Travel Mgt Config

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EHP4 for SAP ERP 6.0

June 2010

English

Travel Management (191)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf Germany

Building Block Configuration Guide



SAP Best Practices Travel Management (191): Configuration Guide

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Icons

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Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names,screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example

textEmphasized words or phrases in body text, titles of graphics and tables.

EXAMPLETEXT

Names of elements in the system. These include report names, programnames, transaction codes, table names, and individual key words of aprogramming language, when surrounded by body text, for example, SELECTand INCLUDE.

Example

text

Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well as namesof installation, upgrade and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example

textExact user entry. These are words or characters that you enter in the systemexactly as they appear in the documentation.

<Example

text> Variable user entry. Pointed brackets indicate that you replace these words andcharacters with appropriate entries.





Content

1 Purpose........................................................................................................................................ 6

2 Preparation................................................................................................................................. . 6

2.1 Prerequisites......................................................................................................................... 6

3 Configuration................................................................................................................................7

3.1 Maintaining General Settings................................................................................................ 7

3.1.1 Number Ranges..............................................................................................................7

3.1.1.1 Number Ranges for Trip Numbers...........................................................................7

3.1.1.1.1 Number Ranges for Posting Runs............................................................... ...8

3.1.1.1.1.1 Number Ranges for Trip Transfer Documents..............................8

3.1.2 Travel Management Presetting....................................................................................... 9

3.1.2.1 Define/Delete/Restore Trip Provision Variants.........................................................9

3.1.2.2 Assign Organizational Areas to Trip Provision Variants via Feature TRVCT..........10

3.1.2.3 Global Settings.......................................................................................................10

3.1.3 Control Parameters from Travel Privileges.................................................................. .11

3.1.3.1 Define Statutory M/A Reimbursement Groups.......................................................11

3.1.3.2 Define Enterprise-Specific M/A Reimbursement Groups........................................12

3.1.3.3 Define Employee Grouping for Travel Expense Types...........................................12

3.1.3.4 Define Employee Grouping for Travel Management............................................. .13

3.1.3.5 Define Vehicle Types....................................................................................... ......14

3.1.3.6 Define Reimbursement Groups for Travel Costs....................................................14

3.1.3.7 Define Vehicle Classes.......................................................................................... 153.1.4 Control Parameters from Trip Data............................................................................... 15

3.1.4.1 Define Trip Areas................................................................................................... 15

3.1.4.2 Define Statutory Trip Types....................................................................................25

3.1.4.3 Define Enterprise-Specific Trip Type......................................................................25

3.1.4.4 Define Trip Activity Type (Travel Expenses Accounting)........................................26

3.1.5 Travel Expense Types..................................................................................................27

3.1.5.1 Travel Expense Types for Individual Receipts........................................................27

3.1.5.2 Create Travel Expense Types for Per Diems/Flat Rates........................................27

3.1.6 Trip Reimbursement Amounts..................................................................................... .28

3.1.6.1 Define Flat Rates for Travel Costs........................................................................ .28

3.1.6.2 Define Period Parameters...................................................................................... 29

3.1.6.3 Influence of Control Parameters: Accommodation.................................................29

3.1.6.4 Influence of Control Parameters: Meals.................................................................30

3.1.6.5 Define Per Diems for Meals....................................................................................31





3.1.7 Dialog Control............................................................................................................... 32

3.1.7.1 Define Schema and Individual Field Control...........................................................32

3.1.7.2 Default Values for the Dialog..................................................................................34

3.1.7.3 Set up Field Control for Account Assignment Object via TRVCO...........................35

3.1.7.4 Variable Layout for Account Assignment Objects...................................................353.1.8 Travel Expense Control............................................................................................... .36

3.1.8.1 Posting of Paid Individual Receipts........................................................................36

3.1.8.2 Travel Expenses Control (Expert View)..................................................................36

3.1.9 Wage Types.................................................................................................................. 37

3.1.9.1 Assign Wage Types to Travel Expense Types for Individual Receipt.....................37

3.1.9.2 Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates...............38

3.1.9.3 Assignment of Wage Type to Symbolic Account....................................................39

3.1.10 Transfer to Accounting................................................................................................40

3.1.10.1 Conversion of Symbolic Account to Expense Account.........................................40

3.1.10.2 Assign Substitute Cost Center..............................................................................41

3.1.11 Integration................................................................................................................... 42

3.1.11.1 Activate Request/Plan/Expense Report in Travel Manager..................................42

3.1.11.2 Deactivate Integration of Travel Planning - Travel Expenses...............................43

3.1.12 Master Data for Travel Management..........................................................................43

3.1.12.1 Create Employee for Travel..................................................................................43

3.1.12.2 Create Vendor for Travel......................................................................................44





Travel: Configuration Guide

1 PurposeThis configuration guide provides you with the information you need to set up the configuration of this building block manually.

If you do not want to configure manually and prefer an automated installation process using BCSets and other tools, refer to the SAP Best Practices Quick Guide, located on the SAP Note.

2 Preparation

2.1 Prerequisites

Before you start installing this building block, you must install prerequisite building blocks. For more information, see the Building Block Prerequisite Matrix for Baseline. The matrix (an Excelfile) is linked on the solution's DVD/website in one of the following two locations:

• Content Library

• Site Map

1. Access the activity as follows:

IMG Menu Activate SAP ECC Extensions

Transaction Code SPRO

2. Confirm the message Caution: The table is cross-client by choosing Continue.

3. In the table displayed, select the checkbox in the Active column for:

EA-TRV Travel Management Extension

4. Choose Save.





3 Configuration

3.1 Maintaining General Settings

3.1.1 Number Ranges

3.1.1.1 Number Ranges for Trip Numbers

Use

In this IMG activity, you define number ranges and number range intervals for assigning tripnumbers. You do so for each personnel area individually. In the case of the settings you make inthis activity for internal number assignment, the system automatically assigns the trip numberswithin the defined interval.

Procedure

1. Access the activity using the following navigation options:

IMG Menu Financial Accounting(New) Travel Management Set Up TripNumber Ranges

TransactionCode

PR10

2. Field Overview/Data Record Overview NRIV (number range intervals)

Field name Description User action and values Notes

OBJECT Object Name RP_REINR

SUBOBJECT Subobject Value 1000 / 1100

NRRANGENR Number Range Number 01

FROMNUMBER From Number 0000000001

TONUMBER To Number 0999999999

NRLEVEL Current Number 0000000000

EXTERNIND Int.


OBJECT Object Name RP_REINR

SUBOBJECT Subobject Value 1000 / 1100









EXTERNIND Ext. X

Do not change these default values!

3.1.1.1.1 Number Ranges for Posting Runs

Use

The number ranges required for posting runs are created with a number range interval from0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).

Procedure


IMG Menu Financial Accounting(New) Travel Management Travel Expenses

Transfer to Accounting

Set Up Number Ranges for Posting Runs

TransactionCode

PR12

2. Field Overview/Data Record Overview NRIV (number range intervals):


OBJECT Object Name Structure HR_PEVAL2

SUBOBJECT Subobject Value TR





EXTERNIND Int.


3.1.1.1.1.1 Number Ranges for Trip Transfer Documents

Use

The number ranges required for trip transfer documents are created with a number range intervalfrom 0000000001 to 9999999999.

Procedure







Transfer to Accounting Set Up Number Ranges for Trip Transfer Documents

TransactionCode

PR11

2. Field Overview NRIV (number range intervals):


OBJECT Object Name HRTR_PDOC

SUBOBJECT Subobject Value TRV_POSTING_DOCS





EXTERNIND Int.


3.1.2 Travel Management Presetting

3.1.2.1 Define/Delete/Restore Trip Provision Variants

UseIn this IMG activity, you make the basic entry for a new trip provision variant with all the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.

Procedure



Master Data Control Parameters for Travel Expenses Define/Delete/Restore Trip Provision Variants

TransactionCode

SPRO

2. Select Define trip provision variants

3. Create a new entry:

TrProv.Variant Name

YB Service Provider





3.1.2.2 Assign Organizational Areas to Trip ProvisionVariants via Feature TRVCT

Use

The feature TRVCT determines the possible trip provision variant depending on the employee's

organizational assignment.

Procedure



Master Data Control Parameters for Travel Expenses AssignOrganizational Areas to Trip Provision Variants via Feature TRVCT

TransactionCode

PE03

2. Insert a new line below 10 USA (which is under the decision on MOLGA Country Grouping):Select 10 USA line and Select icon Create

3. Choose Field for decision operation and Continue

4. Select PERSK Employee Subgroup and Transfer

5. Select PERSK Employee Subgroup that you just created and Create

6. Enter Y1 Salaried FT-Exempt and Transfer

7. Select Y1 Salaried FT-Exempt that you just created and Create

8. Choose Return Value

9. Select YB Service Provider from the list and double click to adopt it

Choose to Activate the feature

3.1.2.3 Global Settings

Use

In this IMG activity, you define the following settings:

• Country grouping for the wage types recorded in the expense types

• Trip currency in which the trip costs are reimbursed

• Settings for the input tax

• Methods for converting the receipt currencies to the trip currency

The Input tax default value for internet receipts is set to Set acc. to trip destination.

(Default value for input tax = blank)

Procedure







Master Data Control Parameters for Travel Expenses DefineGlobal Settings

TransactionCode

SPRO

2. Field Overview/Data Record Overview V_706D_B:

Note: No configuration change is required as this is a standard configuration.

Field name Description User actionand values

Notes

MOREI Trip Provision Variant YB Service Provider

MOLGA Country Grouping 10 USA

WAERSKZ Currency Indicator 1 Currency is determinedfrom company code

WAERS Currency

HCURR Settlement of ForeignCurrency Receipts

X In trip currency

PAUVS Input Tax No input tax

MWSKZ With Input Tax Code

LAND1 Country US

MWAUS 0% Input Tax V0 (No value in

the system)

No tax procedure

READ706M Read Table ‘Input Tax for International per Diems’

DEFMWSKZ Input Tax Default Value for Internet. Receipts

X Set According to ReceiptCurrency

DEFLNDFR No Default Value for Country of Receipt

LTEXT Unit for Distance X Kilometers

KURST Exchange Rate Type M Standard translation ataverage rate

3.1.3 Control Parameters from Travel Privileges

3.1.3.1 Define Statutory M/A Reimbursement Groups

Use





Via the statutory reimbursement group for meals/accommodations indicator, reimbursementrates for meals/accommodations can be reproduced for groups of employees (For Example,classification of employees according to wage groups).

Procedure

1. Access the activity using the following navigation options:TransactionCode

SPRO


Master Data Control Parameters for Travel Expenses Control

Parameters from Travel Privileges Define Statutory M/AReimbursement Groups

2. Make the following entry:

TrProv.Variant Name Name Name

YB Service Provider All Employees

3.1.3.2 Define Enterprise-Specific M/A ReimbursementGroups

Use

Via the enterprise-specific reimbursement group for meals/ accommodation indicator, thestatutory reimbursement groups for meals/accommodations can be further distinguished.

Procedure1. Access the activity using the following navigation options:



Parameters from Travel Privileges Define Enterprise-Specific M/AReimbursement Groups

TransactionCode

SPRO


TrProv.Variant Name Name Name


3.1.3.3 Define Employee Grouping for Travel Expense Types

Use





An employee grouping for trip expense type is a classification of employees for whom the sametrip expense types are valid.

In this IMG activity the employee grouping for trip expense type is defined depending on tripprovision variant via a one-place alphanumeric key and a long name.

Procedure1. Access the activity using the following navigation options:



Parameters from Travel Privileges Define Employee Grouping for Travel Expense Types

TransactionCode

SPRO

2. Enter Trip Provision Variant: YB


EE Grp. Ex Name

1 Group 1

3.1.3.4 Define Employee Grouping for Travel Management

Use

Via the employee grouping for Travel Management, you can reproduce an enterprise-specificclassification of employees in the system.

In this IMG activity, you define, depending on trip provision variant, the permitted entry values for employee groupings for Travel Management and you store a corresponding long name.

Procedure




Parameters from Travel Privileges Define Employee Grouping for Travel Management

Transaction

Code

SPRO


TrProv.Variant Name EE Group Trav Name






3.1.3.5 Define Vehicle Types

Use

Trip costs accounting offers the option to differentiate reimbursement rates for travel costsaccording to vehicle types (for example, bicycle, motorcycle, cars).

In this IMG activity, you will define, depending on the trip provision variant, the allowed entryvalues for vehicle type and store the corresponding long names.

Procedure




Parameters from Travel Privileges Define Vehicle Types

TransactionCode

SPRO


TrProv.Variant Name VeTyp Name

YB Service Provider Car

3.1.3.6 Define Reimbursement Groups for Travel Costs

Use

If a company wants to reproduce different trip provisions for travel costs (For Example,mile/kilometer rates) for different groups of employees, they can be stored via thereimbursement group for travel costs.

In this IMG activity, you define the permitted input values for the reimbursement groups for travelcosts depending on the trip provision variant and store the corresponding long names.

Procedure




Parameters from Travel Privileges

Define Reimbursement Groups for Travel Costs

TransactionCode

SPRO


TrProv.Variant Name RGrp TravelCost Name






3.1.3.7 Define Vehicle Classes

UseVia Vehicle class, you can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes. For each employee, the vehicle class can be stored in the info type TravelPrivileges (0017).

In this IMG activity, depending on trip provision variant, you define the permitted entry values for the vehicle class and store a corresponding long name.

Procedure



Master Data Control Parameters for Travel Expenses Control Parameters from Travel Privileges Define Vehicle Classes

TransactionCode

SPRO


TrProv.Variant Name RGrp TravelCost Name

YB Service Provider All Vehicle Classes

3.1.4 Control Parameters from Trip Data

3.1.4.1 Define Trip Areas

Use

Many countries specify different trip expense reimbursement amounts for different trip areas intheir business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.

Procedure




Parameters from Trip Data Define Trip Areas

TransactionCode

SPRO






3. Make the following entries:

Trip Country Name RegionTrip Trip Country

No Distinction

AD Andorra Andorra AE Utd.Arab Emir. United Arab Emirates

AE Utd.Arab Emir. DUBAI United Arab Emirate,Dubai

AF Afghanistan Afghanistan

AG Antigua/Barbuda Antigua/Barbuda

AI Anguilla Anguilla

AL Albania Albania

AM Armenia Armenia

AO Angola Angola

AQ Antarctica Antarctica

AR Argentina Argentina

AS Samoa, America Samoa, American

AT Austria Austria

AT Austria WIEN Austria, Vienna

AU Australia Australia

AU Australia CABRA Australia, Canberra

AW Aruba Aruba

AZ Azerbaijan Azerbaijan

BA Bosnia-Herz. Bosnia-Herzegovina

BB Barbados Barbados

BD Bangladesh Bangladesh

BE Belgium Belgium

BF Burkina Faso Burkina Faso

BG Bulgaria Bulgaria

BH Bahrain Bahrain

BI Burundi BurundiBJ Benin Benin

BM Bermuda Bermuda

BN Brunei Daruss. Brunei (Darussalam)

BO Bolivia Bolivia

BR Brazil Brazil






BR Brazil RECIF Brazil, Recife

BR Brazil RIO Brazil, Rio de Janeiro

BR Brazil SPAUL Brazil, Sao Paulo

BS Bahamas Bahamas

BT Bhutan Bhutan

BW Botswana Botswana

BY Belarus Belarus

BZ Belize Belize

CA Canada Canada

CD Dem. Rep. Congo Republic of the Congo

CF CAR Central African Republic

CG Rep.of Congo CongoCH Switzerland Switzerland

CI Cote d'Ivoire Ivory Coast

CL Chile Chile

CM Cameroon Cameroon

CM Cameroon DUALA Cameroon, Douala

CN China China

CN China HKONG China, Hong Kong

CN China KANTO China, Canton

CN China PEKIN China, Beijing

CN China SHANG China, Shanghai

CO Colombia Colombia

CR Costa Rica Costa Rica

CS Serbia/Monten. Serbia and Montenegro

CU Cuba Cuba

CV Cape Verde Cape Verde

CY Cyprus Cyprus

CZ Czech Republic Czech Republic

DE Germany Germany

DJ Djibouti Djibouti

DK Denmark Denmark

DK Denmark KOPEN Denmark, Copenhagen

DM Dominica Dominica






DO Dominican Rep. Dominican Republic

DZ Algeria Algeria

EC Ecuador Ecuador

EE Estonia Estonia

EG Egypt Egypt

EG Egypt KAIRO Egypt, Cairo

ER Eritrea Eritrea

ES Spain Spain

ES Spain BARCE Spain, Barcelona

ES Spain KANAR Spain, Canary Islands

ES Spain MADRI Spain, Madrid

ES Spain MALLE Spain, Palma de MallorcaET Ethiopia Ethiopia

FI Finland Finland

FJ Fiji Fiji

FM Micronesia Micronesia

FO Faroe Islands Faroe Islands

FR France France

FR France BORDX France, Bordeaux

FR France LYON France, Lyons

FR France PARIS France, Paris

FR France STRAS France, Strasbourg

GA Gabon Gabon

GB United Kingdom Great Britain

GB United Kingdom EDIN Great Britain, Edinburgh

GB United Kingdom LONDO Great Britain, London

GB United Kingdom MANCH Great Britain, Manchester

GD Grenada Grenada

GE Georgia Georgia

GF French Guayana French Guinea

GH Ghana Ghana

GL Greenland Greenland

GM Gambia Gambia

GN Guinea Guinea






GP Guadeloupe Guadeloupe

GQ Equatorial Guin Equatorial Guinea

GR Greece Greece

GR Greece ATHEN Greece, Athens

GT Guatemala Guatemala

GU Guam Guam

GW Guinea-Bissau Guinea-Bissau

GY Guyana Guyana

HK Hong Kong Hong Kong

HN Honduras Honduras

HR Croatia Croatia

HT Haiti HaitiHU Hungary Hungary

ID Indonesia Indonesia

IE Ireland Ireland

IL Israel Israel

IL Israel TELAV Israel, Tel Aviv

IN India India, Sikkim prov.

IN India BOMBA India,Sikkim,Bombay

IN India DEHLI India,Sikkim,New Delhi

IN India KALKU India w. Sikkim Calcutta

IQ Iraq Iraq

IR Iran Iran

IS Iceland Iceland

IT Italy Italy

IT Italy MAILA Italy, Milan

IT Italy ROM Italy, Rome

JM Jamaica Jamaica

JO Jordan Jordan

JP Japan Japan

JP Japan TOKIO Japan, Tokyo

KE Kenya Kenya

KG Kyrgyzstan Kirghizia

KH Cambodia Cambodia






KI Kiribati Kiribati

KM Comoros Comoros

KN St Kitts&Nevis St. Christopher, Nevis

KP North Korea North Korea

KR South Korea South Korea

KW Kuwait Kuwait

KY Cayman Islands Cayman Islands

KZ Kazakhstan Kazakhstan

LA Laos Lao People's Democ. Rep.

LB Lebanon Lebanon

LC St. Lucia St. Lucia

LI Liechtenstein LiechtensteinLK Sri Lanka Sri Lanka

LR Liberia Liberia

LS Lesotho Lesotho

LT Lithuania Lithuania

LU Luxembourg Luxembourg

LV Latvia Latvia

LY Libya Libya

MA Morocco Morocco

MC Monaco Monaco

MD Moldova Moldavia, Republic

MG Madagascar Madagascar

MH Marshall Islnds Marshall Islands

MK Macedonia Macedonia

ML Mali Mali

MM Burma Myanmar

MN Mongolia Mongolia

MO Macau Macau

MQ Martinique Martinique

MR Mauretania Mauritania

MS Montserrat Montserrat

MT Malta Malta

MU Mauritius Mauritius






MV Maldives Maldives

MW Malawi Malawi

MX Mexico Mexico

MY Malaysia Malaysia

MZ Mozambique Mozambique

NA Namibia Namibia

NC New Caledonia New Caledonia

NE Niger Niger

NG Nigeria Nigeria

NG Nigeria LAGOS Nigeria, Lagos

NI Nicaragua Nicaragua

NL Netherlands NetherlandsNO Norway Norway

NP Nepal Nepal

NR Nauru Nauru

NZ New Zealand New Zealand

OM Oman Oman

PA Panama Panama

PE Peru Peru

PG Pap. New Guinea Papua New Guinea

PH Philippines Philippines

PK Pakistan Pakistan

PK Pakistan ISLMB Pakistan, Islamabad

PL Poland Poland

PL Poland BRESL Poland, Wroclaw

PL Poland DANZI Poland, Gdansk

PL Poland KRAKA Poland, Krakow

PL Poland WARSC Poland, Warsaw

PR Puerto Rico Puerto Rico

PT Portugal Portugal

PT Portugal LISBO Portugal, Lisbon

PY Paraguay Paraguay

QA Qatar Qatar

RE Reunion Reunion






RO Romania Romania

RO Romania BUKAR Romania, Bucharest

RU Russian Fed. Russian Federation

RU Russian Fed. MOSKA Russian Federation,Moscow

RU Russian Fed. NOWOS Russian Fed., Novosibirsk

RU Russian Fed. SARAT Russian Fed., Saratov

RU Russian Fed. ST.PE Russ. Fed., St.Petersburg

RW Rwanda Rwanda

SA Saudi Arabia Saudi Arabia

SA Saudi Arabia RIAD Saudi Arabia, Riyadh

SB Solomon Islands Solomon Islands

SC Seychelles SeychellesSD Sudan Sudan

SE Sweden Sweden

SG Singapore Singapore

SH Saint Helena St. Helena

SI Slovenia Slovenia

SK Slovakia Slovakia

SL Sierra Leone Sierra Leone

SM San Marino San Marino

SN Senegal Senegal

SO Somalia Somalia

SR Suriname Suriname

ST S.Tome,Principe Sao Tome and Principe

SV El Salvador El Salvador

SY Syria Syria

SZ Swaziland Swaziland

TD Chad Chad

TG Togo Togo

TH Thailand Thailand

TJ Tajikistan Tajikistan

TL East Timor East Timor

TM Turkmenistan Turkmenistan

TN Tunisia Tunisia






TO Tonga Tonga

TR Turkey Turkey

TR Turkey ANKAR Turkey, Ankara

TR Turkey ASIEN Turkey, Asiatic

TR Turkey IZMIR Turkey, Izmir

TT Trinidad,Tobago Trinidad and Tobago

TV Tuvalu Tuvalu

TW Taiwan Taiwan

TZ Tanzania Tanzania

UA Ukraine Ukraine

UG Uganda Uganda

US USA USAUS USA ATLAN USA, Atlanta

US USA BOSTO USA, Boston

US USA HOUST USA, Houston

US USA LOSAN USA, Los Angeles

US USA MIAMI USA, Miami

US USA NY USA, New York State

US USA NYC USA, New York

US USA SFRAN USA Seattle San Francisco

US USA WADC USA, Washington

UY Uruguay Uruguay

UZ Uzbekistan Uzbekistan

VA Vatican City Vatican City

VC St. Vincent St. Vincent and the Grena

VE Venezuela Venezuela

VN Vietnam Vietnam

VN Vietnam HOCHI Vietnam, Ho Chi Minh City

VU Vanuatu Vanuatu

WS Samoa Western Samoa

XM Country Group XM

YE Yemen Yemen

YT Mayotte Mayotte

YU Yugoslavia






ZA South Africa South Africa

ZM Zambia Zambia

ZW Zimbabwe Zimbabwe





3.1.4.2 Define Statutory Trip Types

Use

Via statutory trip type, trip costs accounting offers the option to differentiate employees' tripsaccording to statutory/pay scale rules.

In this IMG activity, depending on trip provision variant, you define the allowed entry values for the statutory trip types and store the corresponding long texts.

Procedure




Parameters from Trip Data Define Statutory Trip Types

TransactionCode

SPRO


TrProv.Variant Name Trip Type Name

YB Service Provider Business Trip

3.1.4.3 Define Enterprise-Specific Trip Type

UseWithin Travel Expenses, you can use the enterprise-specific trip type to classify employees’ tripsaccording to enterprise-specific criteria (such as trips between plants or private stopovers).

For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).

Procedure




Parameters from Trip Data Define Enterprise-Specific Trip Types

TransactionCode

SPRO

2. Field Overview V_T706X:

Field name Description User action andvalues

Notes





MOREI Trip Provision Variant YB

BEREI Trip Type: Enterprise-Specific

TEXT_BEREI Name for Enterprise-Specific TripType

All Trips

3. Data Record Overview V_T706X:

TrProv.Variant Name Trip Type Name

YB Service Provider All Trips

3.1.4.4 Define Trip Activity Type (Travel ExpensesAccounting)

Use

Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (For Example,: A = Educationand training, K = Customer visit and S = Other reasons). However, for this scenario only one tripactivity type is defined.

Procedure




Parameters from Trip Data Define Trip Activity Types

Transaction

Code

SPRO

2. Field Overview V_T706R:



KZTKT Trip Activity Type

TKTXT Name for Trip Activity Type All Trips

3. Data Record Overview V_T706R:

TrProv.Variant Name Activity Name

YB Service Provider All Trips





3.1.5 Travel Expense Types

3.1.5.1 Travel Expense Types for Individual Receipts

Use

In Travel Expenses, individual statements for travel costs are created on the basis of receipts.Each receipt is saved in the system with a travel expense type, an amount and an issue date.Travel expense types are valid for all reimbursement groups.

Procedure



Master Data Travel Expense Types Create Travel ExpenseTypes for Individual Receipts

TransactionCode

SPRO



Travel Expense Type Name of Exp.Type Start Date End Date

GAS Gasoline 01/01/<current FY> 12/31/9999

HOTL Hotel 01/01/<current FY> 12/31/9999

RCAR Car Rental 01/01/<current FY> 12/31/9999

4. Fill in the Details for each expense type:

TravelExpenseType

TravelExpenseCat.

Provider Category

Ex.Ty.Permissibility Amountsare

Usage Pos. InWeeklyRep.

AllowWizard f.Exp.Type

GAS S(F) 123456789 1 N (P)

HOTL U H 123456789 1 F (G) X

RCAR S C 123456789 1 M (0)

3.1.5.2 Create Travel Expense Types for Per Diems/Flat

Rates

Use

In this IMG activity, you define the trip expense types for per diems/ flat rates and store thecorresponding names.





Procedure



Master Data Travel Expense Types Create Travel ExpenseTypes for Per Diems/Flat Rates

TransactionCode

SPRO



Travel ExpenseType

Name of Exp.Type

Start Date End Date Travel ExpenseCat.

VERP Meals per Diem 01/01/<currentFY>

12/31/9999 V

3.1.6 Trip Reimbursement Amounts

3.1.6.1 Define Flat Rates for Travel Costs

Use

In Travel Management Travel Accounting, you can account travel costs by flat rate. Thereimbursement amounts for business trips are in line with tax regulations.

Procedure



Trip Reimbursement Amounts Reimbursement Amounts Travel

Costs Define Flat Rates for Travel Costs

TransactionCode

SPRO



Field Value DescriptionVehicle Type Car

Start 01/01/<current FY>

End 12/31/9999

Vehicle Class All Vehicle Classes

GRrp Travel All Employees





Period Param. No Cumulation

Mile/Km Limit 0

Trip Country

Trip Region No Distinction

Trip Type S Business Trip

Trip Type E All Trips

Activity All Trips

Currency USD US Dollars

Tax-Free Amount 0.30 ( blank)

Reimbursement Amount 0.30 ( blank)

Customer Amount 0.30 ( blank)

3.1.6.2 Define Period Parameters

Use

In this IMG activity, depending on trip provision variant, you define the permitted entry values for period parameter kilometer cumulation and you store the corresponding long names.

Procedure



Trip Reimbursement Amounts Reimbursement Amounts Travel

Costs Miles/Km Cumulation Define Period Parameters

TransactionCode

SPRO



TrProv.Variant Name Period Par Name

YB Service Provider No Cumulation

3.1.6.3 Influence of Control Parameters: Accommodation

Use

Different control parameters apply for accommodations per diems. The following parameters,which you defined in master data, can also be used for accommodations per diems.





Procedure



Trip Reimbursement Amounts Reimbursement Amounts for

Accommodations Define Influence of Control Parameters: Accommodation

TransactionCode

SPRO

2. Choose Trip Provision Variant: YB

3. Choose the following entries:

Field Group Value User Action

Trip Type Statutory Copy from Trip Choose

entryTrip Activity Type Copy from Trip Choose

entry

Reimbursement Group M/A Statutory Copy from Infotype 0017 (TravelPrivileges)

Chooseentry

Reimbursement Group M/A EnterpriseSpecific

Copy from Infotype 0017 (TravelPrivileges)

Chooseentry

3.1.6.4 Influence of Control Parameters: Meals

UseDifferent control parameters apply for meals per diems. The following parameters, which youdefined in master data, can also be used for meals per diems.

Procedure




Meals Define Influence of Control Parameters: Meals

TransactionCode

SPRO

2. Choose Trip Provision Variant: YB

3. Choose the following entries:

Field Group Value User Action





Trip Type Statutory Copy from Trip Chooseentry

Trip Activity Type Copy from Trip Chooseentry

Reimbursement Group M/A Statutory Copy from Info type 0017 (Travel

Privileges)

Choose

entry

Reimbursement Group M/A EnterpriseSpecific

Copy from Info type 0017 (TravelPrivileges)

Chooseentry

3.1.6.5 Define Per Diems for Meals

Use

Travel Accounting allows you to account expenses incurred for meals by per diem. For each tripprovision variant, you can decide how the control parameters influence the determination of reimbursement rates for meals per diems.

Procedure




Meals Reimbursement Amounts for Meals/Hours Per Diems for

Meals (MPD) Define Per Diems for Meals

TransactionCode

SPRO



Field 1. Entry 2. Entry 3. Entry 4. Entry Description

Trip Country US US US US USA

Trip Region USA

Begin 01/01/<currentFY>

01/01/<currentFY>

01/01/<currentFY>

01/01/<currentFY>

End 12/31/9999 12/31/9999 12/31/9999 12/31/9999

Trip Type S BusinessTrip

Trip Type E All Trips

Activity All Trips

RGrp M/A Stat. AllEmployees





Field 1. Entry 2. Entry 3. Entry 4. Entry Description

RGrp M/A Stat. AllEmployees

Number of Days 99 99 99 99

Number of Hours 7 13 23 24

Currency USD USD USD USD US Dollars

Tax-Free Amount

6.00 12.00 24.00

Reimbursement Amount

6.00 12.00 24.00

Customer Amount

6.00 12.00 24.00

3.1.7 Dialog Control

3.1.7.1 Define Schema and Individual Field Control

Use

Trip schemas enable you to simplify travel expense data entry for users in your enterprise.Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. In order to define the screen control and default values accordingly,the trip schema WV (trip between plants) has been created especially for the enterprise-specifictrip type W (trip between plants).

Special features of schema WV (trip between plants):

The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations.

The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Tripbetween plants. This field is not ready for input.

Procedure



Dialog and Travel Expenses Control Dialog Control DefineSchema and Individual Field Control

TransactionCode

SPRO

2. Field Overview/Data Record Overview T706T:

Fieldname

Description User action and values Notes

SPRAS Language Key EN





MOREI Trip ProvisionVariant

YB

SCHEM Trip Schema 01, 99, PL, SP, VS

STEXT Name for TripSchema

Business Trip, Travel Calendar, TravelPlanning, Weekly Report, Trip Advances

3. Field Overview/Data Record Overview T706S:


Notes


SCHEM Trip Schema 01

NUMRV Number Assignment for TripNumber

I Internal number assignment

INAUS Domestic/International B No Distinction

ANKUN Domestic Departure Suppressed

EINME Multi-day Trip X

STEXT Overlapping Trips Allowed

RLAND Trip Country US USA

RGION Trip Country/Trip CountryGroup/Trip Region

USA

KZREA Trip Type: Statutory Business Trip

BEREI Trip Type: Enterprise-Specific All Trips

KZTKT Trip Activity Type All Trips

MSGID Application Area

MSGNO System Message Number

VERPF Per-Diem Meals Checkbox Set X

UEPKZ Per-Diem for AccommodationsCheckbox Set

ADDR_DEST Enter Addresses for Destinations

D1600 Additional Destinations X

KFZVE Trip Segments X

ADDR_Mileage Enter Addresses for Legs of Trips

COMPUTE_DIST Calculate Distance

D1500 Advances X

D9999 User Data of Trip

D1950 History of Trip X






Notes

D1709 Cost AssignmentOverview

X

D1700 Costs Assignment

Entire Trip

X

D1702 Cost AssignmentStopover

X

D1701 Cost AssignmentIndiv.Receipt

X

D1703 Cost AssignmentMiles/Kms

X

D1960 Additional InfoEntire Trip

X

D1310 Additional Receipt Info X

ADDINFO_KM Additional Trip SegmentInformation

X

D1400 DeductionsDeductions

FRUEH DeductionBreakfast

X

ESBON DeductionMeal Coupon

D1400_UNTER Deduction Accommodations

X

3.1.7.2 Default Values for the Dialog

Use

This IMG activity for Travel Management enables you to save a default value for the vehicle typefor per-diem and flat-rate settlements. This default value is independent of the trip schema.

Procedure



Dialog and Travel Expenses Control Dialog Control StoreDefault Values for Dialog

TransactionCode

SPRO

2. Field Overview/Data Record Overview:







KZPMF Vehicle Type Blank

FZTXT Car

3.1.7.3 Set up Field Control for Account Assignment Objectvia TRVCO

Use

In the travel expenses accounting dialog, it is possible to record a cost assignment specificationfor the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts.The user can do this either using the entry area Alternative cost assignment in the travelexpenses dialog, or using the function enhanced cost assignments.

The feature TRVCO, whose return value is used as a variable key for screen layout of the

account assignment object, is available for this purpose.

Procedure



Dialog and Travel Expenses Control Dialog Control Set Up Field Control for Account Assignment Object via TRVCO

TransactionCode

SPRO or PE03

2. Insert a new line below otherwise (which is under the decision on MOLGA CountryGrouping): Select otherwise line and Select icon Create

3. Choose Field for decision operation and Continue

4. Select TRVUG User group and Transfer

5. Select TRVUG User group that you just created and Create

6. Enter BP and Transfer

7. Select BP that you just created and Create

8. Choose Return Value

9. Select USERGROUP_01 from the list and double click to adopt it

10. Choose to Activate the feature

3.1.7.4 Variable Layout for Account Assignment Objects

Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional accountassignment objects.





Procedure



Dialog and Travel Expenses Control ->Dialog Control Set UpVariable Layout for Account Assignment Objects

TransactionCode

SPRO

Changes are not necessary and not recommended.

3.1.8 Travel Expense Control

3.1.8.1 Posting of Paid Individual Receipts

UsePaid receipts are recorded in a trip for documentation purposes only. Documents are postedindependently of Travel Management.

Procedure



Dialog and Travel Expenses Control Travel Expenses Control Define Posting of Paid Individual Receipts

Transaction

Code

SPRO

2. Field Overview/Data Record Overview V_T702N_K:

Fieldname

Description User action and values Notes


R01 Posting of Receipts Paid byCompany

Paid receipts are not posted

(Paid receipts are posted in travelrequests and with trip)

3.1.8.2 Travel Expenses Control (Expert View)

Use

In this IMG activity, you can edit the matrix of accounting rules.

• The settings have been paid for the standard US solution as per the screen print below.

Procedure






TransactionCode

SPRO

IMG Menu Financial Accounting Travel Management Travel Expenses

Dialog and Travel Expenses Control Travel Expenses Control

Travel Expenses Control (Expert View)

2. Field Overview/Data Record Overview V_T702N_A.

3. Accounting Control in Expert View: US Accounting

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4

Receiptsettlement

0 0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Mealssettlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2 0 0 0 0

Accommd.settlement

2 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0

Travelcostsettlement

0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Other settlement

3 1 1 0 1 0 0 0 0 0 1 1 1 0 0 0 0 0 0 0 0 0 0 1

Pub.Sector settlement

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

3.1.9 Wage Types

3.1.9.1 Assign Wage Types to Travel Expense Types for Individual Receipt

Use

Each expense type is assigned a wage type which reflects the relevant input tax indicators asdetermined by the tax law. The standard settings correspond to typical terms and conditions.

Prerequisites

Travel expense types have been created.

Procedure


TransactionCode

SPRO





IMG Menu Financial Accounting(New) Travel Management Integration of

Travel Management and Payroll Wage Types Assign Wage Typesto Travel Expense Types for Indiv. Receipts

2. Field Overview/Data Record Overview V_T706B4:

Fieldname

Description Entry 1 Entry 2 Entry 3

MOREI Trip ProvisionVariant

YB YB YB

SPKZL Travel ExpenseType

GAS HOTL RCAR

ENDDA End Date 12/31/9999 12/31/9999 12/31/9999

BEGDA Start Date 01/01/<currentFY>

01/01/<currentFY>

(01/01/<currentFY>)

PAYOT Service Provider

PTKXX Amounts are 1 1 1

LGARL First Wage Type MJ30 MJ10 MJ30

LGARH Second WageType

3.1.9.2 Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates

Use

Each expense type is assigned a wage type which reflects the relevant input tax indicators asdetermined by the tax law. The standard settings correspond to typical terms and conditions.

Prerequisites

Travel expense types have been created.

Procedure


TransactionCode

SPRO


Travel Management and Payroll Wage Types Assign Wage Typesto Travel Expense Types for Per Diems / Flat Rates

2. Field Overview/Data Record Overview V_T706B4:

Field name Description Entry 1






SPKZL Travel Expense Type VERP

ENDDA End Date 12/31/9999

BEGDA Start Date 01/01/<current FY>

PAYOT Service Provider

LGARL TxFr Wage Type MJ20

LGARH Wage Type Add. Amount MJ21

LGARP W.Type Flate-Rate Tax MJ80 ( Could not find this in system)

3.1.9.3 Assignment of Wage Type to Symbolic Account

Use

Travel Management enables you to structure the interface to Financial Accounting flexibly usingthe so-called initial account assignment. The initial account assignment determines the postingaccounts and controls the accounts side (debits/credits).

For this process, you assign the following data to each wage type that you assigned in the travelexpense types for individual receipts and per diems: A symbolic account ‘expenses’, a symbolicaccount for offsetting entry, and if necessary, a second symbolic account ‘clearing’ (especially inthe case of paid receipts).

Prerequisites

The appropriate wage types have been assigned to the travel expense types.

Procedure


TransactionCode

SPRO


Travel Management and Payroll Wage Types Define Assignment of Wage Type to Symbolic Account

2. Field Overview V_T706K:

Trip ProvisionVariant

WageType

VariableKey

End Date Start Date SymbolicAccount

Assignment

YB MJ10 12/31/9999 01/01/<currentFY>

+10

YB MJ20 12/31/9999 01/01/<currentFY>

+20

YB MJ21 12/31/9999 01/01/<currentFY>

+20





YB MJ30 12/31/9999 01/01/<currentFY>

+30

YB ( This linenot there in thesystem)

MJ80 12/31/9999 01/01/<currentFY>

+80

3.1.10 Transfer to Accounting

3.1.10.1 Conversion of Symbolic Account to Expense Account

Use

The incurred trip costs are posted to different expense accounts, dependent on their travelexpense type. The standard chart of accounts is 0001.

The offsetting entry is made in the employee’s customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts.

Prerequisites

The appropriate G/L accounts have been created in the standard chart of accounts 0001(U06_Core_FI).

Procedure


TransactionCode

SPRO


Transfer to Accounting Conversion of Symbolic Account to

Expense Account

2. Select Procedure: Customer/vendor trip costs postings – Transaction HRP.

3. Enter Chart of Accounts: 0010:

General m Account

1RR *KP

4. Select Posting Key

Debit Credit21 31

5. Select Rules

Debit / Credit General Modification

X





6. Select Procedure: Trip costs postings, expense accounts – Transaction HRT.

General m Account

110 610030

120 610040130 610070

140 610080

150 610060

160

180 610060

190

195

1BS

7. Select Posting Key.

Debit Credit

40 50

8. Select Rules.

Debit / Credit General Modification

X

3.1.10.2 Assign Substitute Cost Center

Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional accountassignment objects.

The transfer report enables you to substitute non-postable CO objects with the cost center that iscurrently valid in Travel Privileges (infotype 0017). If this cost center is not postable, the systemsubstitutes the original CO object with a substitute cost center from table TKA3G. The systemdocuments all substitutions in the trip transfer documents in the posting run. This means you canreassign these substitutions manually at a later stage.

To ensure that a warning and not an error message is issued when the account assignment ischecked, the cost center 1101 has been defined in table TKA3G. When you create the postingrun, ensure the Replace incorrect CO object field is active.

Prerequisites

Cost centers have been created (BB30_CostProfitCenter).





Procedure


TransactionCode

SPRO

IMG Menu Payroll

Payroll: USA

Posting to Financial Accounting

Activitiesin the AC System Set up Substitute Cost Centers

2. Field Overview/Data Record Overview TKA3G:


BUKRS Company Code 1000

GSBER Business Area 0001

KOSTL Cost Center 0000001101

3.1.11 Integration

3.1.11.1 Activate Request/Plan/Expense Report in TravelManager

Use

In order to use the Travel Manager (transaction TRIP) for inputting travel expenses, you mustactivate the components for editing travel requests and travel expense reports.

Procedure


TransactionCode

SPRO


Travel Planning and Travel Expenses Settings for Travel Manager Activate Request/Plan/Expense Report in Travel Manager and for WebDynpro

2. Field Overview/Data Record Overview V_T702N_O:



R14 Edit Travel Requests, checked

R15 Edit Travel Plans, checked

R16 Edit Travel Expense Reports, checked





3.1.11.2 Deactivate Integration of Travel Planning - TravelExpenses

Use

Since only the Travel Expenses component is in use, the integration of Travel Planning to Travel

Expenses is deactivated.

Procedure


TransactionCode

SPRO


Travel Planning and Travel Expenses Activate Integration: Travel Planning - Travel Expenses

2. Field Overview/Data Record Overview:



INTPL Integration of Travel Planning Deselect the checkbox

3.1.12 Master Data for Travel Management

3.1.12.1 Create Employee for Travel

UseIn this step, you create an employee for the travel management scenario.

Procedure

1. Access the activity using one of the following navigation options:

TransactionCode

PA40

SAP Menu Human Resources → Personnel Management → Administration →HR Master Data → Personnel Actions

2. Select action type Hire Mini Master Record .

3. In the From field, enter 01/01/<current FY> and in the Personnel no. field, enter 999401.

4. Choose Execute.

5. On the Create Actions screen, maintain the data as shown in the table below:

Personnelnumber

PositionEmployeeGroup

PersonnelArea

EmployeeSubgroup

999401 1 1000 Y1





6. Choose Enter .

7. Save your entries.

8. On the Create Organizational Assignment screen, maintain the data as shown in the tablebelow:

Personnel number Cost Center Personnel Subarea Payroll Area

999401 1101 1010 YB

9. Choose Enter .


11. On the Create Personnel Data screen, maintain the data as shown in the table below:

PersNoLastName

FirstName

SSNBirth Date Language Nationality

999401 Berger Kevin

123-55-

9875 12/19/1952 EN US Citizen

12. Choose Enter .


14. On Create Planned Work Time screen, enter Work schedule rule YB00.

15. Choose Enter .


17. On Create Travel Privileges screen, set Flag Changes Permitted to Trip in area Company Code Changes.

18. Choose Enter .


20. On Create Time Sheet Defaults screen, maintain the data as shown in the table below:

Personnel number Controlling Area Cost Center Activity Type

999401 1000 1101 blank


3.1.12.2 Create Vendor for Travel

Use

The service scenarios require a vendor for commercial traveler.

Procedure

1. Access the transaction choosing one of the following navigation options:





Transactioncode

XK01

SAP Menu Accounting → Financial Accounting → Vendors→ Master Records →

Central Maintenance → Create

2. Select Create vendor : On the initial Screen, enter vendor, company code and Account group

with values from the table below. Then choose Enter.

Vendor Name Company Code Account Group

YB999401 Kevin Berger 1000 YREI

3. On the Create Vendor : Address screen, enter Name, Search term 1, Street, House number,Postal code, City, Country, Time Zone, Tax jurisdiction code , Region, Telephone, Fax, thenchoose Next Screen. (F8).

Vendor Name Search Term City Country Language

YB999401 Kevin Berger employee X US EN

4. On the Create Vendor: Payment transactions screen, enter the following values:

Vendor Ctry Bank Key Bank Account

YB999401 US 011000390 123456790

5. On the Create Vendor: Accounting information accounting screen, enter Recon. account,Sort Key and Personnel number , then choose Next Screen (F8).

Vendor Recon. account Sort Key Personnel number

YB999401 211050 009 (Ext.doc number) 999401

6. On the Create Vendor: Payment transactions accounting screen, enter Payt Terms and Payment methods, then choose Next Screen (F8).

Vendor Payt Terms Payment Methods

YB999401 0001 1

7. Choose Save.

Result

The vendor master data for the employee has been created.