HR10: Travel Management

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HR10 Travel Management
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PLEASE SWITCH OFF YOUR MOBILE PHONE
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Course Prerequisites

• Basic knowledge of personal computer operation
• SAP Navigation and Basics
• Basic knowledge and experience in Travel
  Management

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Course Objectives

• To gain understanding of key business processes
  of the Travel Management Module
• To gain understanding of main terms and
  definitions of the Travel Management Module.
• To understand menu paths and perform required
  transactions pertaining to Travel Management.
• To understand how to report on Travel Management
  data.

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Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

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Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

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Table of contents
Course Map
Module 7 Travel Management Reporting

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Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand the basic concepts in Travel Management

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Content

• mySAP Terminology
• Business Impact Analysis
• HR Overview
• Travel Management

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My SAP Terminology
Existing SEC Term New My SAP Term
Input of trip facts (central/decentralized) Travel Expenses
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Business Impact Analysis
No Impact Title Old SEC Process New SEC Process
1 Book Travel Manually Employees will book travel via ESS
2 Create Travel Expense Manually Employees will create expense via ESS
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Human Resources Overview
Personnel
Travel Management
Administration
Time Management
Payroll
HR Information System
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Travel Management

• Travel requests (business/training/annual
  leaves/medical travel) will be initiated by
  employees (training and business assignments) via
  training coordinator or Timekeeper in each
  department
• If the travel requires an exit/re-entry visa for
  the Employee, the travel coordinator will pass
  the request to passports to issue the visa.

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Travel Management

• Passports will potentially have access to
  employees leaves to make sure employees get the
  visa for the required leave request and not for
  another one.
• Flights manual by travel coordinator
• Payment of the advance required for each trip
  will be done via Accounts Payable

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Any Questions ?
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Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand the integration of Travel Management
  with other SAP Modules

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Content

• Planning and settlement of trips
• Travel Management / HR Master Data
• HR Master Data Requirements
• Travel Management and HR Payroll / FI / CO

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Travel Management Integration
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Travel Management Integration

• The integration of SAP Travel Management
  guarantees a system for managing business related
  trip expenses from initial travel requests
  through to Financial Accounting, with provisions
  for subsequent corrections and retroactive
  accounting as necessary.

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Travel Management Integration

• The Main Travel Management Integration points
  within the SAP system include
• HR Personnel Administration
• HR Payroll
• FI / CO Via HR Payroll

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Travel Management / HR Master Data
HR Master Data

• Personnel Data (0002)
• Organizational Assignment (0001)
• Travel Privileges (0017)
• Bank Details (0009)
• Off-Cycle Payments (0267)

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HR Master Data Requirements

• Each employee must have at least the following
  Infotypes before going on a business trip
• Organizational Assignment (0001)
• Personal Data (0002)
• Travel Privileges (0017)
• Bank Details (0009)

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HR Master Data Requirements

• HR master data and the control parameters stored
  in infotypes, as well as entered trip facts all
  flow into Travel Planning and Travel Expenses.

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Travel Management And HR Payroll / FI/CO
HR PAYROLL

• Transfer to HR Payroll
• Transfer To Financial Accounting
• Via Accounts Payable

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Travel Management And HR Payroll / FI/CO

• The Travel Management Module interfaces with
  the HR Payroll Module and to FI/CO through
  Accounts Payable.

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Any Questions ?
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Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

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Content

• Module Objectives
• Travel Request
• Initial entry of Travel Request

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Module Objectives

• Upon completion of this module, you will be able
  to
• Do the Initial entry of travel information.

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Travel Request
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Travel Request

• A Travel Request is an information unit that
  contains all necessary information a Traveler
  wants to forward for
• Approval
• Advance payment
• The travel request is part of the Travel Manager
  entry scenario that accompanies the whole process
  of a business trip from the request, planning and
  booking, through to its settlement.

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Initial Entry Of Travel Request
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Travel Request

• The travel request can include the following
  information as required
• Trip date and time
• Trip destination and reason
• Additional destinations during the trip (trip
  itinerary)
• Required trip advances
• A cost center that differs from the master cost
  center, to which the travel expenses are to be
  assigned.
• Any additional notes/comments for the trip
• The number of travel services required (flights,
  hotel room, car rental, rail trip)
• Estimated total cost of trip.

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Travel Request

• If corrections are necessary, the administrator
  informs the employee and suggests corrections to
  be made. Once corrections are made, employee
  re-submits request for approval.

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Any Questions ?
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Demonstration and Exercises

• Please refer to your Exercise Guide
• Entry of initial business trip data without
  advance (WI-HR-TRIP)
• Entry of initial business trip data with advance
  (WI-HR-TRIP)

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Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

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Content

• Module Objectives
• Travel Request Approval
• Approval with advance via Off-cycle payment
• Approval via Accounts payable
• Approval of trip without advance
• Approval after the trip
• Business Procedures

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand the Approval of business trips with or
  without advances
• Understand the Business Process of
  business/training/annual leaves/medical travel

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Travel Request Approval
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Travel Approval

• Approval of a business trip occurs when the
  Travel Manager has satisfied himself of the
  correctness of all business trip facts and has
  given his authorisation.
• Approval may occur in
• Approval without advance or advance via Accounts
  Payable
•  

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Approval With Advance Via Accounts Payable

• Reimbursement of travel expenses via Accounts
  Payable

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Approval Via Accounts Payable

• Emergency business trip approved and advance
  money is needed immediately.
• Based on approval of business trip by department,
  HR approves advance payment via AP.
• Finance makes the payment based on abovementioned
  authorizations through Accounts payable.
• Recovery and settlement process as usual via
  Accounts Payable.

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Approval of trip without advance

• The trip request has no request for advance.
  Hence, no advance is paid.

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Travel Approval

• All trips with the status approved / to be
  settled are settled via the settlement program.
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Approval After The Trip

• After his trip, the employee submits trip data to
  the concerned 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.
•  

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Approval After The Trip

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• 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
  informs the employee so that changes can be made.

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Business Procedure Business Assignments
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Business Procedure Training Assignment
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Business Procedure Annual Leave Travel
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Business Procedure Medical Travel In-Kingdom
200 km
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Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

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Content

• Module Objectives
• Travel Advances via Accounts Payable

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand what Travel Advances is
• Understand the procedure of Travel Advances

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Travel Advances

• A trip advance is a temporary re-imbursement
  amount for expected travel expenses.
• If an advance is to be paid to the employee,
  processing will be carried through via
• Accounts payable

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Travel Advances Via Accounts Payable

• This occurs where employees business trip
  advance is paid in emergency by Finance
  department after special authorization from HR
  Department.
• Approval of HR is obtained on the copy of the
  approved trip request and passed to Finance to
  trigger direct cash payment to employee.

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Any Questions ?
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Demonstration and Exercises

• Please refer to your Exercise Guide
• Approval business trip with advance

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Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

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Content

• Module Objectives
• Travel Expenses
• Transfer to Payroll
• Travel Expenses Reimbursement

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand the Settlement of travel expenses

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Settlement Of Travel Expenses
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Settlement of Travel Expenses

• Travel expenses are settled once the results are
  transferred to Accounts Payable.
• Trips must fulfill the following requirements
  before the system includes them in settlement
• Time of trip must precede the end date of the
  payroll period.
• Approval status must be trip approved.
• Settlement status must be set to settled.

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Travel Expense Reimbursement
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Any Questions ?
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Demonstration and Exercises

• Please refer to your Exercise Guide
• Business trip settlement (WI-HR-PR05)

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Table of contents
Course Map
Module 7 Travel Management Reporting

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Content

• Module Objectives
• Overview of Reporting Tools
• Travel Management SAP standard Reports
• Demonstration and Exercises
• Course summary
• Conclusion and SAP Help

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Module Objectives

• Upon completion of this module, you will be able
  to
• Understand the Running of travel management
  reports

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Travel Management Reports
Travel Management SAP Standard Reports
Car rentals
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Travel Management Reports
Information System Menu Path
Travel Management Standard Reports
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Any Questions ?
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Course Summary

• You should now
• Have an understanding of the basic concepts in
  Travel Management and its integration with other
  HR applications, especially, Personnel Master
  Data and Payroll.
• Understand the entire travel management process
  from initial requests to final settlement.
• Understand the differences between approvals via
  regular payroll and off-cycle payments.
• And how to run travel management related reports.
  
• Relate learning on this course to YOUR role and
  SEC SAP user profile.

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Conclusion and SAP Help

• Contact your local Site Technical Support Team if
• you experience technical problems
• you experience printer problems
• your used-id is locked
• you have forgotten your password
• Contact your local Site User Administrator if
• a new user needs to be created
• you experience authorizations problems
• Use transaction /NSU53 to get detailed info about
  your authorization problem. Save this and send it
  to your local Site User Administrator
• Find training materials and more information on
  the Nebras Education and Training
  website http//

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