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Business Blueprint DocumentGateway_Travel and Expense

Management_V4.0

Project ‘Gateway’

At Tata Technologies Ltd.

By KPMG Advisory Services Private Limited

Date October 07, 2011



BUSINESS BLUEPRINT DOCUMENT

GATEWAY_TRAVEL AND EXPENSE

MANAGEMENT V4.0 / PAGE 1 OF 54

Document Information

Document Name Business Blueprint Document

Title Gateway BBP Travel Management_V4.0

Document Purpose

Key Words

Document Status Draft

Contact for Enquiries Ninad Sonawane

Revision history

Version Author Date Revision1.0 Ninad Sonawane/

Sandeep Kodre11.08.2011

2.0 Ninad Sonawane/

Sandeep Kodre

09.09.2011

3.0 Ninad Sonawane/Sandeep Kodre

03.10.2011

4.0 Ninad Sonawane/Sandeep Kodre

07.10.2011

This document has been reviewed by

Reviewer Date reviewed

Sameer Vartak

Rajendra Borkar

TTL BPSO Team Members

This document has been approved by

Name Signature Date reviewedV. Balaji (CIO, TTL)

Samrat Gupta (CFO, TTL)

Gopinath Jayaraj (GlobalDelivery Head)

Process Travel and Expense Management

Applicable Companies1. Tata Technologies Limited

2. Tata Technologies Pte Limited, Singapore

3. Tata Technologies Europe Ltd

4. TATA Technologies de México, S.A. de C.V.

5. Tata Technologies, Inc.






6. Tata Technologies (Canada) Inc

7. Tata Technologies (Thailand) Limited






Contents

1 Existing Processes / Requirements / Expectations 1

2 To Be- General Explanations (For Masters and Enterprisestructure include Naming Convention) 13

3 Explanations of Functions and Events 17

4 Process Flow Diagram 18

5 Changes to Existing Organization Processes 28

6 Description of Improvements 29

7 Solution in SAP 30

6. Travel Expense Claim: 38

8 Description of Functional Deficits 42

9 Approaches to Cover Functional Deficits 43

10 Integration Considerations 44

11 Reporting Requirements 45

12 Authorization Requirements 46

13 File Conversion / Interface Considerations 47

14 Workflow Requirements 48

15 Annexure 49






1 Existing Processes / Requirements / Expectations

1.1 Travel Types

• Cost Centre based Domestic & International Travel - Corporate (Non Delivery), Sales &Marketing and Delivery staff travelling on cost centre e.g. training, due diligence etc.

• Project (WBS) based Domestic & International Travel – Delivery staff travelling for project related work.

• Customers Rechargeable (recoverable) Domestic & International Travel – Cost of suchtravel is charged to customer.

• Guest/Customer Travel- Guests visit to Tata Technologies offices.

Following are the process flow charts for the same

INDIA

I> Domestic Travel










head along with PM & territory finance controller.

• For Non Billable- International travel approval is mandatory byCOO/CFO.

3) Travel requestprocessing

• Based on approved travel requests, ticket and accommodationbooking is done

4) VisaProcessing

• Passport/visa details of employees are stored in travel specificfolder on server with scanned copy.

• Passport/Visa validity is checked

• Employee is notified for document submission

• Employee briefing on VISA

• Visa status is updated post VISA interview

(For TO BE process please refer ESS/MSS BBP document)

5) Assignment

NotePreparation

Project Manager of Home Country initiates assignment note/business

note for following travel scenario• Foreign Assignment

• Business Visit

• Foreign Roll(to include Clearance formalities similar toSeparation in Home Country)

Salary input for foreign roll assignment is provided byHome country HR in Coordination with host country HR. Assignment is to be locked after employee's sign and finalapproval.

• In case of Domestic deputation, assignment note is issued byRMG


6) Hand over toemployee

• Ticket, Insurance, Invitation letter for Business Visa/ work permitrelated papers for work visa are given to employee

• Transport & accommodation in host country is arranged

• FOREX is given to employee

7) Intimation toStakeholders

• In case of foreign roll (After Final approval of Assignment Note)Employees are required to complete clearance formalities.

• HR-Home is intimated for stopping India salary as per AN

• HR-Home intimates HR-Host for onsite salary processing

• For foreign assignment - employee is required to provide payroll

input form to HR through TTGAC• Finance-Home issues foreign exchange after clearing pendingadvances, if any

• Admin facilitates Airport drop

• In case of return from foreign roll, employee submits returnpayroll input form, joining form & No Dues form to HR throughTTGAC

• HR-Home initiates home country salary

• In case of return from foreign assignment employee submitsreturn payroll form







8) Assignment/TravelExtension

• Steps 1,2 & 3 (of Travel Management) to are repeated

• If trip extension is in the same country, then same triprequest is amended

• If trip is extended with a Travel to another country (Nota part of initial travel schedule), then new trip request iscreated

• AN/BN is amended• Insurance is extended, if required

• Ticket is reissued

• FOREX reload

9) Travel Claims • Finance checks for previous pending advances andinforms employee accordingly mail is triggered toemployee to submit Claims at the month end.

• Employee submits approved expense claim form alongwith Original supporting

• Finance verifies expense claim form and processes asper company policy

• Payment/Recovery is made through payroll

• Periodical reminders are sent to employees forunsettled Travel advance & recovery though payrollafter 60 days






North America

I> Billable Travel

II> Non Billable Travel














• International car rentals are arranged through corporate ratesappropriate agency and direct billed to the company

• International hotels. The appropriate Travel Desk isrequested for assistance on hotel and taxi bookings when

possible (always India) and often U.K. Payment is providedby U.S. on hotel bookings whenever possible by the U.S. toensure our traveler’s needs are met

• Expense reports are followed as per the normal course ofaction mentioned above

• Finance and accounting steps are as per the normal course ofas mentioned above

Singapore

ASIS/Current Process

1) Travel Requests

2) Approval

HR will be informed of the employee travel and will provide thenecessary support:

• Flight details and travel costs is provided

• Logistics is arranged

Approval from reporting manager

3) Travel requestprocessing

Traveller will inform HR to process travel request and HR will providefollowing support:

• Request local travel agent to book tickets and process visa ifrequired

• Request invitation letter from the inviting country

• Request inviting country to arrange logistics

4) Visa Processing HR provides all visa/passport support:

• Employee fills out the visa application form

• Request invitation letter from the inviting country

• Submit the visa application and passport to embassy forprocessing


5) AssignmentNotePreparation

Assignment note comes from India if employee is being deputed toSingapore.Not very often Singapore issue assignment note.







5) Hand over toemployee

• Ticket and FOREX (upon employee request)

• Logistics informed to employee.

6)Assignment/TravelExtension

N.A

7) Travel Claims • Employee submits original receipts to department secretary forchecking and entering to SAP travel management system

• Travel expense report and original receipts submitted toreporting manager for approval

• Finance to check/validate

8) Travel Claims • Finance checks for previous pending advances andinforms employee accordingly mail is triggered toemployee to submit Claims at the month end.

• Employee submits approved expense claim form alongwith Original supporting

• Finance verifies expense claim form and processes asper company policy

• Payment/Recovery is made through payroll

• Periodical reminders are sent to employees forunsettled travel advance & recovery though payrollafter 60 days
























5 Customer Recharge(WBS)- Domestic:










8 Customer Recharge CC – International
















1 Travel Profile:

1.1 What is Travel Profile?

Travel profile is a service in travel management wherein employee can maintain his/her:

• Credit card details

• Flight, hotel, Car rental, rail preferences

• Program card details (Flight, Hotel, Car rental, train details).

This would help the travel desk while booking a flight, hotel, car rental, rail services, byaccessing travel requesters’ profile.

Filling up Travel profile is an optional activity.

1.2 Data Captured on Travel Profile:

Following details will be captured in the profile:

Section Sub-Section Fields APAC NA EU

Credit card Credit card

Company

Card Number

Valid from Month

Valid from yearValid to month

Valid to year

FlightPreference

On Board details

Meal Preference

Preferred seating position

Seating with medical care

Seating with medical care –Description

Seating for disabled person

Seating for disabled person –Description

Vision impairmentHearing impairment

TRAVEL MANAGEMENT

Travelrequest Approval

Travel Agent

Completionof ExpenseReport

Approval&settlement ofexpenses FI/CO

Traveler OutsideSAP

Traveler Approver Posting

Payment/ Deduction

Basedonapprovalmatrix








2 Travel Request Process:

2.1 Process Overview:

Employees are expected to create a travel request through ESS before travelling.

2.2 Process description

Following sub-sections describe the steps that will be followed for executing the process.

2.2.1 Travel Types on Travel Request Form:

SAPCode

Trip Activity

A Cost center Based- Domestic

B Cost center Based- InternationalC Project based- Domestic

D Project based- International

E Foreign Roll

F Customer Recharge(CC) Domestic

G Customer Recharge(CC) International

H Customer Recharge(WBS) Domestic

I Customer Recharge(WBS) International

J TML Travel






2.2.2 How Domestic and International travels will be identified?

• Inter-company code travel will be considered as international and intra-companycode travel will be considered as Domestic travel.

• With this, Travel within Europe will be considered as domestic travel.

• Though following are exception:• Travel between US and Canada will be considered as domestic.

• Travel within Singapore and Korea will be considered as International.

2.2.3 Who can raise a travel request?

• Travel request is raised by employee or manager/Administrator on behalf ofemployee through Employee self services:

Requestor ESS/ MSS Services involved

Employee • Create travel RequestReporting Manageron behalf ofemployee

• My Team (This is MSS Service that will give list ofemployees who are reporting to a manager. Manager willhave to select an employee for which travel request is to

be raised.)

TravelAdministrator on

behalf of Employee

• Switch Personnel Number (When travel administratorlogs in to portal system by default considers admin userid, travel coordinator will then have to switch controls toemployees’ id by using this service.)

• Create travel request

2.2.3 Travel Request Form:

• Following are the data elements to be captured in Travel Request form:

Applicable

Not Applicable

Section Fields Mandatory India Singapo

re

Thailand NA EU

Header Name (Auto

populated)Attachmen

tAttachment

GeneralData

Start date √ Time √ Departure from(From Work/From Residence)

√

End date √ Time √

Arrival at (atWork/ at










• FCM will be maintained as external person in SAP.• In case of change in FCM communication details like e-mail address, Europe

travel coordinator will communicate the details to support team to makechanges in system.

2.2.8 Post submission process:

• Upon submission of request, notification will be sent to travel desk for airticket blocking (Applicable for India and France) and purchase a ticket (Incase of other countries). This is to ensure cost effective ticket booking.

• Travel request will flow to relevant approving authority depending on thetravel type.

3 Travel Approval Process

3.1 Travel Approval

• Travel request once submitted will flow to the different approving authorities based on the travel type. Please click here for approval Matrix.

• Approver will examine the trip request data submitted by employee, basedon the submitted trip request details approver can:

• Approve the trip request

• Send travel request back for correction

• Reject the trip request

• L5.1 and above grade employees will have self-approval Authority.

• Trip details will be presented as an adobe form.

3.2 Travel Approval substitution

• Manager can substitute his subordinate or superior to look after travel requestsapproval when he/she is on leave or planning to go on leave by accessing

portal service ‘Travel substitution’.

3.3 Post Travel Approval Activities:

• Notification will be sent to travel desk, Finance, Local HR, Territory HR andC&B team• Travel desk will book the tickets• In case of short term travel, travel desk will book the return tickets.• Finance will make Advance payment if requested by employee• Finance will load Forex card in case of international travel.• Local HR, Territory HR and C&B team (in case of International travel)

will executive required actions that are covered in HR foundation track.

3.4 Processes outside the system:

http://global.tatatechnologies.com/IT/WUPT/H2R/To%20Be%20Documents/Travel_Mgmt%20Approval%20Matrix.xlsx















• G/L accounts will be different for TML travel expenses, Customer Travelexpenses than regular G/L accounts.










10 Integration Considerations

Specify what integration you need with other modules/sub module

• Organization Management

• Personnel Administration

• Global Employment Management

• Employee self service

• Manager Self service

• Finance

• Payroll

• Project System










13 File Conversion / Interface Considerations

Document file conversion / interface requirement Where the information is to come from, whatdata is to be converted manually/automatically and at what point in time. This is criticalinformation that is used later.

• LSMW for infotype 0017 (Travel Privilege) upload.






14 Workflow Requirements

Document workflow requirement in this process including the levels of approval required.Mention who will initiate the workflow and who all will be the recipients of the work item

• Travel request Workflow:

1 Traveller will raise a request with all the required details.

2 Based on the travel type selected travel request will be routed to approver as perapproval matrix attached in annexure 1.0.

3 Other stakeholder of the process will receive intimation.

• Travel Expense Workflow:

1 Traveller will submit the expense report.

2 System will check travel type and based on approval matrix approver will be selected.






15 Annexure

