Travel Management

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

looks after the entire life cycle of business travel for your organization, integrated
ith !"# Financial$s and %uman &esources it provides the folloing
#rocess online travel booking
Implement effective travel policies across corporate
'se an international travel solution, including ta(ation and fiscal compliance
Travel management can process pre-trip approval, online booking, e(penses reporting
and data arehousing, ith process optimization it can help a business reduce indirect
travel costs as ell as loer travel agency transaction fees) Travel management from
one place can help ith the initial re*uest through planning and online booking, to the
submission and settlement of travel e(penses) The application can be synchronized
ith the booking information of the leading reservation systems, you can easily
enforce your travel policy, optimize purchasing agreements or rates, evaluate travel
e(penses and perform cost planning and forecasting, the application can use multiple
languages and has pre-defined country support to meet any legal re*uirements)
+ou can access the Travel ,anager or Travel -(penses izards via the transaction
codes belo
Transaction Code Screenshot
Travel Manager TRIP
Travel Expense Manager PR05
Process Flow
The process flo covers the re*uesting and planning of a trip, accounting the travel
e(penses and ta(ation (payroll accounting), posting of the travel e(penses (FI
accounting) and clearing (controlling or Funds management) according to the
allocation-by-cause principle, there are .. steps
.) The person submits a travel re*uest (T&) to his/her manager, the T& ill
contain destination, dates, purpose of the trip, the transportation, any
accommodations, travel advance and the estimate for the entire trip
0) The manage ill either approve or re1ect it (alterations can then be made)
2) The T& is then re*uested and approved, the traveler can then make use of
several payment options, including cash payment, check, bank transfer for
payment of the travel advance amount, the paid amounts are forarded for
posting to financial accounting)
3) 4nce the T& has been approved the traveler determines the available travel
services such as flight, hotel, train, etc, and books them using the !"# system,
the reservation is made in an e(ternal reservation system that is connected to
the !"# system)
5) 6hen the traveler has recorded the travel plan (T#) the booking code (#7&) is
entered in the processing *ueue of the travel agency, the agency confirms the
details and makes any changes necessary hich are sent back to the !"#
system
8) The T# is also transferred to the appropriate manager for approval, once
approved the tickets are then sent to the traveler
9) 4nce the trip has been completed the traveler completes the travel e(pense
report, ith any supporting information, receipts, the company ill then
perform some checks to make sure that is meets company travel regulations
:) The report is then sent to an appropriate manage for approval, once approved it
can be settled
;) The system determines the travel e(pense result hich may include the amount
for reimbursement for the trip, the system prepares the travel e(pense results to
suit the method of payment chosen by the traveler and makes it available to the
corresponding components (FI, <4, #ayroll, etc)
.=) The traveler is no paid back any reimbursements through payroll via check,
bank transfer
..) The traveler receives a travel e(pense statement ith all the relevant trip details
together ith the accounting information
Configuration
+ou have multiple choices to setup the travel management into %& and accounting
("<)
Travel management HR and
AC in one system
The travel management and accounting system can each have a different release status and you can connect to the existing accounting
system, you do not need to distribute travel expenses results to payroll accounting but you do need to replicate CO receivers ith the
travel management system to provide correct input help for CO receivers! To create person related vendors automatically you need to
replicate the "R master data in the accounting system via #$% &#pplication $in' %nabling(, as this is posted asynchronously you need to
validate the posting run before it is sent to accounting!
Travel management and HR
in one system separated
The travel management and payroll system can each have a different release status, you can validate the CO receivers locally and you
do not need to distribute to the CO receivers, hoever you need to replicate the travel expense results for payroll accounting via #$%!
from AC
)ou can synchronously post travel expense results to accounting, again to create person*related vendors automatically you need to
replicate the "R master data in the accounting system via #$%! )ou need to import both the #C and "R support pac'age into the travel
management and+or accounting system!
Travel management and AC
in one system separated
from HR
This option has the maximum flexibility because payroll, travel management and accounting are in three different systems, they can
all have release statuses as ell! )ou can also connect to the existing non*,#P accounting and "R systems, the "R data has to be
replicated in travel management system via #$%, you also need to underta'e a remote validation of CO receivers, this setup ill call
for an asynchronous posting of travel expense results to accounting via #$%, you ill need to validate the posting run before it is sent
to accounting!
before you chose one of the methods above you need to revie your company$s on
travel ork flo and trip-check rules for processing and approving business trips,
hat other systems you ill use, etc) +ou also need to decide hat processing areas
you need to use travel re*uests or travel planning ith travel e(penses or 1ust travel
e(penses alone, you can even use the travel management independently from the rest
of the !"# application environment as ">- can provide you ith any links to earlier
releases)
Number Ranges
"ll trips are assigned a uni*ue number either e(ternally or internally (e have
covered number ranges in multiple sections), e ill use the IMG,
I have created the folloing personnel areas
4nce the personnel areas have been created e can create the number ranges using
transaction code PR10,
Travel Request
The travel re*uest is a unit of information that is submitted by a traveler and then
approved by a manager, you use it to book a trip or for re*uesting advanced travel
payments, from the managers vie it contains all the travel information (trip date and
time, destination, reason, estimated cost, advanced amount re*uired, etc) that is
re*uired to approve the trip) "lready configured in the systems are travel service
relating to flights, car rental and train, you can add additional travel services such as
ferry, shuttle, etc) +ou can use the IMG
In the belo screenshot you can see the other travel services that I have configured
grouping I - for sales office determination that ill allo you to assign
different users and employees to different sales offices for booking travel
services
co!e" ot#er service - a category for the travel service
PNR - use if you ant to integrate this travel service ith a #7& of the
reservation system, you need to implement the ?"dI
FIT#@T&"V->@#>"77I7A
fiel! control - select hatever you need and the re*uirement level
7e(t e define the travel medium and estimated costs to be approved, e ill use
the IMG,
In the configuration screen you can see the list of travel services, by double-clicking
on a service you can see the details of that service
to be approve! - you ill see the travel re*uest (in the 6eb Byn#ro "?"#
user interface) shoing the particular travel medium (rental car, hotel, etc)
under means of transportation or types of accommodations as an indicator that
the user can set
enter estimate! costs - this is similar to the above
t$pe - type has to category accommodation or transportation
categor$ - further categories the type
sorting - the travel medium at the appropriate position in the means of
transportation or accommodation to be approved in the travel re*uest, for
e(ample if you enter . for the medium hotel, then the hotel ill be displayed at
the top of the to-be approved list that is displayed in the 6eb Bynpro "?"#
user interface)
Travel Planning
Travel planning can help ith reducing costs since it can be integrated into an e(ternal
reservation system, users ill be able to vie price information, availability, etc) +ou
ill need to sign up to this service to a company that can supply a reservation system,
for e(ample "madeus, !"?&-, ?I?-, %&!, Aalileo, etc)
6e start by define the reservation service providers using the IMG,
6hen you sign up to a reservation system you need to obtain the AB! codes and map
them to the !"# codes, you can then synchronize the to systems and even compare
the travel preferences of !"# and AB!
7e(t e need to maintain the identifiers for the sales office, using the IMG,
7e(t e setup the ticketing and booking for each of the sales office
The ne(t fe configuration can all be accessed via the IMG in the belo paths
Then e setup the parameters to access the e(ternal reservation system, you have to
setup a &F< connection (use transaction code %M&') and then link the &F< to the
sales office, use the IMG to access this configuration
+ou can then define the groupings for accessing e(ternal travel reservation system
then maintain the categories for each grouping keys that you have defined, again use
the IMG,
7o that e have configured the technical parameters you can configure the
geographical situation hich can be an I"T" (International "ir Transport "ssociation)
location for maintaining the company-specific trip rules, the !"# system comes ith
some delivered, use the IMG
+ou can maintain additional information relating to travel service providers (flights,
hotels, car rentals), you can maintain specific e(ceptions from determining the cabin
class (for e(ample) for each of the airline carriers for specific routes, you can use
the IMG,
+ou can setup rates and discount that you have agreed ith the service provider, these
rates and discount ill then be apply during reservation and *ueries, you first define
contracts (that can be used in the global reservation system during best-price flight
*uery) for company specific flights, you can also configure the airline programs
(fre*uent flier miles or reards) for corporate customers, this can also be applied to
hotels and car rental), e can use the transaction code%()*R(+1000+,-, hen
the usage is mandatory is selected the system searches in the entry transactions of
travel planning for flights ith the negotiated rate as per the belo, in order to arrive
at the airfare, the system ill alays use this rate even if there are cheaper rates)
7e(t e can define the discounts using transaction code %()*R(+1000+.&, most of
belo is self e(plaining
!isc t$pe - it is possible to have a discount amount and a percentage as ell
appl$ !iscount !uring price !etermination - if selected the discount is
applied during the reservation process otherise the system ill calculate the
discount for all reservations but the discount ill be applied during year-end
settlement beteen your company and the service provider
7e(t e ill look at the trip rules and profiles, I ill list all the paths from the I,A
belo, you can then create a trip rule as per on the right hand screenshot
Then e can define the evaluation criteria for the *uery result, the rule belo is for all
flights beteen the '! and Capan using the Capan "irlines Intl service, you can also
define lo-cost airlines for specific routes, etc
7o e define the class using transaction code %()*R(+1000+01,
7e(t e specify the class rules using transaction code %()*R(+100++//, the class
rules ith the trips ill be used in the profile later
The travel policy defines a number of specifications for the traveler, it brings together
the trip rules and the class rules, first e need to setup the activity types, hich
determine ho is going to pay for the trip your company or you can bill to another
company, e ill use transaction code %()*R(+1000+/' to setup the activity type
6e ne(t need to setup the priorities using transaction code %()*R(+1000+&.,
7o e can define the travel profile hich ill bring together the category, trip rules,
the class rules and priority using transaction code %()*R(+1000+'1,
Then e use transaction code %()*R(+100+00&, on the initial screen make sure you
select the travel profile, you are then taken to the change/vie screen
To add to the profile use the new entries button and you can add any number of
combinations
4nce you have defined the profile it time to assign employees using transaction
code %()*R(+1000++', the T&V<# for travel planning is in a tree-like structure for
assigning the individual employees to the travel profiles
#rocess control parameters enable you to customize the system settings for dialog and
planning control, as ell as payments methods and payment method groups, they also
maintain the travel agency$s processing statuses) First e ill define the groupings for
the travel planning control using transaction code %()*R(+10000,/,
7e(t e define the groups from the payment methods using the IMG,
7e(t e assign the payment methods to the payment groups using transaction
code %()*R(+100+00+, you can pay by personal credit card, company credit card,
cash or invoice (e(ternal companies))
Travel 12penses
Travel e(penses enable you to settle all the travel related costs of a traveler, you can
have to models centralized or decentralized in your company, this helps in checking,
processing (receipts) and other documents centrally, you can use country-specific
travel e(pense functionality as !"# provides you ith the statutory trip regulations
and per diem limits stored in specific versions to meet the re*uirements of various
countries) 6e no to to configure several settings e start ith the master data using
transaction code %()*R(+100''.+, on the initial screen you can copy/restore, delete
of define the trip provision variant, this helps to classify the trip provisions based on
country-specific accounting methods, for e(ample :. - '! accounting (,DI-) is used
for accounting meals and incidental e(penses hile .= - '! accounting (docs) is used
in receipt accounting or area of validity (such as the public sector), basically the
variant contains the rules for determine ta(es regarding e(penses
!"# already has a number of variants configured, if you don$t have them configured
then copy them from client (===)
Then you assign this variant to your organizational areas using the IMG, notice that
A? has =: and '!" has .= hich as hat e sa above
The global settings hich are defined for each of the trip provision variants contain
country grouping of !"# payroll applicable for the age types
Trip currency ( .- company code currency, 0 - 4fficial currency as specified by
public authorities or 2 - specified country)
!ettlement currency for trips in foreign currency ( . - trip currency, 0 -
reimbursement of foreign currency receipts in trip currency but all other
advances or receipts settled in trip currency, 2 - trip or hard currency)
Type of input ta(, e(change rate type (, - translation at the average rate, is the
default option)
'nit for distance
+ou can use transaction code %()*R(+100'',-,
+ou can also maintain valid entry values for the control parameters for trip costs
accounting (vehicle types, vehicle classes, statutory meals, accommodation
reimbursement groups, employee groupings for travel e(pense types, and travel
management) hich can be stored for each employee ithin his/her master data in
Infotype travel privileges, you can also define the control parameters for travel
privileges ;trip areas, statutory trip types, service provider)) -very travel receipt in the
system ill be stored ith the valid e(pense type (representing e(penses toards
meals, telephone charges, mobile call charges, magazines, ta(i fare, etc), you ill
need to define the re*uired e(pense type per trip provision variant that you ill be
using, you can use transaction code %()*R(+100'/.-,
7e(t e define the ma(imum rates and default values for e(pense types for individual
receipts for all the re*uired trip provision variants e can use transaction
code%()*R(+10100/0, from the initial screen you can see all the configured options,
use the new entries button to create a ne configuration
+ou can also define if you ant to allo simultaneous accounting of individual
receipts and per diem (daily alloance) or flat rates for the e(pense category like
meals, accommodation, travel costs, etc, e can use transaction
code %()*R(+101000/,
7e(t e can configure the reimbursement amounts for travel costs, accommodation,
meals, etc besides configuring the per diem deductions, e start ith defining the
miles/km$s cumulation (per trip, yearly cumulation ith the period as specified by the
employee, etc) hich determines hen you need to reimburse a employee for the
amount he/her has traveled using there on transportation, this can also be a flat rate
across all vehicle types and classes, e can use transaction code%()*R(+10100,,,
7e(t e define the flat rates for traveling costs using transaction
code %()*R(+100'''/, you can see that an number of of flat rates have been
configured, on the right hand screenshot you can see a flat rate for cars up to .=== cc
capacity
The vehicle classes and reimbursement groups can be seen belo
7e(t e ill define and assign the re*uired age types for each of the e(pense types,
the age type is a payroll term that is made up of characteristics that are dependent on
the tasks carried out by that age type, these characteristics ill determine ho to
process the age type, e ill use transaction code%()*R(+100+00,, !"# comes
ith many age types already configured, the first age type contains the total
receipt amount in a receipt, if you split the meal receipt amount into ta(able and non-
table portion, then the first age type ill denote the ta(-free portion and the second
age type ill denote the ta(able component, you can have only the first age type)
+ou can assign age types to travel e(pense types for per diems/flat rates using
transaction code %()*R(+100++',, this screen describes the age type a bit better
you can see the ta( free and the ta(able more clearly
To transfer the result from travel e(pense to FI, you need to maintain the connection
beteen age types and the A/> accounts in FI through symbolic accounts, you then
assign the symbolic account to the A/> account, this help in that you don$t need to
change the age type-symbolic account assignments hen changing the A/> account,
e start by using transaction code %()*R(+100++'1,
wage t$pe - the age type hich e discussed earlier
s$mb312pense account - an identifier for the symbolic e(pense account, the
first position means ill be a E or - hich represent if it is a debit (E) or a credit
(-) entry is to be made in the A/> account, the second and third positions denote
the name of the symbolic account assigned to the age type
w4o C5 Recevr - Indicator for accounts that are not cost elements in
<ontrolling
s$m3acct3offset3entr$ - !ymbolic account for offsetting entry for e(pense
account posting, If you have not specified an e(plicit symbolic account, the
symbolic account RR is used)
,n! s$m3acct3offset3entr$ - used if credit data needs to be transferred to FI
7e(t e convert the symbolic account to the e(pense account so you need to assign
the symbolic accounts to the e(pense A/> in the logical system for FI to post the trip
costs, you also need to define ho an employee account ill be determined as
customer or vendor accounts, e start by using transactionPRT-, select %&T on the
initial screen,
The left hand screenshot details the trip costs postings and e(pense accounts, the right
hand screenshot determines hether the employee is a vendor or a customer, in this
case it is as a vendor, here e maintain a search entry FG# in the account field for
general modification .&&, for customer search maintain that entry as FBB)
+ou also need to maintain the number ranges posting runs (transaction code PR1, -
left hand screenshot) and trip transfer documents (transaction code PR11 - right hand
screenshot ) to transfer the travel e(penses results to FI)
1mplo$ee %elf6%ervice 71%%8
The --! (-mployee !elf !ervice) is a package that allos employees themselves
creating, changing or display their on data using the enterprise portal, you ill
enable access to employee personal data, compensation related information, orking
time including applying and tracking leave, travel planning and reimbursement of
e(penses, etc) I ill only be giving you a high level introduction on -!! and ill
leave you to !"#$s document on ho to setup -!!) If setup -!! you need to perform
the folloing
donload and install the business package for -!! from !"#
+ou then need to create the -!! users and provide them ith the necessary
authorizations to access -!!, create and assign -!! roles to the employee ho
ill be using -!!
<onnect the -!! homepage to the individual business area like orking time,
compensation and personal data
,ake technical settings including transporting entries in client === that ill all
be handled by the basis team
Integrate of Travel Planning an! 12penses
4nce integrated you ill be able to transfer the date (trip specific date, cost
distribution, receipts, etc) from travel plan (for a trip) to the travel e(pense report that
ill help in generating the re*uired e(pense receipts, e ill using the IMG,
7o e can activate integration using transaction %()*R(+1000++0,
Integration into Pa$roll
+ou can transfer travel accounting results into payroll accounting, hen both travel
management and payroll accounting are on separate systems (connected via ">-) or
in the same logical system again e using the IMG,
+ou ill also need to use transaction code P101, to enable the transfer you need to
include the schema '&-I in the payroll accounting logical system in the country-
specific accounting schema '===( for '! accounting), A&-I in the payroll
accounting logical system in the country-specific accounting schema A=== (for 'G),
etc)
Reports
"s ith components of FI there are a number of reports that can be used, I have listed
the most common ones used in the table belo,
Report Description Transaction Code
-usiness volume ith car rental companies S_AHR_6!6"#6
-usiness volume ith hotel chains, hierarchical S_AHR_6!6"#$
Cost assignment for trip S_AHR_6!6%!%
determination of employees ith exceeded trip days S_AHR_6!6%
.eneral trip data+totals+receipts+cost assignment S_AHR_6!6%!&
.eneral trip data+trip totals S_AHR_6!6%!
"ierarchical overvie of flights by airline S_AHR_6!6"'(
Overvie of flights by airline S_AHR_6!6"#!
Overvie of planned trips S_AHR_6!6"##
Tic'et information for flights S_AHR_6!6"#"
Travel expense reporting by period S_AHR_6!6%!#
Trip receipts S_AHR_6!6%!"
Trip receipts ith general trip data S_AHR_6!6%!$
/ho is here0 search for trip destination S_AHR_6!6%!6
"ll the reports can be accessed via the !"# menu as per the belo screenshot