hr travel & expense
Post on 08-Nov-2014
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Travel & ExpenseAutomation in SAP
Advantages to Automated Travel
Fast mileage
reimbursement.
Approval with electronic
signature.
SAP submission.
Turnaround time cut in half.
FAST
Travel Overview
The Travel & Expense Automation
procedure in SAP allows travel requests and trip expense statements to be created in SAP.
These SAP documents are linked directly to the financial & human resource modules.
Travel Roles Creator:
Traveler – Create own trips-SAP/ESS Travel Coordinator – Create own
trips and trips for others Travel Approver:
Approve travel related requests Accounting: Audit Expense Reports and submit for
payment
Seven Step Process
1. Travel Request Created2. Travel Request Approved3. Trip Completed4. Trip Expense Report Created5. Trip Expense Report Approved6. Audit by Accounting7. Payment Issued
Travel Request The traveler or travel coordinator
creates a Travel Request in SAP/ESS.
Once the request is completed, it is submitted to the designated travel approver for approval.
Travel Request Approved
The travel approver receives an e-mail with four processing options:
Approve Reject Return for Changes Delegate Approval
The traveler and/or coordinator receives ane-mail notifying them of the status of therequest after the approver acts upon it.
Trip Completed
The traveler completes the trip.
Trip Expense Created
The traveler or coordinator creates a Trip Expense Statement in SAP/ESS.
When the statement is completed, it is submitted to the designated travel approver for approval.
Trip Expense Approved
The travel approver receives an e-mail requesting approval.
Once approved, the traveler and/or coordinator receives an e-mail notifying them of the status of the expense statement.
NOTE: Complete and thorough reviews of reimbursement expenses must be made to ensure that they are reasonable, necessary, and relate to a business purpose for UNL.
Audited by Accounting
Once the Trip Expense Statement
passes audit with Accounting/AP, it is submitted for payment.
Payment Issued
The State processes the payment.
Travel Process OverviewTravel Process Overview
Travel RequestCreated (Optional)
Travel RequestApproved (Optional)
Trip ExpenseCreated
Trip ExpenseApproved
Payment Issued
Trip Completed
Audited by Accounting
Travel Policies and Procedures
We still follow the current travel policies
Receipts are required Scanned attachments Original receipts
Electronic Signatures
Electronic signatures are valid for travel expense statements.
I Accept Return for Changes
Coordinator Enters Trip Expenses
Traveler Notification
Expense Statement Approved
Travel approver approves the Travel Expense Statement.
Coordinator receives an e-mail which will display the approved Travel Expense Statement.
Traveler may enter travel expenses through ESS
Mileage
Workflow will now automatically settle approved TRIP Expense Statements for mileage only.
Remember!
Fast mileage reimbursement.
Approval with electronic signature.
SAP submission.
Turnaround time cut in half.
FAST
Questions? Questions?
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