AC270 13-7

© SAP AG 1999

Assigning Wage Types to Symbol ic Accounts,FI Interface

Wage typ e

MJ10

MJ20

MJCC...

Assignment Assignment

Symb. expense

account

Symb. acct for

the offsetting entry

+10

+20

+10

RR

RR

CC

Symbolic account / debit/credit

10+-Description of the symbolic

account for th e expense

posting (operation HRT)

+ positive amount to Debitside of G/L account

- negative amount to Creditside of G/L account

RR/CCDescription of the

symbolic

account for the

offsetting entry

(operation HRP)

Each wage type that you have assigned for travel expense types for receipts and per diems/flat rates is

given one symbolic account (possibly two) and a symbolic account for the offsetting entry. Later you can

assign explicit posting accounts to the symbolic accounts.

This procedure has the advantage that, if a G/L account has to be changed in FI, only the assignment of

the symbolic account to the G/L account must be redefined. The wage types (from Travel Expenses),

consequently, are not dependent on the G/L accounts in financial accounting.

(IMG activity Define wage type - symbolic account assignment)

If the G/L account that is assigned to the symbolic account is not considered a cost element in

Controlling (CO), this can be indicated in the Without CO receiver field. If the indicator for symbolic

account is marked, the travel expense types assigned to these symbolic accounts via wage type are

transferred to accounting without account assignment objects and without input tax code.



(C) SAP AG AC270 13-8

© SAP AG 1999

Converting Symbolic Account to Expense Account:FI Interface

Travel exp. posting: Expense accts

110 .......................... 474210

120 .......................... 474220G/L account

Travel Expenses

Operation HRT

...... ......

180 .......................... 474280

190 .......................... 474290

You need to maintain the following operations for assignment of symbolic accounts to the relevant G/L

accounts and for determining accounts for the offsetting entry (generally employees' customer/vendor

accounts):

- HRT Travel expense postings: expense accounts

- HRP Travel expense postings: customers/vendors (accounts for the offsetting entry)

The assignment to expense accounts takes place in the operation HRT by means of a 3-place field,

General modification with the following fixed structure:

- A 1 (one) must always be entered in the first position.

- The other two positions are filled with the designation for the symbolic account

Before you carry out account assignments, maintain the rules for automatic posting (depending on

general modification, independent of debits/credits) and specify the posting keys.



(C) SAP AG AC270 13-9

© SAP AG 2002

Converting the Symb. Account for the OffsettingEntry in a (Vendor) Account

Travel exp. posting: Cust./Vendor

1RR .......................... * KP

1CC .......................... 10023

Determining accountusing elementarysearch help

File for D File for vendors customers

Elementarysearch help

Credit card accountfor credit cardcompany CC

Operation HRP*

K

P

The assignment of the symbolic accounts for the offsetting entry takes place in operation HRP by means

of a 3-place field , General modification with the following fixed structure:

- A 1 (one) must always be entered in the first position

- The other two positions are filled with the designation of the symbolic account for the offsetting

entry to the expense account (such as RR)

The employee customer/vendor account is determined in operation HRP via a BAPI, which is directed to

the employee customer/vendor accounts via a search help. You generally use the elementary search help

P. The entry in operation HRP must have the following structure:

- General modification Account

1RR *KP

The account designation has the following meaning:

Pos. Entry Meaning1 * Search using search help

2 K Search using vendors

3 P Elementary search P on field Personnel number



(C) SAP AG AC270 13-10

© SAP AG 2002

Assigning: Expense Type, Wage Type, G/L Account


100 Kms 35. 00 EUR

Accommodat ionincl. breakfast

100.00 EUR


Mealsper diem

35.00 EUR

Travel Managementview

HR Payrol lview

Accountingview

MJ10

MJ20

MJ21

MJ30

MJ31

+20

+30

+10 474210

474220

474230

The Travel Management view, for example:

- Hotel receipts

- Meals per diem

- Travel costs flat rate

The HR Payroll view, for example:

- MJ10 Wage type for part under maximum rate for accommodations receipts

- MJ20 Wage type for the tax-free part of meals settlement

- MJ21 Wage type for the taxable part of meals settlement

- MJ30 Wage type for the tax-free part of travel costs settlement

- MJ31 Wage type for the taxable part of travel costs settlement

The Accounting view, for example:

- Symbolic account +10 in accordance with the expense account 474210 for the accommodationscosts of a trip (positive amounts are posted to the debit side of the account)

- Symbolic account +20 in accordance with the expense account 474220 for the meals costs of a trip

(positive amounts are posted to the debit side of the account)

- Symbolic account +30 in accordance with the expense account 474230 for the travel costs of a trip

(positive amounts are posted to the debit side of the account)



(C) SAP AG AC270 13-11

© SAP AG 1999

Settlement: FI Initial Account Assignment Examples

Travel expensesD C

100.-

Miller D C

100.-

D C

100.-

Miller D C

100.-

Miller D C

100.-100.-

Clearing acctD C

100.-

+ 10

1. symb.

account

2. symb.

account

- 10

+ 10 - 60

Symbol ic accounts

aa

bb

cc

Travel expenses

Travel expensesD C

100.-

The symbolic account 10 (60) is assigned to the travel expenses G/L account (a clearing account) in the

above graphic. The following case examples are represented:

- Case a): posting of an expenses document for payment to the employee

- Case b): posting of the private share of expenses to be paid back by the employee

- Case c): posting of a ticket that was prepaid by the company

In order, in the case of a receipt prepaid by the company (such as a flight ticket), to post the offsetting

entry to a clearing account rather than a vendor account the second symbolic account is used.

Generally, you may not post CO receivers or input tax codes to a clearing account. In this case, in the

IMG activity Define wage type - symbolic account assignment select the Without CO receivers field next

to the second symbolic account 60.



(C) SAP AG AC270 13-12

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PerNo 98004Trip 214

Trip 222

Trip 231

Trip 254

Trip 256...

PerNo 98022

Trip 210

Trip 234

Trip 239Trip 261

...

Trip transfer docsTrip transfer docs

No. (4711...)No. (4711...)

per posting run

Management of

posting run 17

• Displays trip transfer documents

• Displays trips contained in

trip transfer document

• Checks posting run 17

for postability

• Rejects post ing run 17

(poss.)

- trip status is reset

• Posts posting run

• (all trip transfer

documents with the

numbers 4711... areposted)

Generates r unnumber: 17

PerNo 98004

Trip 254

Trip 256

PerNo 98022

Trip 239

Trip 261

...

Collector

Translates HR terms in ACterms (remote)

• Reads G/L accou nts

• Reads vendor accounts

• Calculates input tax

• Verifies account

assignment object +

possible substitution

• Generates tri p transfer

documents (prima nota)

Translator

Posting ru n 17

Posting run 17

TRAVEL

Travel Management/Accounting Interface (1)

Ass ignment tab le: Ass ignment table:

Trip transfer documents

to trips

Trip transfer

documents No.: 4711...

The information stored in the Travel Management settlement results must be prepared for further

processing in Accounting. At this time you can determine how much the system should compress the

data for Accounting. The system summarizes the prepared information in trip transfer documents and

collects these in posting runs. Travel Management then transfers these posting runs to Accounting.

The creation of a posting run is not the actual technical transfer of the settlement results to Accounting.

You start this in the transaction Posting Run Management using the function Post posting run. When

you create a posting run:

G/L accounts are determined

Vendor accounts are read

Account assignment objects are verified

Input tax is calculated

Trip transfer documents are generated



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Management o f

posting run 17

• Displays trip transfer documents

• Displays trips contained intrip transfer document

• Checks posting run 17for postability

• Rejects pos ting ru n 17(poss.)- trip status is reset

• Posts posting run• (all trip transferdocuments with thenumbers 4711... areposted)

FIFI

FI/CO

interface

Generation of

FI/CO documents

from the trip transfer

documents wit h

the numbers

4711... :

• FI documents

• CO documents

• SL documents

• FM documents

• ...

Ass ignment tab le:

Trip transfer documentsto trips

Trip transfer docs

No. (4711...)per posting run

Travel Management/Accounting Interface (2)

The posting run management consists of several functions that you can use to manage posting runs for

the transfer of settlement results to Accounting. In particular, you can post the posting runs, thereby

completing the transfer from the Travel Management side. You can also check the posting runs with the

posting run management. Here the system checks whether the specified expense accounts, clearing

accounts, employee customer/vendor accounts and the CO account assignment objects exist and can be

posted to.

Posting run management includes the following functions: Create posting run, Delete posting run,

Display posting run, Post posting run, Check posting run, Posting run history, Reject posting run,

Display trip transfer documents, Display FI/CO documents for posting runs posted.

In posting run management you can adapt the structure of the displayed lists to meet your special

requirements quickly and easily using the different sort functions. This you can then save as a display

variant. If Travel Management and Accounting are located in different logical systems, the ALE business

process “Set up Trip Costs Transfer”must be used. This is done in ALE Customizing (trans.SALE) under

Modelling and Implementing Business Processes Predefined ALE Business Processes HR <->

AC Set up Trip Costs Transfer to FI.

For further information about ALE, see Note 200066.



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Integration Travel Management and HR Payroll,One Logical System


ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPCALCx0

Control record:

02.XXXX, status: exit payroll

I0003

IT

ROT

Function ASREI

Control record:

03.XXXX, status: released f. settlement

Current period: 03.XXXX

For a newly settled trip to enter into the next payroll run, the for-period of the trip must be connected

with the control record period of payroll. For this reason, the current period is determined from the

control record when travel expense program RPRTEC00 is started, or a manually entered period is

checked against it.

The travel expense program sets an adjustment indicator or the retroactive accounting date in Infotype

Settlement status (0003), if necessary.

The HR payroll run imports the travel expense settlement results (in the TE cluster of the PCL1

database) and transfers the trip data to the HR payroll results.



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Integration Travel Management and HR Payroll,Two Logical Systems


1st Logical System 2nd Logical System

Current period: 03.XXXX

Collects tr ipsand calls BAPI

ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPRPAY00

RPCALCx0

ROT

PCL1Cluster TE

PCL1Cluster TE

Control record:

02.XXXX, status: exit payroll

ALE t rans fers

IDocs BAPI call

I0003

IT

synchronized

ROT

Function ASREI

Control record:

03.XXXX, status: released f. settlement

Travel Management and HR Payroll can run in two different logical systems. These systems are

specified in ALE Customizing.

- The current period when the travel expense program RPRTEC00 is started is determined from the

control record in the HR Payroll System, or a manually entered period is checked against it.

- The report Transfer to external HR Payroll (RPRPAY00) transfers the travel expense results

relevant to HR Payroll to the second logical system.

- In the target system:

1) An update to PCL1, cluster TE, takes place. This clusters contains, however, only a part of the

data stored in the Travel Management System in cluster TE, because only this part is of interest to

HR Payroll.

2) An adjustment indicator or the retroactive accounting date is set in infotype Settlement status

(0003), if necessary.- The HR Payroll run imports cluster TE and transfers the trip data to the HR Payroll results.

The ALE Customizing necessary (transaction SALE) can be found under Modelling and Implementing

Business Processes -> Predefined ALE Business Processes -> Human Resources -> HR <-> HR -> Set

Distribution of Trip Accounting Results.

Further useful information on ALE can be found in note 200066.



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HR Payrol l

HR Payrol l imports the travel expense data via the schema xREI

(x=country version) and the function ASREI and adds it to the

other wage types in HR Payroll.

Transfer to HR Payroll

ROT IT

Other wagetypes..

MJ10

MJ20

MJ30

120.-

40.-

10.-

MJ10

MJ20

MJ30

120.-

40.-

10.-

.

.

.

...

Schema: x000

COPY xREI

COPY xWB0 Schema: xREI

Function ASREI

.

.

.

.

Before data can be transferred to HR Payroll, integration must be activated via feature TRVPA (entries

PAY, PA3). Then insert schema xREI (x = country version) in the Payroll schema x000, directly after

Import further payments/deductions. See also the relevant chapter in the implementation guide.

The run in HR Payroll imports the travel expenses, which are already prepared as wage types, and stores

them in the Payroll table IT.

Make sure that all travel expense wage types can be processed in HR Payroll.



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Settings for Interfaces: Review


Assign wage types to travel expense types

Assign wage types to so-called symbo lic

accounts

Assign symbolic accounts to the expenseaccounts in financial accounting



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Settings for Interfaces Exercises

Unit: Settings for Interfaces

Topic: Transfer to Accounting or to HR Payroll


• Transfer settled trips to both Accounting and HR Payroll

13-1 Transfer to Accounting

Set the status of all trips created to open.

Create a new, one-day domestic trip for 03.01.XXXX (3rd

January) with 100 kms (tax-free0.30, reimbursement 0.40) and set the trip status to approved/to be settled .

XXXX = Current year

For the transfer of the tax-free portion of the travel costs flat rate to Accounting a wagetype, an appropriate symbolic account and the corresponding G/L account are defined in

the system. Use the IMG to find out which G/L account (via wage type and symbolic

account) the tax-free portion of the travel cost flat rate is transferred to and make a note of

this information. (Use the chart of accounts INT )

For the above trip start the Settlement of Trip Data program with payroll area D2 (German

settlement) and the current period.

Use the program Create a Posting Run to generate a trip transfer document.

Has the G/L account you determined above been used in the trip transfer document to post

the travel cost flat rate?

Check the postability of the posting run.

If the posting run has no errors, transfer/post it to Accounting.

Look at the accounting document that has been generated from the trip transfer document.Note:

Your instructor will let you know if you are to use a different payroll area, period or chart

of accounts.



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Settings for Interfaces Solutions

Unit: Settings for Interfaces

Topic: Transfer to Accounting or to HR Payroll

13-1 Transfer to Accounting

From the SAP Easy Access Menu, choose Travel Management → Travel Expenses → Travel Expense Manager .

The Travel Expense Manager screen appears.

• In the PersonnelNo field enter the personnel number (if it has not already been preset)

and press Enter .

• Select all the trips created up to now and set the trip status as given in the exercise.

• Create the trip as given in the exercise by choosing Create.

• Set the trip status and save the trip.

You can find the information as follows:


Financial Accounting → Travel Management → Travel Expenses → Input Tax and Wage

Types for Interfaces → Assign wage types to trip exp. types for per diems/flat rates.

Once you have entered your trip provision variant the Change View "Wage Type for Per Diem/Flat Rate": Overview screen appears.

Here you will find the expense type FAKx assigned to the travel cost flat rate (x = vehicle

type). The detail screen for this expense type shows you the assigned wage type (tax-free):

MJ30.

In Customizing (IMG), then choose:

Financial Accounting → Travel Management → Travel Expenses → Transfer to

Accounting → Define assignment of wage type to symbolic account.

Once you have entered your trip provision variant the Change View "Symbolic Account

Assignment for Financial Accounting": Overview screen appears.

Here you will find the symbolic account 30 that is assigned to wage type MJ30.



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In Customizing (IMG), finally choose:

Financial Accounting → Travel Management → Travel Expenses → Transfer to

Accounting → Conversion of symbolic account to expense account.

• Choose Account determ. when posting travel expenses.

The Maintain FI Configuration: Automatic Posting - Procedures screen appears.• Double-click the transaction HRT .

• Select the chart of accounts INT and choose Continue.

Here you will find the G/L account 474230 that is assigned to the symbolic account 30

In the SAP menu, now choose Accounting → Financial Accounting → Travel

Management → Travel expenses → Periodic processing → Settle trips.

The Settlement of Trip Data screen appears.



The settlement statistics are displayed.


In the SAP menu, choose Accounting → Financial Accounting → Travel Management

→ Travel expenses → Periodic processing→ Transfer to Accounting → Create posting

run.

The Create Posting Run screen appears.


• In the selection field Personnel number enter the personnel number. Do not change anyother selection parameters. Start the program

A posting run log is displayed.


The G/L account you determined has been used to post the travel cost flat rate.



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Travel expenses → Periodic processing→ Transfer to Accounting → Manage posting

runs.

The Posting Run Management screen appears.

• Find the posting run you generated and display the trip transfer documents it contains.• Verify the account number for the travel cost flat rate.

• Position the cursor on your posting run and choose Check .

• Position the cursor on your posting run and choose Post .

• Double-click on your posting run to navigate to the list of trip transfer documents.Position the cursor on a trip transfer document and choose FI/CO documents.



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Contents: Overview of roles

Travel Management roles

Copying roles

Creating or postprocessing authorization profiles

Authorization object FI: Trip data

Authorization object f ields and values

Assigning roles to users



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Understand the background of the authorization concept

Understand the roles concept

Use the Travel Management roles

Maintain the authorization object FI: Maintain travel

expenses

Author izat ion Management: Objectives



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The R/3 authorization concept preventsunauthorized access to the system and thus to the

data and objects sto red in the system. Users that

want to carry out certain functions in the R/3

System require a user master record with the

appropriate authorizations.

Background of the Authorization Concept



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SAP Easy Access - User Menu Travel Administrator

Favorites

URL-mySAP.com

User menu for Chris Miller

TP01 - Planning manager

PR05 - Travel Expense Manager

TPMD - Travel Planning-Relevant HR Master Data

PRMD - Travel Expenses-Relevant HR Master Data

Overview of Roles

A role describes the business tasks of a user that is assigned this role. By assigning a user oneof the SAP predefined user roles this user automatically has the user menu typical for his day-to-day work and all the authorizations he requires as soon as he logs on to the SAP System.

The following information is stored in a user role:

• Name of the role

• Descriptive text

• Menu structure

• Authorization profile data

• Information about the assignment of the role to the user or to elements of the

organizational structure. You can assign a role to any number of users. The user can also put together his personal favorites list from the functions assigned to him.

Via the favorites or or his workplace structure tree, the user starts his transactions, reports orInternet/Intranet applications.



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Display Roles

Other role

Role

Description

SAP_FI_TV_ADMINISTRATOR

Travel administrator

Description Attributes User Authorizations

Planning manager

Travel expense manager

Travel Planning-relevant HR master data

Travel Expenses-relevant HR master data

Role menu

Menu

Information

Tgt system

No destinationDistribute

Travel Management Roles

SAP has defined 6 roles for Travel Management that you can use as templates. These roleshave different tasks and therefore different authorizations.

The 6 roles are listed here, one of which is presented in more detail as an example:

• Traveler

• Travel assistant

• Travel administrator

• Approving manager

• Payer of advances

• Travel manager


- Authorization:For the trips of all travelers in the enterprise or of an assigned area of the enterprise

- Tasks:- Checking availability of travel services (such as flights) and online booking- Checking travel requests of travel plans handed in and online booking- Entering travel expenses (such as trip destinations, expense receipts, mileage)- Checking, approving and settling travel expenses handed in- Contact person for traveler stored in the system



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Report: RSUSR070

Role

Description

Standard selection

Description of activity group

Displaying Role Descript ions

SAP delivers roles as templates; they all begin with the prefix "SAP". You can change these tocorrespond with the specific requirements of your enterprise (such as changing the menustructure, adding/removing transactions, and so on). Be sure to change the name so that theoriginal version of the SAP template is not los t.

Before you begin setting up new roles for your employees, check whether the user rolesdelivered by SAP cover the job descriptions in your enterprise. Use the report RSUSR070 toobtain an overview. This provides you with a list of all the predefined roles and theirdescriptions.

Once you have decided on particular roles, call the transaction for maintaining roles and copythese roles in the customer name range.



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Activity group

Description

SAP_FI_TV_ADMINISTRATOR


User MenuDescription

HARVARD

Authorizations

User

Date

Time

01.03.2000

08:30:02

MOOREUser

Date

Time

16.03.2000

16:08:02

Profile name T_80000027Profile text Profile for activi ty group SAP_FI_TV_ADMINISTRATOR

Status Current version is generated

Last change

Information about authorization profile

Change authorization data

Maintain authorization data and generate profiles

Maintain Roles

Created

Author izat ion Concept

Creating authorizations and authorization profiles: Authorizations are generated automatically based on the menu functions selected previouslyusing the profile generator. The profile generator can not, however, provide "default values"that suit all enterprises for all authorizations. This means that they will have to be revisedmanually as well by the authorization administrator, together with the user departments and theauditors. Using org. levels you can maintain many authorization fields at once, which simplifiesthe manual revision work considerably.

Once the authorizations have been maintained and satisfy the requirements of the enterprise,the authorization profile can be generated. Only now do the authorizations it contains takeeffect. A profile can contain a maximum of 150 authorizations. If the number of authorizationsshould exceed this level, the profile generator automatically generates additional profiles for

the activity group. The name of the profile (SAP note 16466) consists of 12 characters, ofwhich the first 10 can be changed during the first generation; the two remaining charactersserve as counters. The second character of the name may not be an underscore (_).

By clicking the field with an ellipse you can call the screen shown on the next slide.



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Maintain Activity Group: Authorizations InformationOpen Changed Maintain. Org.levels...

Maintain: 0 Unmaint. org. levels 0 Open fields Status:Unchanged

SAP_FI_TV_ADMINISTRATOR FI Travel Management Travel administrator

+ ManualManual-

+

-

-

-

Cross-application authorization objectsFinancial accounting

ManualManual

Maintain.Maintain.

Travel Planning

Travel Planning

Travel Expenses

Travel Expenses

Cost center Personnel areaEmployee groupEmployee subgroupEmployee groupingOrganizational key

Operation and 'Old status'Personnel number check'New status' when saving

Company code

**

**

*

*

*

*

*

*

Maintaining Authorizations

The above excerpt of an authorization profile for a travel administrator shows you an exampleof one of the SAP predefined profiles. You will learn how to change these authorizations on thefollowing pages.



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Fields Values(Authorization example)

'New status' wh en saving

Company code

Cost center

Employee group

Employee grouping for Travel Management

Employee subgroup

Operation and 'Old status'

Organizational keyPersonnel area

Personn el number check

31

*

*

*

*

*

W ,R* ,W31

**

O

Author izat ion Object

For Travel Management there is the authorization object FI: Trip data which provides you withaccess protection in regard to travel expenses and dialog control of trip data.

The authorization object FI: Trip data contains 10 fields (system elements which requireprotection), for which you can assign authorizations (values). The values in a field are checkedvia an OR link.

You can define any number of authorizations for an object. You store the number ofpermissible values for the fields in the object.

A user can only perform an action for travel expenses if he successfully passes theauthorization check for each field stored in the object.



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'New status' wh en saving 31

means

1.place Request status

2.place Settlement status

Operation and 'Old status'W31

means1.place Operation

2.place Request status

3.place Settlement status

Field AUTHS

Fields and Values

Values

ValuesField AUTHF

Examples for the characteristic values for the authorization field AUTHS:- 21 Request approved, to be settled- 3* Trip

Examples for the characteristic values for the authorization field AUTHF:- R41 Read an approved trip that is to be settled- W Create a new trip- W22 Change an approved request that is settled- D1* Delete a request- X41 Settle an approved trip that is to be settled

For more detailed information, see the documentation for the respective fields.



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"All" personnel

numbers

can be maintained

User can maintain

"all" personnel

numbers except

his own

User can only

maintain his

own personnel

number

Personnel number check (AUTHP)

Possible values

O * E

Assignment User Name - Personnel Number

If a user is only supposed to process trip data for his own personnel number or for certainpersonnel numbers, this can be controlled via the authorization object FI Travel expenses inthe Personnel number check authorization field. The following values can be assigned to thisfield:

- O The user can only maintain his own personnel numberExample: decentralized concept

- E The user can maintain all personnel numbers except his ownExample: department office

- * All personnel numbers can be maintainedExample: central concept

If you want to define the characteristic O or E in the authorization field Personnel number

check for a user, you must have entered the link between personnel number and thecorresponding user in the Infotype Communication (0105), subtype SAP System system user

name (0001).



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Understand the basics of the authorization and

roles concepts

Maintain the Travel Management authorization

object and use role-based menus

Author izat ion Management: Review




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Use Travel Management reporting tools

Create your own queries

Reporting: Objectives




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Course Overview

Overview




The Euro

Optical Archiving





Form Structure



Reporting





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Travel Expenses Statistics

Travel Management

Travel expenses

Information system

Diverse Trip Reports

Tools

Trip statistics

Trip Receipts

Who is Where? Search for Trip Destinations

General Trip Data/Trip Totals

Trip Receipts without General Trip Data

Find Documents using Maximum Rate

Trip Cost Assignment

Cost Assign ment Trip without General Trip Data

Gen. Trip Data/Totals/Receipts/Cost Assignment

You will find the statistics report for Travel Expenses in the menu under Information system. Here are

two such reports as examples:

- General Trip Data/Trip Totals

This report is used to analyze the general trip data and trip totals (total amount of trip,

reimbursement amount, advances, and so on). The most important general trip data and trip totals

are list for each trip.

- Who is Where? Search for Trip Destinations

This query of the FI travel expenses analyses provides a basic list, diverse statistics (sorted by trip

destination, for example) and ranked lists that, for example, contain information about the frequency

of trips by trip destination.



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Automat ic Generation of Trip Statistics Data

T.prov.v ar. Name

01

02

10

...

German settlement

Swiss settlement

...

U.S. settlement... ...

Travel Management Statistics Data:

Update of statist ical data

No update of statistical data

Update statistical data after trip save

Update statistical data via batch program

Update statistical data in accounting program

Using the IMG activity Define structure of trip statistics you can determine whether the statistical data is

to be updated in Travel Management and if so, the procedure to be used.

In the trip statistics the most important trip data is updated in different transparent tables to enable

efficient reporting. The following tables are currently updated:

- PTRV_SHDR Trip amounts, such as reimbursement amount and totals cost of a trip

- PTRV_SREC Trip receipts with expense types and receipt amounts in local and

foreign currency

- PTRV_SADD Additional receipt data, such as receipt reason and business partner

- PTRV_SCOS Cost assignment of a trip

We recommend that you use the SAP standard Update statistical data after trip save.



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Manual Generation of Trip Statistics Data

Execution opt ions

Process backlog data

Set up statistics data

Delete statistics data

Reorganize statistics data

Testrun - no DB changes

List format

Overview

Detailed

Chris Miller 98020

Trip total: 785,00

Trip receipts

Cost assignment

Addi t ional data

Table selection

Trip totals (PTRV_SHDR)

Trip receipts (PTRV_SREC)

Addit. data (PTRV_SADD)

Cost assignment (PTRV_SCOS)

Statisti cs Manager

The report RPR_UPDATE_TRAVEL_STATISTICS is used to rebuild and maintain the trip statistics. It

is, however, only relevant if in the IMG activity Define structure of trip statistics you chose the setting

No update of statistical data or if you after an upgrade, for example, also want to generate statistics for

old trips. This report generates the same statistical data as the automatic generation of trip statistical data.

The report has the following execution options:

- Process backlog data Generates statistical data as batch job

- Set up statistical data Generates completely new statistical data

- Delete statistical data Used for data inconsistencies

- Reorganize statistical data Deletes statistical data of all archived trips



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Travel Management Queries

User User

User group (SAPQUERY/FT)User group (SAPQUERY/FT)

InfoSet (/SAPQUERY/FITV)

Logical DBLogical DB

PTRVPPTRVPQuery

Information system

Trip Statistics

Diverse Trip Reports

Tools

The InfoSet /SAPQUERY/FITV is delivered built up on the Travel Management logical database

PTRVP. An InfoSet summarizes all the relevant table fields for reporting and, for example, long texts to

key fields and work fields.

The user group /SAPQUERY/FT contains the queries defined via the InfoSet and delivered by SAP (in

the global work area, that is, as client-independent objects).

You can call the query transaction for the special Travel Management user group from the menu, under

Tools. Here you can also create your own, customer-specific queries.

By transporting the InfoSet and the user group to the standard area you can also create queries that are

only available in one client.



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User Group Query/SAPQUERY/FT

Query

User Group Queries/SAPQUERY/FT: FI Travel Expense Report ing

Query Title Func. area

DESTINATIONS...

Who is Where? Find Doc......

/SAPQUERY/FITV...

Display

Change

Description

Create

ExecuteQuick Viewer

No. of Trips (Totaling Field)

Trip Type - Enterprise

Trip Segment: End Date

Date of Last Change

Trip Segment: Beginning Date

Region of Main Destination

Reason for Tr ip (e.g. Cust./Req.)

General trip data

...

Func. groups

Employee Org. Assignm.

General trip data

Trip Status/Periods

Trip TotalsTrip Receipts

Addit ional Receipt Data

Cost Assignment

...

Proc. Fields

The fields available in a query are structured in field groups via the InfoSet. These correspond with the

relevant database tables in Travel Management .

Once you have chosen the field groups you can select the required fields.

You can also define fields as additional selection options for the selection screen of the query. However,

many selections exist automatically via the logical database and its dynamic selections without having to

be defined in the query.



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Output Lists of a Query

Definitio n of Statistic

FieldLoc.

Name of t rip country...

No. Srt Var % Lgth Text

2 1

1 2 25

Trip country/country gr.

No. of trips (add.field)

Trip Segment: End date

3

4

... ...

Statistic: Trip Destinations by Location

Location

BerlinFrankfurt/Main

Bordeaux

Paris

London

...

Ctry

DEDE

FR

FR

GB

...

Trip country

GermanyGermanyFrance

France

Great Britain

...

Number Share

in %

47

1

2

2

...

8 %14 %

2 %

4 %

4 %

...

The output of a query can be made up of several lists:

A basic list

Several statistics

Several ranked lists

A basic list can be compiled from the field list of the InfoSet using the graphical Query Painter.

A statistic is defined by the specification of the sequence and sorting of the fields to be output.

For a ranked list the sequence of the fields and a numerical field are specified as criteria.

When the query is executed all the records that correspond to the selection options are output in the basic

list separately, from which the statistics and ranked lists are calculated.



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Display Technical Data for a Trip

Cluster TECluster TE

PCL1PCL1

PTRV_PERIO

PTRV_HEAD

Tr ip 1: Header infoPeriod info(Period 000)

Tr ip 2: Header infoPeriod info

(Period 000)

.

.

.

Tr ip n: Header infoPeriod info(Period 000)

Trip 2 (Period 000)

- Header information- Period information- Receipts- Add. destinations

- History...

- Settlementresults

Direct

access

Overview of trip Details of trip

The general trip data can be found in the transparent tables PTRV_HEAD; data on individual trip

periods is in the transparent table PTRV_PERIO. Detailed data, for example, receipts or advances, for

individual trip periods is stored in the PCL1 database, in cluster TE. This data forms the basis for

generating statistical data.

There are two reports you can use to control the trip data stored in cluster TE:

- Using the report Overview of trips (RPROVIEW), you can display all of an employee's trips. By

selecting the Overview of trips parameter, you can first obtain an overview of the trips for one or more

employees, or you can display the contents of the transparent tables per trip number right away. From

that point, you can go on via trip number to the display of detailed trip data.

- The report Details of a trip (RPCLSTTE) displays the contents of the entire cluster TE per employee.

Here, too, you can first obtain an overview of the trips for one or more employees, or you can display

cluster TE by trip number directly. The contents of the respective transparent tables are output asadditional information.



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Use Travel Management reporting tools

Create your own queries

Reporting: Review



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Reporting Exercises

Unit: Reporting

Topic: Creating a Query


• Create a query for the user group /SAPQUERY/FT

15-1 Create a Query with the Following Capabilities:

A statistic is required that gives both the absolute number as well as the percentage of trips

made to the countries traveled to (including the names of the countries).

Query name: Group XX

Note: Create the query in the standard area (client-specific). To do this, use the transaction

for maintaining queries under the menu option Environment → Query areas and select the

entry Standard area (client-specific).



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Reporting Solutions

Unit: Reporting

Topic: Creating a Query

15-1 Creating a Query


Travel expenses → Information system→ Tools.

The Query from User Group /SAPQUERY/FT: Initial Screen appears.

• From the menu option Environment → Query areas, choose the entry Standard area

(client-specific).• Enter the name of the query (Group XX) and choose Create.

• In the dialog box that follows, select the InfoSet /SAPQUERY/FITV . Enter a title of your

choice and leave the remaining input fields unchanged.

• Choose the function Next screen.

The Create Group XX: Select Field Group screen appears.

• Select the General Trip Data field group and choose the function Next screen.

The Create Group XX: Select Field screen appears.

• Select the following fields:

- Number of Trips (Totaling Field)

- Trip Country

- Name for Trip Country

and then choose the function Statistics.



(C) SAP AG AC270 15-14

The Create Group XX: Statistic 1 Structure screen appears.

• Enter a title of your choice.

• To create a line structure, in the No field enter a 3 for the number of trips, a 1 for the tripcountry and a 2 for the name of the trip country.

• Define a sort order by trip country key by entering a 1 in the Srt field for the trip county.

• Determine the output of a percentage rate by selecting the % field for the number of trips.


• Test your new query by choosing Test .

• In the dialog box that follows leave the Variant field blank and continue.

• In the query selection screen, either enter your personnel number or leave all the selectionfields blank.

• Execute the query.



(C) SAP AG AC270 16-1

© SAP AG 1999

HR mini master record for Travel Management

Vendor master record maintenance

Contents:

HR Master Record (Mini-Master)/AutomaticMaintenance of Vendor Master Records



(C) SAP AG AC270 16-2

© SAP AG 1999

HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Objectives

Create a mini master record for an employee

Create a vendor master record corresponding

with the personnel number




(C) SAP AG AC270 16-4

© SAP AG 1999

...

Overview

PersNo. ..... 98020Begin ..... 01.01.XXXX

Action:

PersNo. 98020 Chris Miller

Actions Infotype Menu

Travel exp. (min i master)

Personnel ActionsPersonal Data

Org. Assignment

Travel Privil egesPersonal Data

Org. Assignment

Travel Privileges...

The Human Resources System stores the different categories of employee data in respective Infotypes.

An employee's address, for example, is made up of town, street, and house number, data which is stored

in the Infotype Addresses (0006).

Each Infotype has a name ID and a number ID. You can use these IDs to call up an Infotype during

master data maintenance directly or via an Infotype menu option.

The transaction Personnel actions groups Infotypes, which represent a certain human resources activity

(for example, hiring a new employee). Each personnel action contains precisely those Infotypes for

which data must be entered in connection with the respective activity and presents these Infotypes to you

one after the other for maintenance.

For travel expense settlement, the necessary Infotypes are grouped in the TE (mini master) action.

The actions TE mini master or Organizational reassignment (TE mini master ) can be called from the

SAP Easy Access menu under Travel Management , Person-related master data. To do this, you create anew personnel number (if no personnel master record exists yet) or maintain the respective employee

data successively.

SAP AG provides you with the program RPUSTD00 as a copy reference for transferring old personnel

master data.



(C) SAP AG AC270 16-5

© SAP AG 2002

Maintaining HR Master Data: Travel Expenses

Personal data

Last name Mil ler

First name

Travel privil eges

R.grp t ravel costs

R.grp M/A statutory

9


E.grp expense type

Org. assignment

Company code 1000

Personnel area 1000

Chris

PersNo. 98020 Chris Mi ller

Travel Expenses

Personal Data

Org. Assignment

Travel Privileges

Cost center 3200

Miller

The most frequently used infotypes are classified thematically in different menus (in master data

maintenance). You can build the menus to suit your own requirements. You do this by determining the

infotypes and the order in which they appear in the menu. The infotype menu Travel Expenses is

delivered as standard with Travel Management. You reach this via the SAP Easy Access menu, under

Travel Management , Person-related master data.

Two basic options for maintaining Infotypes can be distinguished:

Existing infotype records are to be changed (corrected)

Infotype data is to be entered for the first time

In the case of a correction, the old record is usually delimited and a new record is added. This guarantees

the history of the infotype records.

By means of period selection, you can accurately access the infotype records valid in each respective

case.



(C) SAP AG AC270 16-6

© SAP AG 1999

Adapting User Procedures: Actions

PersNo. 98020 Chris Miller

Personn el action s

From

Action type . . .

Travel Exp.

Org. reassign.

(Mini master)

(TE Mini master)Change

actions menu

Create personnel

action types

Determine

info groups

In action maintenance, you can add or remove personnel actions in the Personnel action menu. You can

also define your own actions.

In this case, you first define the info group (2 places, numerical). Then you assign the Infotypes that you

want to edit during the action to this info group.

In the standard version, SAP provides you with the info group 56 Travel Expenses (mini master) and

info group 57 Organizational reassignment (TE mini master).

In a second step, you define the personnel action type (2 places, numerical) that matches your chosen

personnel action and specify its work area by assigning it to the relevant info group.

The standard version includes the personnel action types 56 Travel Expenses (mini master) and 57

Organizational reassignment (TE mini master).

In a final step, you assign the action types to the action menu TR. Here you determine the menu that

appears when you call the transaction Personnel actions from the area Travel Management , Person-related master data. Here you can also add to or remove existing actions.



(C) SAP AG AC270 16-7

© SAP AG 1999

Adapting User Procedures: Infotype Menu TR

SAP Easy Access:Travel Management

Travel ExpensesInfotype menu: TR

Personal data

Org. assignment

Travel priv ileges

User group No. Infotype... Infotype text

00

00

00

. . .

01

02

03

0002

0001

0017

IMG: Master data maint.:

PersNo. 98020 Chris Mil ler

Travel Expenses

Personal data

Org. assignment

Travel privileges

The IMG activity Change Infotype menu makes it possible for you to add or remove the Infotypes listed

per personnel number in the SAP Easy Access menu under Travel Management, Person-related master

data, Maintain.

In this case you maintain the Infotype menu TR Travel Expenses. Adapt this to suit your requirements.

You can, of course, include an Infotype in more than one menu.

You can define the menu depending on the user group UGR from the parameters for user master data.



(C) SAP AG AC270 16-8

© SAP AG 1999

Maintaining Corresponding Vendor Master Records

Pers.No.

4711 Chris Miller

98020

Vendor

Create, change, lockCreate, change, lock

vendor master recordsvendor master records

from HR master recordsfrom HR master records

HR Infotypes Reference vendor

From the SAP Easy Access menu, under Travel Management , Person-related master data, Create

vendors, you can call the program Create/Change/Lock Vendor Master Records from HR Master

Records (RPRAPA00) to create a batch input session for creating and maintaining person-specific

vendor master records on the basis of HR master data.

You need to prepare the following Infotypes from HR master data: Actions (0000), Organizational

Assignment (0001), Personal Data (0002), Addresses (permanent residence) (0006) and Bank Details

(0009).

All the other data required for a vendor master record is taken from the reference vendor. You enter this

as a parameter when you start the program. Please remember that, for this reference vendor, you must

make reference data available for all company codes which could be relevant according to HR master

data. You must also ensure that the reference vendor is assigned to an account group with internal

number assignment. If you do not enter a house bank in the reference vendor, it is determined via feature TRVHB according

to the employee's organizational assignment.

The HR employee master record is linked with the relevant vendor master record via the personnel

number entry in the company code section of the vendor. Using the search help Vendors by personnel

Number , you have fast access to the corresponding vendor master record via a specified personnel

number.



(C) SAP AG AC270 16-9

© SAP AG 1999

HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Review

Create a mini master record for an employee

Create a vendor master record corresponding

with the personnel number




(C) SAP AG AC270 17-1

© SAP AG 1999

System infrastructure

Country-specific information

Glossary

Contents:

Append ix/System Infrastructure



(C) SAP AG AC270 17-2

© SAP AG 1999

HR FI

TRV

SP

HR

TRV

HRSP

HR

HRSP

HR

HRSP

ALE

HRSP

ALE FI

TRV

FI

ALETRV

ALEFI

1)

2)

3)

4)

SP

SP

HRSP

HRSP

SP

Travel Management and System Infrastructure

Travel Management (TRV) can be used:

1. Together with Human Resources (HR) and Financial Accounting (FI)

2. Together with HR but with a separate FI

3. Together with FI but with a separate HR

4. Separately to both HR and FI

Depending on the chosen configuration Support Packages (SP) or HR Support Packages (HR SP) must

be imported into the the respective systems.

The necessary ALE settings can be taken from ALE-QuickStart (see Note 200066).



(C) SAP AG AC270 17-3

Explanatory Notes to Travel Management and System Infrastructure

Slide

Advantages and Disadvantages of Cases 1) to 4)

1) Travel Management, HR and Accounting in one system

Advantages:

- Not necessary to distribute:

• HR master data

• Travel expense results to HR

• CO receivers

.

- Validation of CO receivers is carried out locally

- Synchronous posting of travel expense settlement results to Accounting

Disadvantages:

- HR, Accounting and Travel Management must have the same release status

- Not very flexible

- Possible capacity problems

2) Travel Management and HR are in separate system to Accounting

Advantages:- No distribution of travel expense results to Human Resources required

- Travel Management and Accounting can have different release statuses

- Existing Accounting systems can be connected

Disadvantages:

- Remote validation of CO receivers in Accounting via ALE

- For a correct input help of CO receivers these have to be replicated in the Travel

Management System

- To automatically create person-related vendor master records the HR master data(Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in the

Accounting System via ALE

- Asynchronous posting of travel expense settlement results to Accounting via ALE. To

guarantee that the posting to Accounting is successful, the posting run must be

validated before it is transferred

3) Travel Management and Accounting are in a separate system to HR

Advantages:



(C) SAP AG AC270 17-4

- No distribution of CO receivers required

- CO receivers are validated locally

- Payroll and Travel Management can have different release statuses

- Synchronous posting of travel expense settlement results to Accounting. In this case receiptswith errors can be discard from the posting run

Disadvantages:

- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be

replicated via ALE

- Travel expense results for Payroll have to be replicated via ALE

- Both Support Packages and HR Support Packages have to be imported into the Travel

Management/Accounting System



(C) SAP AG AC270 17-5

4) Travel Management, Accounting and HR are all in separate systems

Advantages:

- Payroll, Travel Management and Accounting can have different release statuses

- Offers maximum flexibility

- Existing Accounting and HR Systems can be connected

Disadvantages:

- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to bereplicated in the Travel Management System via ALE

- To automatically create person-related vendor master records in Accounting the HR masterdata (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in

Accounting via ALE

- Travel expense results for Payroll have to be replicated via ALE

- Remote validation of CO receivers

- For a correct input help of CO receivers these have to be replicated in the Travel ManagementSystem

- Asynchronous posting of travel expense settlement results to Accounting via ALE. To

guarantee that the posting to Accounting is successful, the posting run must be validated

before it is transferred



(C) SAP AG AC270 17-6

© SAP AG 1999

Criteria

Cases Case 1 Case 2 Case 3 Case 4

Replicatio n of HR master data

via ALE

Replicatio n of CO objects vi a

ALE (for F4 help)

Validation of CO objects

Transfer to FI

Replicatio n of TRV settlement

results in HR via ALE

Different release status possibl e

Adaptabi li ty to exist ing system

infrastructures

HR Support Packages must also

be imported into FI

no FI FI TRV and

FI

local remote

via ALE

local remote

via ALE

no no yes yes

no HR/TRV no TRV

sync. sync.async. async.

no HR/TRVand FI

HR andTRV/FI

HR and TRVand FI

poor good good very good

no no yes no

*

*

Criteria for Choosing a System Infrastructure

Note: A validation of the posting run must always be made before travel expense settlement results are

transferred asynchronously to Accounting. Only then can you be sure that the data to be posted can

always be posted to Accounting.

* Only necessary if the person-related vendor master records are to be created or maintained

automatically.



(C) SAP AG AC270 17-7

© SAP AG 2002

Deductiontype

Domestic/International

Tax

deduction

--

--

--

Enterprise-spec.deduction

18%18%

30%30%

30%30%

FF

MM

A A

--

--

--

...

UU II 4.504.50 --

--UU A A 20%20%

Deductions (German Rules)

The system can process the following deductions:

- Deduction of breakfast per diem included in hotel amount (here the statutory deduction amount can

be taken into consideration)

- Deductions from per diems for meals due to gratuitous entertainment,

- Deduction of cost of living savings from an individual receipt for meals

The following entry values are valid for the deduction types; they are fixed in the system and can not be

defined by the user:

- F Deduction of breakfast from per diem for meals

- M Deduction of lunch from the per diem for meals

- A Deduction of dinner from the per diem for meals

- R Minimum reimbursement after deductions

- N Free overnight stay- U Deduction of breakfast from accommodations receipt amount

The deductions can be stored as percentages or as absolute amounts.

According to the German wage tax guidelines, the deduction types F, M, A, R, and H are only valid until

the end of 1996.



(C) SAP AG AC270 17-8

© SAP AG 2002

Accommodat ionsincl. breakfast

100.00 EUR

HotelGolden

StagInvoice

98020 Chri s Mill er

Expense receipts


AmountInput tax

Hotel

100.00 Euro

1Number From

08.03.XXXXTo 09.03.XXXX


No.breakfasts 1 Breakfasts are deducted from accommodation receipt

Description

Location

Country DE Region

Breakfast not Itemized on AccommodationsReceipt (1) (German Rules)

EUREUR 100.00100.00-- EUREUR 4.504.50

EUREUR 95.5095.50

Input Tax 16%

This function complies with German wage tax guidelines.

If you are entering an accommodations receipt that includes breakfast costs, enter also the number of

breakfasts and the country in which the accommodations costs were incurred.

By entering the country/region key, you determine the relevant per diem for meals, which is the basis for

calculating a breakfast deduction. The system automatically applies the correct deduction.



(C) SAP AG AC270 17-9

© SAP AG 2002

Hotel in

Germany

1 SR 100.00 EUR

Hotel in

Austri a

1 SR 100.00 EUR

EUR 100.00

-EUR 4.50

EUR 95.50

EUR 100.00

-EUR 7.00

EUR 93.00

Meals per diem

EUR 35.00 * 20% = 7.00

Breakfast not Itemized on AccommodationsReceipt (2) (German Rules)

Deduction from accommodations receipt due to breakfasts not itemized (in accordance with German

wage tax guidelines).



(C) SAP AG AC270 17-10

© SAP AG 1999

SEDK

8:00 10: 00 17: 00 21:00

DK

Breakfast: -15% of the

Danish per diem

Lunch: -30% of the

Swedish per diem

Dinner: -30% of the

Danish per diem

Deductions: Danish Settlement

For each hour of the business trip 1/24 of the relevant, country-specific daily rate is reimbursed. For

settlement purposes the changeover to the next destination takes place on the next full hour.

If the traveler receives a free meal, the following percentages are deducted from the respective daily rate

for the country in which the traveler had the meal.

Breakfast: 15%

Lunch: 30%

Dinner: 30%

You must enter the date and time for the meal.

Using the IMG activity Check travel expense constants you can define default times for the deductions:

Breakfast: B_DED

Lunch: L_DED

Dinner: D_DED



(C) SAP AG AC270 17-11

© SAP AG 1999

Mo.: 01.11.XXXX Tu.: 02.11.XXXX We.: 03.11.XXXX

SEDK NO

2. D ø g n SE 3. D. NO1. D ø g n DK

8:00

8:00

21:00 20:00 16:00

16:008:00

Breakfast 2.11.XXXX, 07:45:-10% of the Danish per diem

Trip it inerary

Per diems

Deductions: Norwegian Settlement

The calculation of the daily rate per "D ø g n" (corresponds to a 24 hour interval from the start of the

trip) depends on where the traveler was during the largest part of the D ø g n.

If the traveler receives a free meal, deductions are made from the daily per diem as follows:

Breakfast: 10%, but maximum NOK 55.00

Lunch: 40%, breakfast plus lunch = 50%

Dinner: 50%

You must enter the date and time for the meal.

Using the IMG activity Check travel expense constants you can define default times for the deductions:

Breakfast: B_DED

Lunch: L_DED

Dinner: D_DED



(C) SAP AG AC270 17-12

© SAP AG 1999

BusinessInformationWarehouseServer

AdministratorWorkbench

BAPIBAPI

3rd party OLAP

client

SAP BWR/3 R/2 LegacyFile Provider

OLAP Processor OLAP Processor

Staging EngineStaging Engine

BAPIBAPI

Business

Explorer

Meta DataRepository

Data-base

... for Travel Management

Business Information Warehouse Reporting

A further possibility for the evaluation of Travel Management data with increased performance is

offered via the SAP Data Warehouse - the Business Warehouse (BW).

For this type of evaluation reporting data can, if necessary, be extracted from several R/3 systems into a

special BW System. There it is stored in a form that is optimized for reporting purposes. The evaluations

can then be handled very efficiently and flexibly via an analytical processor.

Business Warehouse evaluations are available for Travel Management beginning with the BW Release

2.0A.

The extraction of the data from the R/3 System is supported beginning with the R/3 Release 4.5B.



(C) SAP AG AC270 17-13

Glossary AC270

account, symbolic

Object in Travel Management for posting to Accounting. The number of symbolic accounts and their

characteristics represent the different expenses and liabilities that occur as travel expenses and are to be

posted to Accounting. The symbolic accounts are assigned to accounts in Financial Accounting. This

guarantees the account determination when posting to Accounting.

additional travel expenses

Receipts that do not belong to the following classifications:

• Travel costs

• Meals

• Accommodations

adjustment run (Personnel Management)

An adjustment run occurs when payroll accounting is repeated for the current payroll period to correct

mistakes. Unlike retroactive accounting runs, adjustment runs are performed in the current month for

payroll runs that are not yet complete.

business trip

Professional task performed by the employee away from his home and regular place of work.

document (Controlling)

Proof of a cost accounting posting This posting can be made both within (such as distribution) and outside

(such as primary posting in FI) the CO module.

document (Financial Accounting)

Proof of a business transaction. A distinction is made between original and data processing (DP)

documents.

• Original documents include incoming invoices, bank statements and carbon copies of outgoing

invoices

• DP documents include accounting, sample and recurring entry documents Whereas accountingdocuments are a representation of the original document in the system, sample and recurring entry

documents are simply templates that ease the entry of accounting transactions.

document type (Financial Accounting)

Key that distinguishes the business transactions to be posted. The document type determines where the

document is to be stored as well as the account types to be posted.



(C) SAP AG AC270 17-15

feature

Objects that can take on different characteristics depending on the organizational unit. Thus a feature and

its characteristics can control different processes.

hiring transaction (Personnel Management)

Personnel action, whereby all the relevant data concerning a newly hired employee is entered in the system.

Examples:

• Personnel number

• Activity

• Cost center

HR master data (Personnel Management)

Data relating to employees that remains relatively constant over a period of time.

Examples:

• Personnel number

• Name

• Address

• Bank details

• Social insurance number

• Health insurance fund

individual statement

Settlement of the actual travel expenses incurred by an employee and documented by means of receipts.

information subtype (Personnel Management)

Detailed subdivision of an information type. This can be divided into subtype if the possible field contents

result in differing formalized characteristics.

Examples:

• Information type Communication

Subtypes system user name SAP System (SY-NAME), credit card number• Information type Address

Subtypes home address, vacation address

Subtypes permanent residence, temporary residence



(C) SAP AG AC270 17-16

information type (Personnel Management)

Contains system controlling characteristics, such as attributes, time connections, and so on. The data is not

stored according to fields in the HR database, but are grouped according to logical viewpoints.

Examples:

• Infotype Personal data

• Infotype Organizational assignment

• Infotype Travel privileges

local currency (Financial Accounting)

Currency of a company code (balance sheet currency) in which the local ledgers are managed.

maximum rate

Maximum amount that can be reimbursed per diem when settling meals per individual statement.

maximum rate for meals

The limit that the sum of all receipts for meals for one day is not allowed to exceed.

meals per diem

Additional expenses for meals are calculated for each trip day with a certain per diem rate.

payroll (Payroll)

Calculation of the remuneration, tax amounts, insurance amounts, and other pay of an employee for a particular payroll period.

Structure

A payroll run contains several items. An item represents the result of the evaluation in relation to the wage

type.



(C) SAP AG AC270 17-17

payroll area (Personnel Management)

Organizational unit that groups together employees for whom payroll is run at the same time and in the

same way.

Usage

A payroll area determines the time of the payroll run, the earliest retroactive accountable payroll period, the

retroactive accounting recognition and the periods for the payroll run. The exception is the payroll area "No

payroll run for these employees". A payroll run is not carried out for the employees assigned to this payrollarea.

Examples:

• Industrial workers (monthly, on the 4th day of the following month)

• Salaried employees (monthly, on the 15th day of the month)

• Company pensioners (monthly, on the 20th day of the previous month)

• Weekly wage earners (weekly, on Friday)

per diem / flat rate settlement

Payment of an employee's travel expenses by per diem or flat rate. Reimbursement is calculated withoutconsideration of the actual travel expenses incurred. There are three different types of rates:

• Flat rates for travel costs

• Per diems for meals

• Per diems for accommodations

period parameter (Payroll)

Two-digit numerical parameter that defines the time interval for which a payroll area is settled. A payroll

area is assigned to just one period parameter. The respective period to be settled is determined via the

period parameter.

Structure

In the standard version parameter values are defined for monthly, once a week, once every two weeks,

quarterly, and so on.

Example

If the payroll period 01 is assigned to the period parameter 01 (monthly) for the year 2000, then January

2000 is meant.

personnel action (Personnel Management)

Series of Infotypes that are added, changed, completely or partially deleted or delimited in the HR System,for the reason specified (hiring, cost center change, withdrawal, and so on). The sequence of the Infotypes

that are to be edited using these actions is defined in the HR System.



(C) SAP AG AC270 17-18

personnel area (Personnel Management)

Organizational unit representing an area within an enterprise delimited according to personnel

administration, time management and payroll criteria.

Usage

Person-related regulations are determined on a personnel area and personnel subarea level. The regulations

can have a statutory, collective agreement or company-internal nature.

Structure

Personnel areas are divided into personnel subareas.

Integration

A personnel area is assigned to just one company code where the values that affect the personnel area and

are relevant to financial accounting are added to. Just one pay scale area, pay scale type and public holiday

calendar are specified for one personnel subarea.

Example:

The personnel area in a software company can be divided into the subareas development, training and

administration.

personnel calculation schema (Payroll)

Describes the order and content of a program run. A personnel calculation schema consists of instructions

on how to perform time evaluations, payroll runs or payroll result evaluations and defines the instruction

sequence.

personnel file (Personnel Management)

Displays all the data entered for an employee.

retroactive accounting (Payroll)

A payroll run is repeated for a period for which payroll accounting has already been performed in the

payroll past. Retroactive accounting is triggered during the payroll run for the current period if certain

master and time data affecting the payroll past has been changed in the meantime. Only changes to masterand time data are relevant to retroactive accounting since previous payroll results must be corrected. A

retroactive accounting limit can be set for the whole company and/or for just one employee.

retroactive accounting period (Payroll)

A past payroll accounting period for which the payroll run has been repeated. The retroactive accounting period refers either to an individual employee or to a payroll area.

retroactive accounting period, earliest (Payroll)

This is the period that lies furthest in the past for which retroactive accounting can take place. The

retroactive accounting run is made for a payroll period for which the payroll run has already been carried

out. The earliest retroactive accounting period is determined for a payroll area, whereby the system also

takes the starting date of an employee into consideration.



(C) SAP AG AC270 17-19

subschema (Payroll)

A subschema is a personnel calculation schema that is called up in another schema using the COPY

function. A subschema does not have to be executable.

travel costs flat rateTravel costs are evaluated per mile/kilometer according to a certain flat rate for miles/kilometers.

travel privileges

Employee-relevant parameters for travel expense settlement.

trip currency

Currency in which the results of the travel expense settlement is presented per trip.

trip destination

Location (town/city and country) in which a business trip takes place. A distinction is made between the

main destination and (one or more) stopovers.

trip provision

Guideline for determining the reimbursement of travel expenses and the method by which they are taxed.

Integration

Trip provisions are defined for one respective trip provision variant. Together with the different influencing

factors (such as trip type, trip activity, trip country, reimbursement group) they determine the per-diem/flat-rate, maximum and deduction amounts.

value of flat rate for travel costs

Value used for calculation of miles/kilometers with the travel flat rate.