iProConference:

SAP HCM Best Practice

London, 8th November 2012

Travel and Expense

Management with SAP®
Anja Marxsen
Jörg Edinger

#HCMBP2012

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

• Information on trip for manager and travel department

• Approval scenario with workflow optional
Request

• Book hotel, tickets etc. for the trip

• Receipt data transferred into the trip
Plan • Current solution means to connect 3rd-party solutions

• Enter data and receipts from trip

• Reimburse the expenses
Expenses • Post the expenses to G/L Accounts

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Which system to choose?
FI/CO vs. HCM
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?

Without
Payroll With vendors
vendors
• Time-lag • Periodicity • Masterdata
• Only one flexible to create
payment per • Repayments vendors
payroll- difficult to necessary
period monitor • Repayments
and
clearings
easy

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Transfer travel expense results to FI

Wage types are the basis

Trip Posting run Posting

• approved • create documents
• settled • test and check • post to G/L
• post accounts
• allocated to cost
centers

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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

(Travel) POWL UWL

Without portal possible With portal only,
(like PRAP) otherwise BWP

without workflow only with workflow only

Simple implementation High flexibility

User friendly Maintenance effort

One-level approval process 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?

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

Solution: enhance functional module

PTRM_WEB_TRIPS_FOR_APPROVAL
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How to optimise the correction

process
Requirement:
Enter a reason
while declining a
trip

Solution:
Customer Web
Dynpro

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Save time with an automatic approval
for random selection
Traveler Automatic
Manager approval /
creates random
approves
expenses selection

Travel
manager
checks

Reimbursement

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