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Travel & Expense Automation in SAP
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Page 1: HR Travel & Expense

Travel & ExpenseAutomation in SAP

Page 2: HR Travel & Expense

Advantages to Automated Travel

Fast mileage

reimbursement.

Approval with electronic

signature.

SAP submission.

Turnaround time cut in half.

FAST

Page 3: HR Travel & Expense

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.

Page 4: HR Travel & Expense

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

Page 5: HR Travel & Expense

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

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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.

Page 7: HR Travel & Expense

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.

Page 8: HR Travel & Expense

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.

Page 10: HR Travel & Expense

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.

Page 11: HR Travel & Expense

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.

Page 12: HR Travel & Expense

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 OverviewTravel Process Overview

Travel RequestCreated (Optional)

Travel RequestApproved (Optional)

Trip ExpenseCreated

Trip ExpenseApproved

Payment Issued

Trip Completed

Audited by Accounting

Page 15: HR Travel & Expense

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

Page 23: HR Travel & Expense

Questions? Questions?