Gary Cochrane

SAP Expense Report Procedure

SAP Procedure Overview

• New Report− Create New Report

»Fill out standard fields (date, purpose, destination, etc.)

− Enter Cost Assignment»SAP Short ID / WBS Element for billable work»Cost Center for non-billable work

− Enter Expenses»Three Categories> Mileage, Items with receipt, items with

no receipt

− Save

SAP Procedure Overview

• Attaching Receipts− Modify Report

»Write SAP Receipt Number on each receipt

− Scan all receipts»Use TIF, or PDF file»Can use single file, or multiple files

− Attach receipt files to expense report− Save

SAP Procedure Overview

• Submit Report− Notification is via email

»Send email to Technical Director, including SAP Trip Number

»Do NOT request approval from Project Manager, Training Coordinator, etc. Your TD approves ALL of your expenses

− Checking Status»Periodically check SAP for updated status

Creating New Expense Reports

• From the SAP Portal− Employee Self Service (ESS) tab− Select> Record Expenses

»Then select> Create»For most cases, use the Domestic Trip Schema»NOTE: Canadian colleagues will not be presented with the

option to choose between Domestic and International schemas

Creating a new report

• From the SAP Portal>Record Expenses:

Select Create

Trip Type

• Choose domestic trip:

1. Choose

Domestic trip

2. Select OK (green

check-mark)

General Information

• Enter data in the typical fields:

Enter the Start

Date

General Information

Enter End Date

General Information

• Reason field:

Enter short description including

Customer Name, and activity

General Information

• Destination:

Enter destination city

General Information

• Country:

Change Country if necessary.

This should effect the units for

mileage versus kilometers

Cost Assignment

• It is very important to get this information correct!

− For non-billable travel:»Enter your Cost Center> 100075011 for Geospatial Sales –

North America

− For billable consulting/training engagements:»Enter the SAP WBS Element (Short ID) provided by the

Project Manager, or Training Coordinator

Cost Assignment

• For sales related travel:

1. Use default option (Cost Center)

2. Enter your Cost Center

Cost Assignment

• For billable projects, use the SAP WBS Element:

For billable projects, change from

Cost Center to WBS Element

Cost Assignment

• For billable projects, use the SAP WBS Element:

Enter the SAP WBS Element as

provided by the Project Manager

Expense Entry

• Divided into three categories− Items for which you have receipts− Items for which you do NOT have receipts− Mileage in your personal vehicle

Expense Entry – with Receipt

• Find the code for the expense type:

1. Select the Expense Type field,

and press the More Information

button

2. Double-click to choose the

appropriate code

Expense item amount

Enter the amount for the item

Expense item amount

Enter the correct date if

necessary

Receipt Numbers

• Before scanning the receipt,

Write this number on the receipt

before scanning

Expense Entry

• No Receipt− Process is the same as when you have a receipt,

with the following exception:»You MUST enter a description when you do not have a

receipt

Expense Entry – No Receipt

• Find the code for the expense type:

1. Select the Expense Type field,

and press the More Information

button 2. Double-click to choose the

appropriate code

Expense Entry – No Receipt

• Enter the amount:

Enter the expense amount

Expense Entry – No Receipt

• Enter the description:

Double-click to enter the

description

Expense Entry – No Receipt

• Expanded description dialog:

You MUST provide a description

and location when not providing a

receipt

Expense Entry – No Receipt

• Enter the Date:

Correct the date if necessary

Expense Entry

• Mileage− Mileage is entered on a per-segment basis− When done entering mileage, the total will be posted

to the main mileage field automatically»If Country set to Canada, enter distance in kilometers

Expense Entry – Mileage

• Change to the Trip Segments tab:

The Trip Segments tab

Expense Entry – Mileage

• Set the date:

Set the date for your entry

Expense Entry – Mileage

• Enter the segment mileage:

Enter the mileage for the segment

Expense Entry – Mileage

• Starting location:

Enter the starting location for the

segment

Expense Entry – Mileage

• Ending location:

Enter the ending location for the

segment

Completing Mileage entry

• Repeat the previous process for all mileage segments

− When done, either Save the report…»Doing so will exit you from the report

− Or,»switch back to the Receipts tab

− Either action will cause the mileage total to be posted to the overall Mileage field.

Expense Entry – Mileage

• Total Mileage:

Expense Entry – Mileage

• Total Mileage:

Expense Entry – Mileage

• Mileage / Rental Car rules:− Do not expense fuel costs incurred in your personal

vehicle»This is covered in the standard mileage rate

− Do expense fuel costs incurred in a rental car− Do not turn in a rental car empty of gas, unless you

purchased the fuel service option up front− Bentley policy is to waive all additional insurance

»You are protected by the corporate American Express card»So do not rent a car using another credit car, or else you are

responsible for any damage

Saving the Expense Report

• When complete…− Select> Save

»This will save the report and exit you back to the Travel Expense Manager

− You are now ready to scan and attach your receipts

Scanning Receipts

• From the Travel Expense Manager…− Highlight the report and select> Change

»Note the SAP receipt numbers, and write them on the corresponding receipts.

»Scan all receipts into TIF, or PDF files»Attach the receipt files to the expense report»Select Save again to complete the report

Expense Entry – Mileage

• Matching the receipt to the entry:

Receipts

• Attaching Scanned Receipts:

1. Select the “Services for Object”

icon, and then> Create

Attachment

2. Browse to the receipt file(s)

Scanning Receipts

• Receipt files…− You may scan all receipts into a single file (TIF, or

PDF).− Alternately, you may use multiple files

Airfare

• Report your airfare as follows:− Add your airfare as an itemized receipt

»using the expense type> AIRP (airfare pre-paid)

− Include a receipt for your airfare»This can be a scanned copy of the ticket receipt, or the

original itinerary e-Mail from World Travel showing the cost

Airfare Types

• Note there are 4 expense types for airfare:− AIR:

»Airfare you paid directly, that qualifies for you to be reimbursed

− AIRP»Airfare direct-billed to Bentley (the most typical case)

− ZAIR»Billable project airfare for which you paid directly and need

to be reimbursed

− ZARP»Billable airfare that was direct-billed to Bentley

Submitting your Expense Report

• SAP Expense report submittal process for Geo− After saving your expense report, with receipts

attached:»Send an email to your Director including the SAP Trip

Number.

− You are now done! Your Director will approve, and forward to:

»Accounts Payable so you get reimbursed»Project Manager/Training Coordinator so Bentley invoices

the customer as appropriate

Submitting your Expense Report

Include Trip number in email

notification to Technical Director

Indicates Expense Report has

been approved by Technical

Director

Indicates Accounts Payable has

started processing…