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Project Report on

TRAVEL AND EXPENSE

MANAGEMENT SYSTEM

Submitted to: Submitted by:

Mr. Nitin Gupta Rishika Bhatia

IT-HR Intern – IT

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INDEX
1. Acknowledgment

2. Certificate

3. About the Company

4. Products

5. History

6. Problem Statement

7. Project Brief

8. Issues in the manual process

9. Proposed solution

10. Functionality

11. Design

12. Process Flow

13. Testing

14. Modifications

15. Advantages of using SAP

16. System Requirements

17. Key Benefits

18. Future Scope

19. References

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ACKNOWLEDGEMENT
I would like to express my deep and sincere gratitude to the CEO, Mr. Rajinder
Gupta for giving me this opportunity to learn and grow at Trident.

Moreover, I would like to thank my supervisor, Mr. Nitin Gupta, HR-IT systems,
for guiding me throughout the project and encouraging me at every step. His
dynamism, vision, sincerity and motivation has truly inspired me. He has taught
me the methodology to carry out this project and present it as clearly as possible. It
has been a great experience working and learning under his guidance.

I would also like to thank my HR mentor, Ms. Adeela Yusuf for always helping me
out. She has been a constant support throughout. I am extremely grateful that I got
this opportunity to learn here at Trident.

My sincere thanks also goes to Ms. Priya Khanna for offering me the summer
internship opportunity in this company and leading me to this project.

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CERTIFICATE

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ABOUT THE COMPANY

Trident Group is a leading diversified group of businesses headquartered in
Ludhiana, Punjab. Trident Limited is the flagship company of Trident Group, a
USD 1 billion Indian business conglomerate and a global player. Incorporated in
the year 1990, the company continues to grow under the dynamic leadership of its
founder chairman Mr. Rajinder Gupta, a first-generation entrepreneur.

VISION:

Inspired by challenge, we will add value to life, and together, prosper globally.

VALUES:

To provide customer satisfaction, through teamwork, based on honesty and

integrity, for continuous growth and development.

PRODUCTS

HOME TEXTILES
We have expanded our range with contemporary designs, innovative constructions
and new fibers, all coming together to create the finest bed and bath collection.

YARN
Since 1993, the company has grown by leaps and bounds. Trident Yarns has come
a long way and now possesses the largest spinning installation at single campus in
India. Presently, Trident has an installed capacity of 5.83 lac spindles and 6464
rotors.

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PAPER
Today, Trident is one of the preferred suppliers of high-quality paper for multi-
color high speed printing and publishing and high quality branded copier paper.

CHEMICALS
Trident limited is the leading Sulphuric Acid manufacturer in India, offering
superior quality and improved efficiency LR/AR grade Sulphuric Acid based on
Borosilicate Glass make facility from De Dietrich Process Systems, Germany. As a
result, our plant bears the distinction of having the largest capacity for LR/AR
based Sulphuric Acid in India.

ENERGY
Keeping in view the increasing requirements of our continuously expanding
operations, Trident generates captive power to meet the demands of the industry.
With the theme of Energy conservation and green environment, Trident is
providing steam and power using eco-friendly process.

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HISTORY
The group was earlier known as Abhishek Industries. It was incorporated on April
18, 1990 in the state of Punjab. In 1992, the company started implementing its yarn
spinning project in joint sector with PSIDC to set up manufacturing facilities for
cotton yarn with an installed capacity of 24,960 spindles. Subsequently, the
capacity was upgraded to 32,400 spindles. In the year 1998, PSIDC and the
company set up another unit of 43,392 spindles at a capital outlay of Rs. 9500 lacs
out of which 36,288 spindles started commercial production from July 1, 1999.

TPM POLICY
Trident Group is committed to achieve Zero Breakdowns, Zero Accidents and Zero
Defects by eliminating all types of losses through TPM culture, with enhanced
people skill and morale, asset life, productivity, customer satisfaction and market
capitalization

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PROBLEM STATEMENT
Removing the manual process of claiming Travel Reimbursement.

PROJECT BRIEF
Corporate Travel Management (CTM) is the function of managing a company’s
strategic approach to travel (travel policy), the negotiations with all vendors, day-
to-day operation of the corporate travel program, traveler safety and security,
credit-card management and travel and expenses data management. Travel is key
to business innovation, acquiring new clients and breaking into new markets. It's
also important for management to address employee concerns at different national
as well as international branches.

Here in Trident, each day employees travel from one place to another. This system
has been developed so that the manual process of creating TA bills is replaced by
the automated and systematic way of claiming reimbursements.

The module has been integrated with ESS so that each employee can enter his or
her details and claim their reimbursements much faster.

Put simply, travel management is the structure that a company has in place to
oversee and facilitate business travel. This includes the processes of planning a trip
for booking and paying for everything necessary, and the approvals and documents
needed to ensure compliance.

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ISSUES IN THE MANUAL PROCESS:

 Managing large number of documents

 Manual tracking of approvals

 Duplicity of reports

PROPOSED SOLUTION
 Online portal for interacting with employees

 Online Travel Request generation

 Travel services provided to employees based on their eligibility criteria

 Categorization based on area of travel - Domestic/ International

 Online approval of Travel Request/ Expense Report

 Mail Notification Service on approval/ rejection of reports

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FUNCTIONALITY
 Front-end portal to interact with users.

 Online creation of Travel Request.

 Declaration of company’s travel policy.

 Travel services enabled/disabled according to employee’s eligibility.

 Automatic currency conversion in case of International trips.

 Online approval of Travel Request by HOD.

 Approval/Rejection Mail Notification service.

 Travel Planning

 Online submission of Business Survey Report (Gemba report)

 Online creation of Expense Report.

 Approval/Rejection of Expense Report by Travel Admin/ Finance Team.

 Avoid duplicate submission of reports.

 Connection with Finance for reimbursement.

 Final payment and receipt generation.

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TECHNICAL REQUIREMENTS
Software Requirements:
• Software Package: SAP (ERP)
• Portal: SAP ECC 6.0 ESS/MSS
• Language: ABAP
• Operating System: IBM/AIX 6.1
• Database: Oracle 11.2.0.3.0
• SAP Configuration in Windows

Hardware Requirements

• IBM/AIX RISC System/6000

DESIGN
The module is developed in three phases:

Phase 1: White collar employees (without Marketing Team)

Phase 2: Marketing Team

Phase 3: Blue collar employees

There is a process flow for each of the above phases:

Travel Request Approval

Travel Plan

Travel Expense

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SAP CONFIGURATION
 The SAP Security / Basis team will take care of Portal role and access for
employees
 Employee must have an Employee vendor record setup in Transaction code -
FK01
Mandatory Info type required for the Travel Request Process ‐
Info type 0000 (Actions)
Info type 0001 (Organizational Assignment)
Info type 0002 (Personal Data)
Info type 0006, Subtype 1 (Permanent Residence)
Info type 0009, Subtype 0 or 2 (Bank Details)
Info type 0017 (Travel Privileges)

TRANSACTION CODES

TRANSACTION CODE DESCRIPTION

TRIP Travel Manager
PR03 Trip Advances
PR05 Travel Expense Manager
PRAP Approval of trips
PREC Settlement of trip data
PRRW Posting run management
PRAA Create/Change/Block vendor Master
records from HR Master data

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1. SET UP TRIP NUMBER RANGES

Every trip entered is stored in the system under a trip number.
TCODE PR10
IMG PATH Financial Accounting (new)  Travel
Management  Set up trip number
ranges

Personnel area Number range from Number range to

TH00 180001 200000

Number ranges need to be setup for the trips according to the Personnel Area.

2. DEFINE/DELETE/RESTORE TRIP PROVISION

VARIANTS
Trip provisions are the rules for determining the reimbursement of trip expenses
and their treatment regarding taxation.
The trip provisions are defined for each individual trip provision variant.
Depending on different factors (such as trip type, trip activity type, trip area,
reimbursement groups), they determine the per diem calculation
A trip provision variant is valid for only one country or industry exactly.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel Expenses
Master data Control parameters for
travel expenses Define/delete trip

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provision variant

3. DEFINE ENTERPRISE SPECIFIC M/A

REIMBURSEMENT GROUPS
This is maintained if there is need for incorporating any enterprise requirements for
policies related to Meals/Accommodation.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel Expenses
Master data Control parameters for
travel privileges Define Enterprise
specific M/A reimbursement groups

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4. DFINE EMPLOYEE GROUPING FOR TRAVEL EXPENSE

TYPES
The employee grouping for travel expense types lets us differentiate which expense
types can be used by which type of employee.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel Expenses
Master data Control parameters for
Travel Expenses Control parameters
from Travel privileges Define
Employee grouping for Expense types

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5. DEFINE TRAVEL REQUEST TRIP ACTIVITY TYPES

In this step you define the trip activity types relevant for your company. Trip
activity types are used as criteria for specification of trip rules.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel PlanningTrip
rules and profilesTravel policy
Trip activity types Define trip
activity types

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6. DEFINE TRAVEL MEDIUMS AND ESTIMATED COST

TO BE APPROVED
TCODE SPRO
IMG PATH Financial Accounting (new) Travel
Management  Travel
RequestTravel Request ESSOther
Travel services Define Travel
mediums and Estimated costs to be
approved

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7. CREATE TRAVEL EXPENSE TYPES FOR INDIVIDUAL

RECEIPTS
Travel expense types are used to store the reimbursement amounts and then
transfer them to the relevant GL Accounts.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel
ExpensesMaster DataTravel
Expense Types Create Travel
Expense types for individual receipts

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8. POSTING OF INDIVIDUAL RECEIPTS TO BE

REIMBURSED TO EMPLOYEES
The expenses type which is already paid by the company and availed by the
employee is not posted along with other expenses types.
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Travel
ExpensesDialog and Travel
Expenses controlPosting of paid
individual receipts to be reimbursed to
employee

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9. ACTIVATE INTEGRATION OF TRAVEL PLAN/

REQUEST WITH TRAVEL EXPENSES
TCODE SPRO
IMG PATH Financial Accounting (new)  Travel
Management  Employee Self
ServicesInterface Configuration for
Web Dynpro InterfaceActivate
Request/Plan/Expenses report in Travel
Management for Web Dynpro

PROCESS FLOW
• Travel Request – The user must fill the required fields in order to get
approval for his trip.

• Travel Plan – The user must plan his trip and book flights/trains etc.

• Expense Report – The user must create an Expense report and upload his
receipts for approval by HOD s well as Finance department in order to get
the final reimbursement in their account.

• Payment – Final payment is made to the user.

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User

Travel Request

Reject

Approval
from HOD

Approve

Mail Notification

Survey Report

Expense Report

Reject

Approval from
Travel Admin

Approve

Finance

Payment

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TRAVEL REQUEST

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BUSINESS SURVEY REPORT

EXPENSE REPORT

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TESTING
• Unit Testing

• Integration Testing

• User Acceptance Testing

• UNIT TESTING: Unit Testing is a level of software testing where individual

units/ components of a software are tested. The purpose is to validate that
each unit of the software performs as designed. Therefore, each unit of the
Travel module – Travel Request, Business Survey Report and Expense
Report were tested separately as individual units.

• INTEGRATION TESTING: Integration Testing is a level of software testing

where individual units are combined and tested as a group. The purpose of
this level of testing is to expose faults in the interaction between integrated
units. Hence, all the units of the Travel module were tested together.

• USER ACCEPTANCE TESTING: User acceptance testing (UAT) is the last

phase of the software testing process. During UAT, actual software users test
the software to make sure it can handle required tasks in real-world
scenarios, according to specifications. Therefore, the module was made to be
used by employees so that they could give their valuable feedbacks.

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CORE USERS (IT-HR)

Nitin Gupta

Parneet Atwal

Dev Narayan

Rishabh Sharma

Nisha Aswal

Diksha

END USERS

Shaurya Singh - HR

Adeela Yusuf - HR

Priyanka Sethi - TA

Rajat Singh Rajput - Strategy

Vineet Sreedharan - IT

Pankaj Kumar - IT

Jayanta Kalita - IT

Saransh Saxena - IT

Dimple - HR

Priya Khanna - HR

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Kirtivardhan Singh - Strategy

Shruti Kanda - IT

Umang Arora - IT

Aakanksha Singh - Payroll

Saswata Sinha - IT

Vinay Nanda - IT

Sunaina Semwal - IT

Palak - IT

Monika Maan - IT

Ashwani Kumar - IT

Surbhi Singla - IT

Natasha Uppal - IT

Vedant Sharma - IT

Vikram Singh - IT

Aman Mittal - IT

Imtoz Kaur - IT

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MODIFICATIONS
1. Guest House Accommodation

2. Posting Reversal from Travel Module

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ADVANTAGES OF USING SAP

• Provides a centralized database system.
• Provides real time information of the data.
• Allows everyone to share and access the same information.
• Provides cost center integration with the system.
• Integration with different functional areas including Finance to ensure
efficiency.

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KEY BENEFITS
The key benefits of automating the Travel Management Process are:

• Simplifies the time-consuming manual process of generating Travel Request

and Expense Reports.

• Reduces manual handling of Travel documents.

• Cost center-based tracking of reports.

• Duplicity checks.

• Request status tracking at initiator as well as approver level.

• Decision making data on Tour report for tangible and intangible tours.

• Fewer errors or requests for more information.

• Clearer sharing of company’s policies and approvals.

FUTURE SCOPE
1. Influence traveler behavior and manage expenses – There are people who
spend way more than required in a business trip. Therefore, we can analyze
the data collected and find patterns in the data and advice those employees
accordingly.
2. Generate employee performance graphs – Employee performance graphs
can be generated according to the profit made by them on a trip. These
graphs can also help in deciding the increment/decrement of salaries or
bonus of the employees.

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REFERENCES
https://en.wikipedia.org/wiki/Corporate_travel_management

https://help.sap.com/doc/saphelp_afs64/6.4/ru-
RU/6e/6bf037f1d6b302e10000009b38f889/content.htm?no_cache=true

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