Travel and Expense

Management with SAP®

Anja Marxsen

Jörg Edinger

iProConference:

SAP HCM Best Practice

London, 8th November 2012

#HCMBP2012

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Agenda

■Overview and Integration of SAP T&E

■ The standard process in ESS / MSS

■ Proven ways to improve the approval process

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Overview and Integration

■Request - Plan - Expenses

■ FI/CO vs. HCM

■ Payment with payroll, with or without vendors?

■ Transfer to FI/CO

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Request – Plan – Expenses

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Request

• Information on trip for manager and travel department

• Approval scenario with workflow optional

Plan

• Book hotel, tickets etc. for the trip

• Receipt data transferred into the trip

• Current solution means to connect 3rd-party solutions

Expenses

• Enter data and receipts from trip

• Reimburse the expenses

• Post the expenses to G/L Accounts

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Which system to choose?

FI/CO vs. HCM

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HCM-System

• Use of structural authorisation

• Additional payroll amounts

• Use of Employee Self-Service

• HCM is regularly patched

FICO-System

• Payment of reimbursement

• Availability of cost objects (order, sales order etc.)

Further points depending on context of use

• System on which travel admin staff works

• System on which workflows already run

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Payment – which way to choose?

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Payroll

• Time-lag

• Only one payment per payroll-period

Without vendors

• Periodicity flexible

• Repayments difficult to monitor

With vendors

• Masterdata to create vendors necessary

• Repayments and clearings easy

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Transfer travel expense results to FI

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Trip

• approved

• settled

Posting run

• create

• test and check

• post

Posting documents

• post to G/L accounts

• allocated to cost centers

Wage types are the basis

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Agenda

■Overview and Integration of SAP T&E

■ The standard process in ESS / MSS

■ Proven ways to improve the approval process

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The standard process in ESS / MSS

■ Travel request

■ Travel expenses

■ Travel express expense sheet

■Approval via UWL

■Approval via POWL

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Employee Services

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ESS Travel and Expenses

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Overview of my trips and expenses

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Create travel request

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Travel request: enter services

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Travel request has been saved and

sent

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Create travel plan

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Travel plan: Bookings

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Complete travel plan

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Create expense report

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Expense report: Enter general data

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Expense report: Enter receipts

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Expense report: Receipt details

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Expense report: Save and send

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Express Expense Sheet: Select period

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Express Expense Sheet: Enter

multiple trips at once

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Approve trips and expenses without

workflow

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Enter reason for rejection

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Approve trips and expenses with

workflow

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2 approval scenarios

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(Travel) POWL Without portal possible

(like PRAP)

without workflow only

Simple implementation

User friendly

One-level approval process

UWL With portal only, otherwise BWP

with workflow only

High flexibility

Maintenance effort

Maybe already in use

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Agenda

■Overview and Integration of SAP T&E

■ The standard process in ESS / MSS

■ Proven ways to improve the approval process

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Ways to improve the approval process

■ Selecting the approver

■ Specific assignment in POWL

■Approval workflow with correction process

■Approval workflow with random generator

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Who is the right approver?

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Requirement: The traveler should select the right approver.

Solution: Enhance Web Dynpro FITE_VC_REVIEW and create

custom search help with authorised approvers.

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Specific assignment in POWL

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Solution: enhance functional module

PTRM_WEB_TRIPS_FOR_APPROVAL

Requirement: approver can only see trips which are part of his

responsibility

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How to optimise the correction

process

Solution:

Customer Web

Dynpro

Requirement:

Enter a reason

while declining a

trip

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Save time with an automatic approval

for random selection

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Traveler creates

expenses

Manager approves

Automatic approval / random selection

Travel manager checks

Reimbursement