HR Travel & Expense

Travel & ExpenseAutomation in SAP

Advantages to Automated Travel

Fast mileage

reimbursement.

Approval with electronic

signature.

SAP submission.

Turnaround time cut in half.

FAST

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.

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

Seven Step Process

1. Travel Request Created2. Travel Request Approved3. Trip Completed4. Trip Expense Report Created5. Trip Expense Report Approved6. Audit by Accounting7. Payment Issued

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.

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 ane-mail notifying them of the status of therequest after the approver acts upon it.

Trip Completed

The traveler completes the trip.

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.

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.

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.

Audited by Accounting

Once the Trip Expense Statement

passes audit with Accounting/AP, it is submitted for payment.

Payment Issued

The State processes the payment.

Travel Process OverviewTravel Process Overview

Travel RequestCreated (Optional)

Travel RequestApproved (Optional)

Trip ExpenseCreated

Trip ExpenseApproved

Payment Issued

Trip Completed

Audited by Accounting

Travel Policies and Procedures

We still follow the current travel policies

Receipts are required Scanned attachments Original receipts

Electronic Signatures

Electronic signatures are valid for travel expense statements.

I Accept Return for Changes

Coordinator Enters Trip Expenses

Traveler Notification

Expense Statement Approved

Travel approver approves the Travel Expense Statement.

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

Traveler may enter travel expenses through ESS

Mileage

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

Remember!

Fast mileage reimbursement.

Approval with electronic signature.

SAP submission.

Turnaround time cut in half.

FAST

Questions? Questions?