Travel management configuration steps

Tuesday, July 22, 2014 L&T Infotech Proprietary
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SAP Travel Management (TM) Configuratoin Steps:
An employee can make his/her own travel arrangements. All of the expenses claimed are verified against
the travel policy of the company. If the employee enters travel data in connection with the Cross-
Application Time Sheet (CATS), data such as trip dates and cost assignment are pre-populated.
A. Maintaining General Settings
1. Prerequisites for Travel Expenses
a. Number Ranges for Trip Numbers - define number ranges and number range intervals for assigning trip
numbers. You do so for each personnel area individually. In the case of the settings you make in this activity
for internal number assignment, the system automatically assigns the trip numbers within the defined
interval.
Transaction Code - PR10
IMG Menu - Financial Accounting --> Travel Management --> Set Up Trip Number Ranges
b. Number Ranges for Posting Runs - Posting Travel Costs- TR is the run type for posting run.
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Transfer to Accounting -->
Set Up Number Ranges for Posting Runs
c. Number Ranges for Trip Transfer Documents -
Set Up Number Ranges for Trip Transfer Documents
B. Travel Management Presettings - Global Settings
In this IMG activity, you define the following settings:
- Country grouping for the wage types recorded in the expense types
- Trip currency in which the trip costs are reimbursed
- Settings for the input tax
- Methods for converting the receipt currencies to the trip currency
The Input tax default value for internat. receipts is set to Set acc. to trip destination.(Default value for
input tax = blank)

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Transaction Code - SPRO
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Control
Parameters for Travel Expenses --> Define Global Settings
2. Enterprise-Specific Trip Type - Within Travel Expenses, you can use the enterprise-specific trip type to
classify employees’ trips according to enterprise-specific criteria (such as trips between plants or private
stopovers).
Parameters for Travel Expenses --> Control Parameters from Trip Data --> Define Enterprise-Specific Trip
Types
3. Trip Activity Type (Travel Expenses Accounting) - Since most enterprises use the reason for the trip (for
example, education and training, other reasons) for evaluations, different trip activity types can be defined
(e.g.: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only
one trip activity type is defined.
Parameters for Travel Expenses --> Control Parameters from Trip Data --> Define Trip Activity Types
4. Trip Activity Types (Travel Planning) - Since most enterprises use the reason for the trip (for example,
education and training, other reasons) for evaluations, the following trip activity types have been defined: A
= Education and training, K = Customer visit and S = Other reasons. So that the assignment can be made in
the travel request (travel manager), these activity types were assigned to travel planning Customizing as
well.
Transaction Code - S_AHR_61000689
IMG Menu - Financial Accounting --> Travel Management --> Travel Planning --> Trip Rules and Profiles -->
Travel Policy --> Trip Activity Types --> Define Trip Activity Types
5. Travel Expense Types for Individual Receipts - In Travel Expenses, individual statements for travel costs
are created on the basis of receipts. Each receipt is saved in the system with a travel expense type, an
amount and an issue date. The travel expense type MTBZ (car rental, paid) has been added to the standard
system. Travel expense types are valid for all reimbursement groups.
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Travel
Expense Types --> Create Travel Expense Types for Individual Receipts

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6. Expense Control - Posting of Paid Individual Receipts - Paid receipts are recorded in a trip for
documentation purposes only. Documents are posted independently of Travel Management.
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel Expenses
Control --> Travel Expenses Control --> Define Posting of Paid Individual Receipts
7. Travel Expenses Control (Expert View) - In this IMG activity, you can edit the matrix of accounting
rules. The settings have been paid for the standard DE solution as per the screen print below.
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel Expenses
Control --> Travel Expenses Control --> Travel Expenses Control (Expert View)
C. Accounting
1. Assign Wage Types to Travel Expense Types for Indiv. Receipt - The results from Travel Expenses are
recorded on the basis of wage types in the table ROT. This means that you must record a wage type for the
tax-exempt part of the settlement amount for each travel expense type.
In the case of travel expense types for per diems, you must record a wage type for both the tax-exempt and
taxable part (additional amounts).
The relevant input tax indicators are determined by the turnover tax law. The standard settings correspond
to current terms and conditions.
The travel expense type MTBZ (car rental, paid) differs from the standard and has been assigned the SAP
standard wage type MJ63 (Trip trav.costs comp.paid
IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Management and Payroll --
> Wage Types --> Assign Wage Types to Travel Expense Types for Indiv. Receipts
2. Assignment of Wage Type to Symbolic Account - Travel Management enables you to structure the
interface to Financial Accounting flexibly using the so-called initial account assignment. The initial account
assignment determines the posting accounts and controls the accounts side (debits/credits).
For this process, you assign the following data to each wage type that you assigned in the travel expense
types for individual receipts and per diems: A symbolic account ‘expenses’, a symbolic account for

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offsetting entry, and if necessary, a second symbolic account ‘clearing’ (especially in the case of paid
receipts).
Since the standard wage type MJ63 has been assigned to the additional travel expense type MTBZ, and there
is already a suitable symbolic account for this wage type in the standard system, it is not necessary to make
any new entries here.
IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Management and Payroll --
> Wage Types --> Define Assignment of Wage Type to Symbolic Account
3. Conversion of Symbolic Account to Expense Account - The incurred trip costs are posted to different
expense accounts, dependent on their travel expense type. The standard chart of accounts is 0001.
The offsetting entry is made in the employee’s customer/vendor account that is linked to their personnel
number. No provision is made for posting to clearing accounts.
The travel expense type MTBZ (car rental, paid) differs from the standard. It has been assigned using the
symbolic account 130 to the following expense account: Trip costs – transport and airfare (recpts/flat rate).
Prerequisites - The appropriate G/L accounts have been created in the standard chart of accounts 0001
(U06_Core_FI).
Conversion of Symbolic Account to Expense Account
4. Assign Substitute Cost Center - In the dialog for travel expense data entry, you can enter a cost
assignment specification for trips, stopovers or receipts. At present, only cost centers should be entered as
additional account assignment objects.
The transfer report enables you to substitute non-postable CO objects with the cost center that is currently
valid in Travel Privileges (infotype 0017). If this cost center is not postable either, the system substitutes
the original CO object with a substitute cost center from table TKA3G. The system documents all
substitutions in the trip transfer documents in the posting run. This means you can reassign these
substitutions manually at a later stage.
To ensure that a warning and not an error message is issued when the account assignment is checked, the
cost center 1104 has been defined in table TKA3G. When you create the posting run, ensure the Replace
incorrect CO object field is active.

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IMG Menu - Payroll --> Payroll Germany --> Posting to Accounting --> Activities in AC System --> Assign
Substitute Cost Centers
D. Legal Requirements
1. Travel Flat Rates - The reimbursement amounts for business trips are in line with tax regulations. An
alternative travel flat rate is reimbursed for trips between plants (enterprise-specific trip type W).
Separate expenses records have been created for the enterprise-specific trip type W.
You can enter the alternative amounts for the flat rates in the maintenance view V_T706F (accessible using
transaction SM31).
IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Trip Reimbursement
Amounts --> Reimburs. Amounts Travel Costs --> Define Flat Rates for Travel Costs
2. Influence of Control Parameters: Accommodation - Since the defined enterprise-specific trip types and
trip activity types do not influence the reimbursement amounts, they are not considered when you access
the related Customizing table (T706U).
Amounts --> Reimbursement Amounts for Accommodations --> Define Influence of Control Parameters:
Accommodations
3. Influence of Control Parameters: Meals - Since the defined enterprise-specific trip types and trip
activity types do not influence the reimbursement amounts, they are not considered when you access the
related Customizing table (T706V).
Amounts --> Reimbursement Amounts for Meals --> Define Influence of Control Parameters: Meals
E. Integration
1. Activate Request/Plan/Expense Report in Travel Manager - In order to use the Travel Manager
(transaction TRIP) for inputting travel expenses, you must activate the components for editing travel
requests and travel expense reports.

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IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Planning and Travel
Expenses --> Settings for Travel Manager --> Activate Request/Plan/Expense Report in Travel Manager
2. Deactivate Integration of Travel Planning - Travel Expenses - Since only the Travel Expenses
component is in use, the integration of Travel Planning to Travel Expenses is deactivated.
Expenses --> Activate Integration: Travel Planning - Travel Expenses
3.Assign Trip Activity Types - The integration of travel planning with travel expenses covers all entry
transactions of both, as well as basic settings for the travel manager (transaction TRIP).
For the trip provision variant, only the following components of the travel manager (transaction TRIP) are
active:
· Create travel request
· Create travel expense
The assignment trip schema – travel plan type is required for the transfer of the travel request into travel
expenses.
Transaction Code - SM30
Expenses --> Assign Trip Activity Types

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Travel Management
Travel management (FI-TV) is a end-to-end integrated application component that looks after the
entire life cycle of business travel for your organization, integrated with SAP Financial's and Human
Resources it provides the following
 Process online travel booking
 Implement effective travel policies across corporate
 Use an international travel solution, including taxation and fiscal compliance
Travel management can process pre-trip approval, online booking, expenses reporting and data
warehousing, with process optimization it can help a business reduce indirect travel costs as well as
lower travel agency transaction fees. Travel management from one place can help with the initial
request through planning and online booking, to the submission and settlement of travel expenses.
The application can be synchronized with the booking information of the leading reservation systems,
you can easily enforce your travel policy, optimize purchasing agreements or rates, evaluate travel
expenses and perform cost planning and forecasting, the application can use multiple languages and
has pre-defined country support to meet any legal requirements.
You can access the Travel Manager or Travel Expenses wizards via the transaction codes below
Transaction Code TRIP Travel Manager

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Transaction Code PR05 Travel Expense Manager

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Process Flow
The process flow covers the requesting and planning of a trip, accounting the travel expenses and
taxation (payroll accounting), posting of the travel expenses (FI accounting) and clearing (controlling
or Funds management) according to the allocation-by-cause principle, there are 11 steps
1. The person submits a travel request (TR) to his/her manager, the TR will contain destination,
dates, purpose of the trip, the transportation, any accommodations, travel advance and the
estimate for the entire trip
2. The manage will either approve or reject it (alterations can then be made)
3. The TR is then requested and approved, the traveler can then make use of several payment
options, including cash payment, check, bank transfer for payment of the travel advance
amount, the paid amounts are forwarded for posting to financial accounting.
4. Once the TR has been approved the traveler determines the available travel services such as
flight, hotel, train, etc, and books them using the SAP system, the reservation is made in an
external reservation system that is connected to the SAP system.
5. When the traveler has recorded the travel plan (TP) the booking code (PNR) is entered in the
processing queue of the travel agency, the agency confirms the details and makes any changes
necessary which are sent back to the SAP system
6. The TP is also transferred to the appropriate manager for approval, once approved the tickets
are then sent to the traveler
7. Once the trip has been completed the traveler completes the travel expense report, with any
supporting information, receipts, the company will then perform some checks to make sure
that is meets company travel regulations
8. The report is then sent to an appropriate manage for approval, once approved it can be settled
9. The system determines the travel expense result which may include the amount for
reimbursement for the trip, the system prepares the travel expense results to suit the method of
payment chosen by the traveler and makes it available to the corresponding components (FI,
CO, Payroll, etc)
10. The traveler is now paid back any reimbursements through payroll via check, bank transfer
11. The traveler receives a travel expense statement with all the relevant trip details together with
the accounting information

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Configuration
You have multiple choices to setup the travel management into HR and accounting (AC)
Travel management HR and AC in one system
The travel management and accounting system can each have a different release status and you can connect to the
existing accounting system, you do not need to distribute travel expenses results to payroll accounting but you do need
to replicate CO receivers with the travel management system to provide correct input help for CO receivers. To create
person related vendors automatically you need to replicate the HR master data in the accounting system via ALE
(Application Link Enabling), as this is posted asynchronously you need to validate the posting run before it is sent to
accounting.
Travel management and HR in one system separated from AC
The travel management and payroll system can each have a different release status, you can validate the CO receivers
locally and you do not need to distribute to the CO receivers, however you need to replicate the travel expense results
for payroll accounting via ALE. You can synchronously post travel expense results to accounting, again to create person-
related vendors automatically you need to replicate the HR master data in the accounting system via ALE. You need to
import both the AC and HR support package into the travel management and/or accounting system.
Travel management and AC in one system separated from HR
This option has the maximum flexibility because payroll, travel management and accounting are in three different
systems, they can all have release statuses as well. You can also connect to the existing non-SAP accounting and HR
systems, the HR data has to be replicated in travel management system via ALE, you also need to undertake a remote
validation of CO receivers, this setup will call for an asynchronous posting of travel expense results to accounting via
ALE, you will need to validate the posting run before it is sent to accounting.
Before you chose one of the methods above you need to review your company's own travel work flow
and trip-check rules for processing and approving business trips, what other systems you will use, etc.
You also need to decide what processing areas you need to use travel requests or travel planning with
travel expenses or just travel expenses alone, you can even use the travel management independently
from the rest of the SAP application environment as ALE can provide you with any links to earlier
releases.

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Number Ranges
All trips are assigned a unique number either externally or internally (we have covered number ranges
in multiple sections), we will use the IMG,
I have created the following personnel areas
Once the personnel areas have been created we can create the number ranges using transaction code
PR10,
Travel Request
The travel request is a unit of information that is submitted by a traveler and then approved by a
manager, you use it to book a trip or for requesting advanced travel payments, from the managers
view it contains all the travel information (trip date and time, destination, reason, estimated cost,
advanced amount required, etc) that is required to approve the trip. Already configured in the systems

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are travel service relating to flights, car rental and train, you can add additional travel services such as
ferry, shuttle, etc. You can use the IMG
In the below screenshot you can see the other travel services that I have configured
 grouping ID - for sales office determination that will allow you to assign different users and
employees to different sales offices for booking travel services
 code: other service - a category for the travel service
 PNR - use if you want to integrate this travel service with a PNR of the reservation system,
you need to implement the BAdI FITP_TRAVEL_PLANNING
 field control - select whatever you need and the requirement level

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Next we define the travel medium and estimated costs to be approved; we will use the IMG,
In the configuration screen you can see the list of travel services, by double-clicking on a service you
can see the details of that service
 to be approved - you will see the travel request (in the Web DynPro ABAP user interface)
showing the particular travel medium (rental car, hotel, etc) under means of transportation or
types of accommodations as an indicator that the user can set
 enter estimated costs - this is similar to the above
 type - type has two category accommodation or transportation
 category - further categories the type

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 sorting - the travel medium at the appropriate position in the means of transportation or
accommodation to be approved in the travel request, for example if you enter 1 for the
medium hotel, then the hotel will be displayed at the top of the to-be approved list that is
displayed in the Web Dynpro ABAP user interface.

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Travel Planning
Travel planning can help with reducing costs since it can be integrated into an external reservation
system, users will be able to view price information, availability, etc. You will need to sign up to this
service to a company that can supply a reservation system, for example Amadeus, SABRE, BIBE,
HRS, Galileo, etc.
We start by define the reservation service providers using the IMG,

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When you sign up to a reservation system you need to obtain the GDS codes and map them to the
SAP codes, you can then synchronize the two systems and even compare the travel preferences of
SAP and GDS
Next we need to maintain the identifiers for the sales office, using the IMG,

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Next we setup the ticketing and booking for each of the sales office
The next few configuration can all be accessed via the IMG in the below paths
Then we setup the parameters to access the external reservation system, you have to setup a RFC
connection (use transaction code SM59) and then link the RFC to the sales office, use the IMG to
access this configuration

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You can then define the groupings for accessing external travel reservation system then maintain the
categories for each grouping keys that you have defined, again use the IMG,

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Now that we have configured the technical parameters you can configure the geographical situation
which can be an IATA (International Air Transport Association) location for maintaining the
company-specific trip rules, the SAP system comes with some delivered, use the IMG
You can maintain additional information relating to travel service providers (flights, hotels, car
rentals), you can maintain specific exceptions from determining the cabin class (for example) for each
of the airline carriers for specific routes, you can use the IMG,

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You can setup rates and discount that you have agreed with the service provider, these rates and
discount will then be apply during reservation and queries, you first define contracts (that can be used
in the global reservation system during best-price flight query) for company specific flights, you can
also configure the airline programs (frequent flier miles or rewards) for corporate customers, this can
also be applied to hotels and car rental., we can use the transaction code S_AHR_61000623, when
the usage is mandatory is selected the system searches in the entry transactions of travel planning for
flights with the negotiated rate as per the below, in order to arrive at the airfare, the system will
always use this rate even if there are cheaper rates.

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Next we can define the discounts using transaction code S_AHR_61000645, most of below is self-
explaining
 disc type - it is possible to have a discount amount and a percentage as well
 apply discount during price determination - if selected the discount is applied during the
reservation process otherwise the system will calculate the discount for all reservations but the
discount will be applied during year-end settlement between your company and the service
provider
Next we will look at the trip rules and profiles, I will list all the paths from the IMG below, you can
then create a trip rule as per on the right hand screenshot

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Then we can define the evaluation criteria for the query result, the rule below is for all flights
between the US and Japan using the Japan Airlines Intl service, you can also define low-cost airlines
for specific routes, etc

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Now we define the class using transaction code S_AHR_61000601,
Next we specify the class rules using transaction code S_AHR_61006688, the class rules with the
trips will be used in the profile later
The travel policy defines a number of specifications for the traveler, it brings together the trip rules
and the class rules, first we need to setup the activity types, which determine who is going to pay for
the trip your company or you can bill to another company, we will use transaction code
S_AHR_61000689 to setup the activity type

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We next need to setup the priorities using transaction code S_AHR_61000654,
Now we can define the travel profile which will bring together the category, trip rules, the class rules
and priority using transaction code S_AHR_61000691,
Then we use transaction code S_AHR_61006705, on the initial screen make sure you select the travel
profile, you are then taken to the change/view screen

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To add to the profile use the new entries button and you can add any number of combinations
Once you have defined the profile it time to assign employees using transaction code
S_AHR_61000669, the TRVCP for travel planning is in a tree-like structure for assigning the
individual employees to the travel profiles

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Process control parameters enable you to customize the system settings for dialog and planning
control, as well as payments methods and payment method groups, they also maintain the travel
agency's processing statuses. First we will define the groupings for the travel planning control using
transaction code S_AHR_61000728,
Next we define the groups from the payment methods using the IMG,
Next we assign the payment methods to the payment groups using transaction code
S_AHR_61006706, you can pay by personal credit card, company credit card, cash or invoice
(external companies).

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Travel Expenses
Travel expenses enable you to settle all the travel related costs of a traveler, you can have two models
centralized or decentralized in your company, this helps in checking, processing (receipts) and other
documents centrally, you can use country-specific travel expense functionality as SAP provides you
with the statutory trip regulations and per diem limits stored in specific versions to meet the
requirements of various countries. We now to to configure several settings we start with the master
data using transaction code S_AHR_61009946, on the initial screen you can copy/restore, delete of
define the trip provision variant, this helps to classify the trip provisions based on country-specific
accounting methods, for example 81 - US accounting (M&IE) is used for accounting meals and
incidental expenses while 10 - US accounting (docs) is used in receipt accounting or area of validity
(such as the public sector), basically the variant contains the rules for determine taxes regarding
expenses
SAP already has a number of variants configured, if you don't have them configured then copy them
from client (000)

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Then you assign this variant to your organizational areas using the IMG, notice that GB has 08 and
USA has 10 which was what we saw above
The global settings which are defined for each of the trip provision variants contain country grouping
of SAP payroll applicable for the wage types
 Trip currency ( 1- company code currency, 2 - Official currency as specified by public
authorities or 3 - specified country)
 Settlement currency for trips in foreign currency ( 1 - trip currency, 2 - reimbursement of
foreign currency receipts in trip currency but all other advances or receipts settled in trip
currency, 3 - trip or hard currency)
 Type of input tax, exchange rate type (M - translation at the average rate, is the default option)
 Unit for distance

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You can use transaction code S_AHR_61009923,
You can also maintain valid entry values for the control parameters for trip costs accounting (vehicle
types, vehicle classes, statutory meals, accommodation reimbursement groups, employee groupings
for travel expense types, and travel management) which can be stored for each employee within
his/her master data in Infotype travel privileges, you can also define the control parameters for travel
privileges 9trip areas, statutory trip types, service provider). Every travel receipt in the system will be
stored with the valid expense type (representing expenses towards meals, telephone charges, mobile
call charges, magazines, taxi fare, etc), you will need to define the required expense type per trip
provision variant that you will be using, you can use transaction code S_AHR_61009843,

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Next we define the maximum rates and default values for expense types for individual receipts for all
the required trip provision variants we can use transaction code S_AHR_61010087, from the initial
screen you can see all the configured options, use the new entries button to create a new configuration

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You can also define if you want to allow simultaneous accounting of individual receipts and per diem
(daily allowance) or flat rates for the expense category like meals, accommodation, travel costs, etc,
we can use transaction code S_AHR_61010078,
Next we can configure the reimbursement amounts for travel costs, accommodation, meals, etc
besides configuring the per diem deductions, we start with defining the miles/km's cumulation (per
trip, yearly cumulation with the period as specified by the employee, etc) which determines when you
need to reimburse a employee for the amount he/her has traveled using there own transportation, this
can also be a flat rate across all vehicle types and classes, we can use transaction code
S_AHR_61010022,

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Next we define the flat rates for traveling costs using transaction code S_AHR_61009998, you can
see that a number of of flat rates have been configured; on the right hand screenshot you can see a flat
rate for cars up to 1000 cc capacity

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The vehicle classes and reimbursement groups can be seen below
Next we will define and assign the required wage types for each of the expense types, the wage type
is a payroll term that is made up of characteristics that are dependent on the tasks carried out by that
wage type, these characteristics will determine how to process the wage type, we will use transaction
code S_AHR_61006702, SAP comes with many wage types already configured, the first wage type
contains the total receipt amount in a receipt, if you split the meal receipt amount into taxable and
non-table portion, then the first wage type will denote the tax-free portion and the second wage type
will denote the taxable component, you can have only the first wage type.

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You can assign wage types to travel expense types for per diems/flat rates using transaction code
S_AHR_61006692, this screen describes the wage type a bit better you can see the tax free and the
taxable more clearly
To transfer the result from travel expense to FI, you need to maintain the connection between wage
types and the G/L accounts in FI through symbolic accounts, you then assign the symbolic account to
the G/L account, this help in that you don't need to change the wage type-symbolic account
assignments when changing the G/L account, we start by using transaction code S_AHR_61006691,
 wage type - the wage type which we discussed earlier
 symb.Expense account - an identifier for the symbolic expense account, the first position
means will be a + or - which represent if it is a debit (+) or a credit (-) entry is to be made in
the G/L account, the second and third positions denote the name of the symbolic account
assigned to the wage type
 w/o CO Recevr - Indicator for accounts that are not cost elements in Controlling
 sym.acct.offset.entry - Symbolic account for offsetting entry for expense account posting, If
you have not specified an explicit symbolic account, the symbolic account RR is used.
 2nd sym.acct.offset.entry - used if credit data needs to be transferred to FI

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Next we convert the symbolic account to the expense account so you need to assign the symbolic
accounts to the expense G/L in the logical system for FI to post the trip costs, you also need to define
how an employee account will be determined as customer or vendor accounts, we start by using
transactionPRT3, select HRT on the initial screen,
The left hand screenshot details the trip costs postings and expense accounts, the right hand
screenshot determines whether the employee is a vendor or a customer, in this case it is as a vendor,
here we maintain a search entry *KP in the account field for general modification 1RR, for customer
search maintain that entry as *DD.

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You also need to maintain the number ranges posting runs (transaction code PR12 - left hand
screenshot) and trip transfer documents (transaction code PR11 - right hand screenshot ) to transfer
the travel expenses results to FI.
Employee Self-Service (ESS)
The EES (Employee Self Service) is a package that allows employees themselves creating, changing
or display their own data using the enterprise portal, you will enable access to employee personal
data, compensation related information, working time including applying and tracking leave, travel
planning and reimbursement of expenses, etc. I will only be giving you a high level introduction on
ESS and will leave you to SAP's document on how to setup ESS. If setup ESS you need to perform
the following
 download and install the business package for ESS from SAP
 You then need to create the ESS users and provide them with the necessary authorizations to
access ESS, create and assign ESS roles to the employee who will be using ESS
 Connect the ESS homepage to the individual business area like working time, compensation
and personal data
 Make technical settings including transporting entries in client 000 that will all be handled by
the basis team
Integrate of Travel Planning and Expenses
Once integrated you will be able to transfer the date (trip specific date, cost distribution, receipts, etc)
from travel plan (for a trip) to the travel expense report that will help in generating the required
expense receipts, we will using the IMG,

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Now we can activate integration using transaction S_AHR_61000660,
Integration into Payroll
You can transfer travel accounting results into payroll accounting, when both travel management and
payroll accounting are on separate systems (connected via ALE) or in the same logical system again
we using the IMG,
You will also need to use transaction code PE01, to enable the transfer you need to include the
schema UREI in the payroll accounting logical system in the country-specific accounting schema
U000( for US accounting), GREI in the payroll accounting logical system in the country-specific
accounting schema G000 (for UK), etc.

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Reports
As with components of FI there are a number of reports that can be used, I have listed the most
common ones used in the table below,
Report Description Transaction Code
Business volume with car rental companies S_AHR_61016286
Business volume with hotel chains, hierarchical S_AHR_61016283
Cost assignment for trip S_AHR_61016404
determination of employees with exceeded trip days S_AHR_61016411
General trip data/totals/receipts/cost assignment S_AHR_61016405
General trip data/trip totals S_AHR_61016401
Hierarchical overview of flights by airline S_AHR_61016279
Overview of flights by airline S_AHR_61016280
Overview of planned trips S_AHR_61016288
Ticket information for flights S_AHR_61016282
Travel expense reporting by period S_AHR_61016408
Trip receipts S_AHR_61016402
Trip receipts with general trip data S_AHR_61016403
Who is where? search for trip destination S_AHR_61016406
All the reports can be accessed via the SAP menu as per the below screenshot

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Travel management configuration steps

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Travel management configuration steps