Travel & Expense

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• Travel Expense
• Automation in SAP

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Advantages to Automated Travel

• Fast mileage
• reimbursement.
• Approval with electronic
• signature.
• SAP submission.
• Turnaround time cut in half.
• FAST

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Travel Overview

• The Travel Expense Automation procedure in SAP
  allows travel requests
• and trip expense statements to be created in
  SAP.
• These SAP documents are linked directly to the
  financial human resource modules.

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Travel Roles

• Creator
• Traveler Create own trips-SAP/ESS
• Travel Coordinator Create own trips and trips
  for others
• Travel Approver
• Approve travel related requests
• Accounting
• Audit Expense Reports and submit for payment

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Seven Step Process

• Travel Request Created
• Travel Request Approved
• Trip Completed
• Trip Expense Report Created
• Trip Expense Report Approved
• Audit by Accounting
• Payment Issued

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Travel Request

• The traveler or travel coordinator
• creates a Travel Request in SAP/ESS.
• Once the request is completed, it is
• submitted to the designated travel
• approver for approval.

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Travel Request Approved

• The travel approver receives an e-mail with four
  processing options
• Approve
• Reject
• Return for Changes
• Delegate Approval
• The traveler and/or coordinator receives an
• e-mail notifying them of the status of the
• request after the approver acts upon it.

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Trip Completed

• The traveler completes the trip.

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Trip Expense Created

• The traveler or coordinator creates a Trip
  Expense Statement in SAP/ESS.
• When the statement is completed, it is submitted
  to the designated travel approver for approval.

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Trip Expense Approved

• The travel approver receives an
• e-mail requesting approval.
• Once approved, the traveler and/or coordinator
  receives an e-mail notifying them of the status
  of the expense statement.

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• NOTE Complete and thorough reviews of
  reimbursement expenses must be made to ensure
  that they are reasonable, necessary, and relate
  to a business purpose for UNL.

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Audited by Accounting

• Once the Trip Expense Statement
• passes audit with Accounting/AP,
• it is submitted for payment.

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Payment Issued

• The State processes the payment.

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Travel Process Overview
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Travel Policies and Procedures

• We still follow the current travel policies
• Receipts are required
• Scanned attachments
• Original receipts

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Electronic Signatures

• Electronic signatures are valid for
• travel expense statements.
• I Accept Return for Changes

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Coordinator Enters Trip Expenses

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Traveler Notification

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Expense Statement Approved

• Travel approver approves
• the Travel Expense Statement.
• Coordinator receives an
• e-mail which will display the
• approved Travel Expense
• Statement.

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Traveler may enter travel expenses through ESS
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Mileage

• Workflow will now automatically settle approved
  TRIP Expense Statements for mileage only.

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Remember!

• Fast mileage
• reimbursement.
• Approval with electronic
• signature.
• SAP submission.
• Turnaround time cut in half.
• FAST

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Questions?