iProConference:

SAP HCM Best Practice

London, 8th November 2012

Travel and Expense

Management with SAP
Anja Marxsen
Jrg 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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