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HR10: 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 ... – PowerPoint PPT presentation

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Title: HR10: Travel Management


1
HR10 Travel Management
2
PLEASE SWITCH OFF YOUR MOBILE PHONE
3
Course Prerequisites
  • Basic knowledge of personal computer operation
  • SAP Navigation and Basics
  • Basic knowledge and experience in Travel
    Management

4
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.

5
Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

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

7
Table of contents
Course Map
Module 7 Travel Management Reporting

8
Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

9
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Understand the basic concepts in Travel Management

10
Content
  • mySAP Terminology
  • Business Impact Analysis
  • HR Overview
  • Travel Management

11
My SAP Terminology
Existing SEC Term New My SAP Term
Input of trip facts (central/decentralized) Travel Expenses
12
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
13
Human Resources Overview
Personnel
Travel Management
Administration
Time Management
Payroll
HR Information System
14
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.

15
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

16
Any Questions ?
17
Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

18
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Understand the integration of Travel Management
    with other SAP Modules

19
Content
  • Planning and settlement of trips
  • Travel Management / HR Master Data
  • HR Master Data Requirements
  • Travel Management and HR Payroll / FI / CO

20
Travel Management Integration
21
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.

22
Travel Management Integration
  • The Main Travel Management Integration points
    within the SAP system include
  • HR Personnel Administration
  • HR Payroll
  • FI / CO Via HR Payroll

23
Travel Management / HR Master Data
HR Master Data
  • Personnel Data (0002)
  • Organizational Assignment (0001)
  • Travel Privileges (0017)
  • Bank Details (0009)
  • Off-Cycle Payments (0267)

24
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)

25
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.

26
Travel Management And HR Payroll / FI/CO
HR PAYROLL
  • Transfer to HR Payroll
  • Transfer To Financial Accounting
  • Via Accounts Payable

27
Travel Management And HR Payroll / FI/CO
  • The Travel Management Module interfaces with
    the HR Payroll Module and to FI/CO through
    Accounts Payable.

28
Any Questions ?
29
Table of contents
Course Map
Module 1 General Overview
Module 2 Travel Management Integration
Module 3 Travel Applications

30
Content
  • Module Objectives
  • Travel Request
  • Initial entry of Travel Request

31
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Do the Initial entry of travel information.

32
Travel Request
33
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.

34
Initial Entry Of Travel Request
35
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.

36
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.

37
Any Questions ?
38
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)

39
Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

40
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

41
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

42
Travel Request Approval
43
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
  •  

44
Approval With Advance Via Accounts Payable
  • Reimbursement of travel expenses via Accounts
    Payable

45
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.

46
Approval of trip without advance
  • The trip request has no request for advance.
    Hence, no advance is paid.

47
Travel Approval
  • All trips with the status approved / to be
    settled are settled via the settlement program.
  •  

48
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.
  •  

49
Approval 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.

50
Business Procedure Business Assignments
51
Business Procedure Training Assignment
52
Business Procedure Annual Leave Travel
53
Business Procedure Medical Travel In-Kingdom
200 km
54
Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

55
Content
  • Module Objectives
  • Travel Advances via Accounts Payable

56
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Understand what Travel Advances is
  • Understand the procedure of Travel Advances

57
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

58
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.

59
Any Questions ?
60
Demonstration and Exercises
  • Please refer to your Exercise Guide
  • Approval business trip with advance

61
Table of contents
Course Map
Module 4 Travel Approval
Module 5 Travel Advances
Module 6 Travel Expenses

62
Content
  • Module Objectives
  • Travel Expenses
  • Transfer to Payroll
  • Travel Expenses Reimbursement

63
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Understand the Settlement of travel expenses

64
Settlement Of Travel Expenses
65
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.

66
Travel Expense Reimbursement
67
Any Questions ?
68
Demonstration and Exercises
  • Please refer to your Exercise Guide
  • Business trip settlement (WI-HR-PR05)

69
Table of contents
Course Map
Module 7 Travel Management Reporting

70
Content
  • Module Objectives
  • Overview of Reporting Tools
  • Travel Management SAP standard Reports
  • Demonstration and Exercises
  • Course summary
  • Conclusion and SAP Help

71
Module Objectives
  • Upon completion of this module, you will be able
    to
  • Understand the Running of travel management
    reports

72
Travel Management Reports
Travel Management SAP Standard Reports
Car rentals
73
Travel Management Reports
Information System Menu Path
Travel Management Standard Reports
74
Any Questions ?
75
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.

76
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//

77
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