Title: HR10: Travel Management
1HR10 Travel Management
2PLEASE SWITCH OFF YOUR MOBILE PHONE
3Course Prerequisites
- Basic knowledge of personal computer operation
- SAP Navigation and Basics
- Basic knowledge and experience in Travel
Management
4Course 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.
5Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications
6Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses
7Table of contents
Course Map
Module 7 Travel Management Reporting
8Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications
9Module Objectives
- Upon completion of this module, you will be able
to - Understand the basic concepts in Travel Management
10Content
- mySAP Terminology
- Business Impact Analysis
- HR Overview
- Travel Management
11My SAP Terminology
Existing SEC Term New My SAP Term
Input of trip facts (central/decentralized) Travel Expenses
12Business 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
13Human Resources Overview
Personnel
Travel Management
Administration
Time Management
Payroll
HR Information System
14Travel 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.
15Travel 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
16Any Questions ?
17Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications
18Module Objectives
- Upon completion of this module, you will be able
to - Understand the integration of Travel Management
with other SAP Modules
19Content
- Planning and settlement of trips
- Travel Management / HR Master Data
- HR Master Data Requirements
- Travel Management and HR Payroll / FI / CO
20Travel Management Integration
21Travel 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.
22Travel Management Integration
- The Main Travel Management Integration points
within the SAP system include - HR Personnel Administration
- HR Payroll
- FI / CO Via HR Payroll
23Travel Management / HR Master Data
HR Master Data
- Personnel Data (0002)
- Organizational Assignment (0001)
- Travel Privileges (0017)
- Bank Details (0009)
- Off-Cycle Payments (0267)
-
24HR 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)
25HR 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.
26Travel Management And HR Payroll / FI/CO
HR PAYROLL
- Transfer to HR Payroll
- Transfer To Financial Accounting
- Via Accounts Payable
27Travel Management And HR Payroll / FI/CO
- The Travel Management Module interfaces with
the HR Payroll Module and to FI/CO through
Accounts Payable.
28Any Questions ?
29Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications
30Content
- Module Objectives
- Travel Request
- Initial entry of Travel Request
31Module Objectives
- Upon completion of this module, you will be able
to - Do the Initial entry of travel information.
32Travel Request
33Travel 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.
34Initial Entry Of Travel Request
35Travel 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.
36Travel 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.
37Any Questions ?
38Demonstration 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)
39Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses
40Content
- 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
41Module 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
42Travel Request Approval
43Travel 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 -
44Approval With Advance Via Accounts Payable
- Reimbursement of travel expenses via Accounts
Payable
45Approval 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.
46Approval of trip without advance
- The trip request has no request for advance.
Hence, no advance is paid.
47Travel Approval
- All trips with the status approved / to be
settled are settled via the settlement program. -
-
48Approval 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. -
49Approval After The Trip
-
- 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.
50Business Procedure Business Assignments
51Business Procedure Training Assignment
52Business Procedure Annual Leave Travel
53Business Procedure Medical Travel In-Kingdom
200 km
54Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses
55Content
- Module Objectives
- Travel Advances via Accounts Payable
56Module Objectives
- Upon completion of this module, you will be able
to - Understand what Travel Advances is
- Understand the procedure of Travel Advances
57Travel 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
58Travel 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.
59Any Questions ?
60Demonstration and Exercises
- Please refer to your Exercise Guide
- Approval business trip with advance
61Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses
62Content
- Module Objectives
- Travel Expenses
- Transfer to Payroll
- Travel Expenses Reimbursement
63Module Objectives
- Upon completion of this module, you will be able
to - Understand the Settlement of travel expenses
64Settlement Of Travel Expenses
65Settlement 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.
66Travel Expense Reimbursement
67Any Questions ?
68Demonstration and Exercises
- Please refer to your Exercise Guide
- Business trip settlement (WI-HR-PR05)
69Table of contents
Course Map
Module 7 Travel Management Reporting
70Content
- Module Objectives
- Overview of Reporting Tools
- Travel Management SAP standard Reports
- Demonstration and Exercises
- Course summary
- Conclusion and SAP Help
71Module Objectives
- Upon completion of this module, you will be able
to - Understand the Running of travel management
reports
72Travel Management Reports
Travel Management SAP Standard Reports
Car rentals
73Travel Management Reports
Information System Menu Path
Travel Management Standard Reports
74Any Questions ?
75Course 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.
76Conclusion 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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