Travel Management

Sl.No Topic Pages

1 Introduction 2

2 Features & Functions 4

3 Travel Management Flow Diagram 4

Flow Diagram Explanation 5

4 SAP Integration Modules 6

1. Travel Management Explanation 6

2. Travel Request 7

1. Flow diagram 7

2. Travel Request Features 7

3. General Trip Data 8

4. Trip Preferences 8 3. Travel Expenses 9

1.Travel Expenses Features 9

2. Travel Expenses Flow 9

5 SAP Screen Shots Reference 10

1.Initial Create Travel Request 11

2. General Trip Data 12

3. Transportation 13

4. Expenses 14

5. Overall Trip Report 15

6 Business Benefits 16

7 Outline for MY Ovs 17

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Travel ManagementTravel management covers the request, planning and booking of trips, as well as the

settlement of travel expenses and the transfer of settlement results to other business function areas. The integration of SAP Travel Management guarantees the benefits of synergies that increase efficiency and reduce process cost.

Role of Travel Management in SAP HR

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Features & Functions

SAP Travel Management provides an end-to-end solution for managing business travel. The solution provides features and functions that allow you to perform:

Travel planning and online booking

SAP Travel Management enables business travelers to book flights, hotels, cars, and country-specific rail options, as well as look up related information. In addition, the application fully supports communication with travel agencies, making interactions more efficient.

Travel expense management

With easy-to-use functions that speed the entry and processing of travel expense reports and streamline accounting and settlement processes, SAP Travel Management reduces the administrative workload associated with travel expense accounting. Integration with SAP's mobile time and travel composite application enables offline access to expense reports, so travelers can create new reports and enter receipts.

Corporate policy control

SAP Travel Management enables you to control both travel planning and travel expense management according to corporate travel policies. Online booking can be controlled by policy parameters, helping travel managers bundle travel volumes to preferred providers and negotiated fares. Management can implement effective travel policy strategies and easily control travel budgets for the global enterprise or institution, ensuring internal policy compliance as well as national legal and tax compliance.

Travel management reporting

SAP Travel Management supports decision-making and facilitates the development and implementation of new travel management strategies. Preconfigured reports help you consolidate valuable

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Flow

Reservation System Employee/Traveler Employer/Company

Request trip

Book travel services

Reserve travel services

Complete trip

Enter expenses

Approve expenses via Workflow

Prepare data

Post and pay expenses.

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Document Flow

Request tripA business trip needs to be taken. The traveler enters the frame data and travel services (flight/hotel/car/train) he will need for his trip. This request can create a notification or request for approval to the manager.

Book travel servicesThe traveler checks online which flights, hotel rooms and rental cars are available and books them for the period required in real-time. The booking is routed to a connected agency and travel documents are issued automatically.

Reserve travel servicesThe documents for the travel services booked are created automatically. The internal travel center or the travel agency responsible issues the ticket.

Complete tripTrip takes place (external activity).

Enter expensesTraveler enters all relevant on-trip expenses in the expense report himself with little manual data entry. The expense report is prepopulated with data known from the travel plan and/or credit card clearing.

Approve expenses via WorkflowThe Travel Administrator checks the consistency of the expense report. The Manager Generic can then approve the expense report so that the reimbursement can take place.

Prepare dataThe system prepares the trip data for transfer to the customer's other SAP components, such as FI, HCM, CO. There may be separate systems for some of these components.

Post and pay expensesThe system transfers the settlement results to Financial Accounting, Controlling, Funds Management and possibly Payroll. The system transfers the reimbursement amount to the employee.

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SAP Integration (Two Parts)

The following data from Travel Planning is transferred automatically to Travel Expenses in SAP Travel Management:

Date and time Reason, destination Receipts with airfares, car rental prices and hotel prices Stopovers

Travel Expenses an automatic transfer can be made to:

Financial Accounting (FI) Payroll (HR) Controlling (CO)

TM Brief Explanation:

Travel Request Travel Expense

Travel Request:

Flow Diagram Features Explanation

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Features:

The travel request covers the following entries:

trip date and time

trip destination and reason

any other destinations during the trip (itinerary)

required trip advances

different cost center to the master cost center, to which the travel expenses are to be assigned

additional notes to the trip

number of travel services required (flight, hotel room, car rental, rail trip)

estimated total cost of trip

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General Trip Data

The entries in the following data areas are optional:

i. Add. Destinations: Enter the destinations of any additional trip segments that follow the first destination.

ii. Trip advance: If you require a trip advance, enter this here. The advance amount is converted into the expenses amount directly. The entry for the required advance is used as information for approval of the travel request at a later date and forms the basis for the payment.

iii. Alternative cost assignment for entire trip, if other than CA: Here you can assign 100% of the costs for the entire trip to one account assignment

Trip Preferences

The individual preferences of the traveler are also taken into consideration in Travel Planning. Travelers abide automatically by the enterprise-specific rules. However for the planning and booking of transportation and accommodations they can also enter personal preferences that are, if possible, taken into consideration by the travel service provider. These personal preferences are only taken into consideration if they agree with the enterprise rules.

A traveler can, for example, make the following entries:

• Flight reservation

− Smoker/non-smoker seat − Meals choices − Seat suitable for the disabled

• Hotel reservation

− Room type − Preferred hotel chain

• Car rental reservation

− Air conditioning − Manual or automatic gearbox − Preferred make of car

• Participation in customer programs of travel service providers

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Travel Expenses Features of Travel Request Flow for Travel Expenses

Features: Post incurred travel expenses correctly via integration to R/3 Financial Accounting (FI)

Clear them according to the allocation-by-cause principle in R/3 Controlling (CO)

Calculate resulting taxes in R/3 Payroll (HR)

Flow

1. After the trip has been taken, the traveler completes his or her travel expense report, including all necessary data and documents. The system takes all the statutory and enterprise-specific specifications stored in Customizing into consideration and checks the consistency of the entries with these specifications.

2. The expenses department checks the travel expense report and the original documents and receipts. Now the travel expense report is sent to the superior for approval, who can then release it for settlement.

3. As soon as approval is granted, the trip is settled in the R/3 System: On the basis of the trip provisions set for the relevant traveler, the system determines the travel expense results, especially the amount for reimbursement. To determine the reimbursement amount, you can choose between per diem/flat rate reimbursement and reimbursement according to individual receipts for meals, accommodations and travel costs; for all other categories, reimbursement on the basis of individual receipts must be used.

4. The travel expense results are prepared to suit the method of payment chosen and made available to the corresponding components (Financial Accounting, Payroll, Controlling, Funds Management) with the appropriate additional information.

5. The payment of reimbursement amounts can now take place as follows: − By check − Via Payroll − Via Financial Accounting − By bank transfer to the employee's bank account (via DME)

The travel expense results are always, however, transferred for posting to Financial Accounting. Transfer of amounts to Controlling takes place via Financial Accounting.

6. The traveler receives a travel expense statement with the relevant trip data and the corresponding settlement results.

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Functionalities in SAP TM Screen Shots

General Trip Data Additional Destinations Advance Alternative Assignment for Cost Center for entire Trip Transportation Details

o Flighto Traino Hotel o Car

Estimated Cost Expenses

1. Initial Screen: Travel Request

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2. General Trip Data Travel Request Screen: 1

3. General Trip Data Travel Request Screen: 2

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4. Transportation Details Travel Request Screen: 1

5. Transportation Details Travel Request Screen: 2

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6. Transportation Details Travel Request Screen: 3

7. Transportation Details Travel Request Screen: 4

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8. Expense Details Travel Request Screen: 1

9. Expense Details Travel Request Screen: 2

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10.Approval for estimated amount/ Request performed vice-versa

11.To Display list of trip and expenses Screen:1

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12.To Display list of trip and expenses Screen:2

Business Benefits

Automated monitoring of bookings against company’s travel policy and traveler's preferences ,Better fare negotiation

Multinational fiscal and legal compliance for expense processing Full integration into SAP ERP Financials, SAP ERP HCM Independence of travel agency office hours - anytime, anywhere Single point of entry -> High adoption rate and reduction of process costs Automatic policy compliance Automated subsequent processing steps Accelerated reimbursement cycle Room for strategic tasks at travel department Reduced process costs resulting from travel planning/online booking Reduced process costs resulting from processing & approval workflows Reduced process costs in travel request and offline ordering due to paperless

process Reduced process costs due to credit card clearing and advance simplification Reduced process costs due to expense reporting as electronic self-service and one-

time entry Reduced process costs due to streamlined monitoring and fewer quality checks Reduced process costs due to transparent data in controlling

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