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P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
SAP Travel Management System Human Resources and Social Equity Conference – June 2017Nicole Richards – SAP Finance & Materials Management (FIMM) TeamJune 9, 2017
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Overview• The SAP Travel Management system supports all processes
involved in handling business trips. It enables you to request trips, create travel expense reports, approve trips, and transfer expense data to other functional areas within SAP.
• Portal based application for both entry of trips and approvals Travel Requests (TRs) & Travel Expense Reports (TERs) entered via ESS Workflow routes TRs/TERs for approval, which are handled in MSS
Status is provided in a log viewable by both traveler and approvers
• Automated jobs will post approved trips to Finance (FI) FM (budgetary) commitments are automatically created and liquidated
throughout this process as well
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
SAP Integration
ENTERING A TRAVEL REQUEST
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
TM Tab on the ESS/MSS Portal
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
TM Menu on ESS/MSS Portal
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
My Trips and Expenses Overview
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Subsistence rates are based on US General Services Rates. The
rates are based on county.
Traveler can attach
documents here
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Clicking on this button would start the Workflow process
Clicking on this button allows you to see the details of your trip on a PDF document (including the
Workflow approval log)
ENTERING AN EXPENSE REPORT FOR A TRAVEL REQUEST
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
My Trips and Expenses OverviewClick on the Travel Request tab
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Create Expense Report
There is additional data (Processing Status, Approval Status) that was
cut out to fit on this slide.
I am going to create an expense report for the request I just
entered.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Create an Expense Report
First, select a schema. The schema selection determines which fields are available on the screens that follow.
Then click on Start.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Data populates from the Travel Request
Checking this box tells SAP to calculate your
subsistence allowance
Click on Enter Receipts
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Entering Receipts
Each expense type has different screens that follow for data input.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Entering Receipt Detail
Enter information. Anything with a * is a
required field.Click
Accept when done.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Receipt is Accepted
You are now ready to review the Expense Report by clicking here
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
In this TER, the traveler chose to enter actual meal receipts but it was for more than the allowed amount. SAP calculated subsistence based on the allowed rates.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Clicking on this button would start the Workflow process
If there is a TR and the TER total exceeds the TR total by
a university defined percentage, workflow is
routed to the Fund Center Manager and Grant Director if applicable. Otherwise the
TER is routed to A/P.
If there is no TR, the full standard Workflow process
begins.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Entering TRs/TERs for Others
• Travel Assistant can enter TRs/TERs for individuals they
are authorized to List to be provided by Universities and loaded by SAS
• Travel Assistants can only save drafts of TRs/TERs. The traveler will have to save and send the TR/TER which
triggers Workflow Note: A Travel Assistant should NOT have a Travel Approver
role
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Travel Expense Report Procedure• Expense Reports do not have to originate with a Travel Request
• If a Travel Request exists, an Expense Report can be created for it Will copy over most of the data
• Expense Reports without a Travel Request will go through the
standard Workflow process
• Expense Reports with a Travel Request will not go through
Workflow again Unless total expenses exceed a university defined variance from the
request
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Standard Workflow Steps• Traveler’s Supervisor (determined by HR)
• Org. Unit Chief (determined by HR)
• Fund Center Manager (determined by master data)
• Grant Director (grant status determined by fund center master data)*
• Out of State*
• Out of Country*
• Dollar Threshold*
• Accounts Payable (TER only)*
* Approvers and/or values stored on a university maintained table (incl. TER Variance from TR).
You may not opt-out of steps in bold.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Travel Approval Procedures
• Similar to the Leave approval process
• Approver will receive an email alerting them that their
approval is requested
• Approver logs into ESS/MSS Portal
• Approver proceeds to the Manager Self Service tab and
Selects Travel Management
• An Inbox there contains the items to approve
APPROVING A TRAVEL REQUEST
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Approving TRs and TERs
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Approver’s Inbox on the Portal
Clicking on an inbox item to display the options available Here are the actions available
to the Approvers. If attachments exist, you will be able to view them from here.
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Workflow Quick Facts• Workflow is the same for a TR or a TER
Note: AP is not involved with requests.
• Approvers in the Workflow queue twice will get 1 workflow message
and must only take action once e.g. Supervisor is Fund Center Manager
• The Approver will be able to see a PDF form with the TR/TER
details and all attachments
• Approvers have option to email Traveler for additional information A rejection by any approver terminates the TR/TER workflow
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Workflow Quick Facts (continued)• Changes made by the Traveler to a TR/TER in process will re-
trigger workflow Exception: Adding attachments Re-saving a TR/TER will re-trigger workflow
• Changes made by AP will NOT re-trigger workflow
• Universities can opt out of some steps of the standard Workflow
process Sorry, but at this time we cannot accommodate individual university
workflow requests Cannot opt out of Supervisor, Fund Center Manager, or A/P approvals
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM• 0017 – Travel Privileges*
• 0027, subtype 2 – Cost Distribution*
• 0001 – Organizational Assignment
• 0009 – Bank Details* Subtype 2, or Main Bank
• 0006 – Addresses
• 0105 – Communication
* New info types/subtypes for TM
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0017 – Travel Privileges
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0027, subtype 2 – Cost Distribution
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0001 – Organizational Assignment
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0009 – Bank Details Subtype 2, or Main Bank
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0006 – Addresses
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
HR Info Types Related to TM
• 0105 – Communication
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Travel Management Status• The following universities have gone live with TM
Bloomsburg – July 2014 Edinboro – January 2015 Indiana – July 2016
• Millersville & Slippery Rock have been set-up and given access to the test system (QF/QP) to conduct User Acceptance Testing
• We are ready for the next university (or universities) that wants to implement TM!
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
How Do We Get Started With TM?• Contact SAS FIMM team to get started
• Assemble a cross functional Implementation Team with representation from: Accounts Payable Budget Accounting Human Resources (knows Org. Mgmt. in SAP) User(s) from Academic Department(s) User(s) from Non-Academic Departments
• Schedule an initial introductory Webinar with the TM team at VartanWay
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
How Do We Get Started With TM?• Fill out the informational spreadsheet you will receive at the
webinar and return to SAS
• Review TM documentation
• SAS team sets up test IDs & other information for your
university on our test TM system
• Your team logs on to the TM test system to test become familiar with the transactions how do they fit with your business processes
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
How Do We Get Started With TM?• Take baseline TM documentation from SAS and customize
for your campus
• Determine the best time to Go Live at your institution
• We suggest a controlled roll out strategy: Start out by training a small pilot group Expand to the entire organization over time
• Remember the 85% goal! To bring process improvements and time savings for 85% of your
travel requests/expense reports
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O NP E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Travel Management Documentation
• Base documentation can be found at:
https://secure.passhe.edu/af/sas/fi/Travel%20Managem
ent/Forms/AllItems.aspx
• ESS/MSS Log In required
P E N N S Y L V A N I A ’ S S T A T E S Y S T E M O F H I G H E R E D U C A T I O N
Questions???
Thank you!
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