Reimburse travel expense employee by check

Hi,
In our current client, the client wants to pay the employee the check for travel expenses and accounts.
As a process what is supposed to happen after the employee is paid by check.
1) Do we need to run the posting programs to post this information in to accounting and then to controlling?
Geerally when the employees are paid by check does this information need to be fed to accounting?
I hope so but please confirm.
2) And do we need to create vendor master records for employees to be able to run this postings to accounting?
3) When the positiing programs are run whhat effectively happen? Does it creating accounting documents (table BKPF)
I am a HCM consultant and having trouble understanding the integration poits with FI and hence a few a bascis questions.

1) Do we need to run the posting programs to post this information in to accounting and then to controlling?
When company pays to employees for thier trip exp , it must be posted, as it is an expense to the company
Geerally when the employees are paid by check does this information need to be fed to accounting?
I hope so but please confirm.
When employees are paid money, other than his salary , he will be treated as vendor, which will be done by FI team
2) And do we need to create vendor master records for employees to be able to run this postings to accounting?
When you debit expnese, (as TRav exp is an expense) you should credit the vendor
3) When the positiing programs are run whhat effectively happen? Does it creating accounting documents (table BKPF)
Yes it creates accounting entries, all debit - credit stuff

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What is the standard workflow for Travel expense ?

Hi guys
i am looking for the standard workflow for travel expense. I did a search on the forum but count find a answer. I also searched SWDM - Workflow browser. I coudnt find one. Can anybody let me know which is the standard workflow for Travel Expense?

Hi
Check out these links.
[http://help.sap.com/saphelp_47x200/helpdata/en/04/928ba746f311d189470000e829fbbd/frameset.htm]
[http://help.sap.com/saphelp_47x200/helpdata/en/19/8460e002474d4a866da32a8d9c6c73/frameset.htm]
[http://help.sap.com/saphelp_47x200/helpdata/en/cb/c11038b42b7858e10000009b38f8cf/frameset.htm]
Regards
viijay

Approve own travel expenses

Hi expert,
I have an issue about authorizations in Travel Management.
A user can approve his own travel expenses, although he does not have the role of the manager.
In the HR master data (transaction PRMD) I have entered in the System user name in the communication TAB.
I thought that this would prevent users to approve their own travel expenses (because a check is made).
I have tested it with my own user and I get the message "users cannot approve their own expenses".
Do you have any experience with this matter?
Thank you.
Kind regards,
Linda

This is probably controlled via authorizations. You can have your authorization person do an authorization check on your user, which is prohibited from approving your own trips. This should display the authorizations being checked for your user. Then see if the problem user has this authorization setup correctly.

Travel expense/reimbursement for non-employees

Hi,
We are in the process of reviewing Travel Management for implementation and would like to know if we can book travel expenses or reimbursements for non-employees (example: consultants, applicants who travelled to our company for interview, etc.)
Regards, Lupe

No.Travel Management is only for the employees. Earlier I had a similar query and I had writteen to SAP and they said that Travel Management is strictly for the employees.

Employee Travel Expense Payments via ACH

Hello,
Currently we use SAP's T&E module and post the costs via an employee vendor record and then subsequently pay the vendor.
Currently this is done by check.
What we would like to do is pay via ACH and increase the frequency of payments.
The issue or concern is the storage of the employee bank info.
Has anyone come across this scenario and have any guidance?
1) As a first option we would look enter the bank info on the vendor master.
Technically, if we add the employee bank info to the employee vendor record this would work just fine, but the security on vendor bank master could be an issue. Does anyone have any insight or experience on 'encrypting' or securing this bank data.
Thanks for any and all input.
Rob C.

Hi,
Let me explain you from the beginning.
1. Create Travel Expense Type ( The one which is visible in PR05): follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Travel Expense Types > Create Travel Expense Types for Individual Receipts.
Create the required travel expenses there.
2. Assign wage type for the travel expense types created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Wage Types for Interfaces > Assign Wage Types to Travel Expense Types for Individual Receipts
when you go into this path, you will find the travel expense types which you have created in the earlier step. Select the expense type for which you need to assign the wage type and click the magnifier icon which is available in the left top. You can assign the wage type then.
3. Assign symbolic account for the wage type created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Define Assignment of Wage Type to Symbolic Account.
Assign a two character symbolic account with a prefix "+".
4. Assign GL accounts for the symbolic account assigned: follow the path- Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Conversion of Symbolic Account to Expense Account.
Double Click HRT there, it will ask for chart of accounts, give your chart of accounts and then press enter. In the screen, select new entries, enter the symbolic account and its corresponding GL account.
note that instead of entering the prefix "+", you have to enter 1 as prefix here.
Save your entries.
As for as employee vendors is concerned, please create a vendor account in FK01 and then assign the personnel number of the employee in the vendor master record. The system will automatically pick up the employee vendor number with its personnel number.
Trust this clarifies.
Best Regards,
Raj

Check insertion of Travel Expenses inserted from user portal

Dear SAP Gurus,
is it possible to insert a R3 control that check the number of Travel Expenses of a certain type (f.e. "meal") that the user inserts from SAP portal linked to a single trip, f.e. an user exit I can use?
I don't need this control when you try to save the trip, but when you check the Travel Expenses insertion.
Thank you, best regards.
Stefano

You can use the BADIs under Personal management -> Employee self service -> service specific settings ->Travel management -> BADIs for TM ( SPRO u2013 IMG path
FYI
USER_CHECK_LINE_OF_MILEAGE Edit individual leg of trip and cost distribution miles/kilometers
USER_CHECK_MILEAGE Edit all legs of trip and cost distribution miles/kilometers
USER_CHECK_LINE_OF_RECEIPTS Edit individual receipt and cost distribution: receipts
USER_CHECK_RECEIPTS Edit all receipts and cost distribution: receipts
USER_CHECK_LINE_OF_ADVANCES Edit individual advance
USER_CHECK_ADVANCES Edit all advances
USER_CHECK_LINE_OF_DEDUCTIONS Edit individual deduction
USER_CHECK_DEDUCTIONS Edit all deductions
USER_CHECK_LINE_OF_ITINERARY Edit individual destination and cost distribution: destinations
USER_CHECK_ITINERARY Edit all destinations and cost distribution: destinations
USER_CHECK_TRIP_COSTS Cost distribution of trip
USER_CHECK_GENERAL_DATA Edit general data and period data of a trip
USER_CHECK_EDITOR Edit general texts of trip
USER_CHECK_RESULTS Edit travel cost results
USER_CHECK_CHANGES Edit changes to trip
Good luck
Saquib Khan

Authorization Checks in Travel Expenses

hello everybody
i have a problem whit my TM project.
here we have employee and manager.
when employee save and send own travel expenses he cannot change it later (and this is a request for us).
But when manager do the same operation later the link "modify travel expenses" is enabled
we don't want this
i try to change the authorization role for manager in PFCG transaction and delete from AUTHF field the value W31 .
In this case the link to be disabled but the manager lost authorization for approve employee trips.
so i decided to assign a value in field AUTHP (i set value E) but nothing changed (info type 0105, sub type 0001 is assigned correctly).
any suggestion?
thanks
PS:i want manager cannot modify own trip after saved (like all employee) but he still to able to approve employee trips.

i think i not explain me correctly.
so... my problem is following:
the manager is able to approve the employee trip (and this is ok)
The employee can insert their own travel expenses. After save and send the modify functionality is disable. So he can do this operatione only one time. (and this is ok)
The manager can insert their own travel expenses. After save and send this functionality still to be enable. (this is NO ok)
I changed the authorisation: when i remove W31 from Manager Role i solve the problem but.... Manager is no more able to approve trip....
I want manager able to approve employee trips but not modify their own travel expenses.
i hope you understand me

Setting up Flat Rate miles reimbursement in Travel expense

Hi Everyone:
We are in the process of setting up Flat Rate miles reimbursement in Travel expense calculation (PR05), based on Country and Region, example Canada (CA) Region (Ontario), Canada (CA), Region (Quebec). How would I go about setting this up in configuration? Can any one please let me know the required steps.
Best Regards, Tom.

Hallo, try this two tables
set up control parameters V_T702N_H
set up flat rates amounts V_T706F
If you want set up cumulations, see tables {spro->fin.accounting-> travel->expenses->reimbursement amounts-> cumulation
Hope you asked about this.

Travel expense type

Hi Folks,
I have created a new expense type in travel module for incidental allowance with default value of $25.00 per day.
But when it's giving me static value of $25.00 when I enter this travel expense type in travel expense manager. It should work as per day allowance !!! so if I put 3 days trip, it should give me total of $75.00 in expense type.
Can any one please tell me where to check this setting in IMG?
cheers
Samir

Hi Samir
I have a problem in travel management. I have to configure an expense which is to be reimbursed on basis of entitlement of employee.
I configure this expense in the field " create travel expense type for individual receipt" & assign the entitled amount in the field "define maximum rates & default values for expenses types".
But when I am cheking it in PRO5, the system is accepting amount more than the entitled amount I have defined in the field "define maximum rates & default values for expenses types".
I donot know where is the error.
Plz help
With Regards
Deepak Garg
Mob 9213784161

Field control for Travel expense type

Hi,
How can we control "travel expense type"/"Trip type company code specific" field in PR05/employee portal?
I want to make this as mandatory.
This field you can see in "PD/FR reimbursement" header PR05 entry screen.
I have checked in below configuration, but there is no effect if I make it as required input in below configuration.
Define Schema and Individual Field Control
Schema and Single Field Control for Web Dynpro
Any solution will be highly appreciated.
Regards
SM

Hi,
This field control is not working in ESS portal. Working in PR05 (Travel expense manager).
Could you please advice the configuration for making the field u201CTrip type, Co. specificu201D(PTP02-BEREI) as mandatory in
ESS portal?
If we have not entered any value in this field it is throwing below error.
"Entry EN NZ does not exist, check your entry"
Also please let me why this is mandatory to enter and why this is not a mandatory field in standard configuration?
Note: NZ is Trip provision variant.
Regards
SM
Edited by: shanumonu on Jan 27, 2012 5:37 AM

Delete items on the buffer in travel expense

Hi All
Can anyone tell me how do we delete items on the buffer in travel expense.
What had happened is that we had upload a number of files for the credit card import, and a payment line appears in the upload.
That payment line is confusing the users and I need to know how to delete the line in the buffer.
*I had tried to delete that line but have been unable to do so. Could u please assist?
thanks in advance
vishwaas

Hi there
It depends on whether its a "paid by company" or "reimburse to employee" expense. Credit card receipts, that are marked as having already been paid by the company cannot be deleted from the document buffer, as these receipts must undergo invoice verification and evaluation processes in Financial Accounting.
we also have the report RPTTUW02 with which you can delete either the entire cluster or single receipts in the cluster TC.But you need to be very careful with this report! You can also check RPTTCLTA for deletion and manipulation of the
cluster TA of PCL1 but this is ONLY for delete single lines pertaining to a credit card company or to set a started but not yet completed accounting runs.
Hope it helps
Sally

Travel Expenses

Hello Experts
Posted in Financials forum also......
i have the following questions regarding Travel Expenses:
1. Can an employee change expense report approver to a different manager than his direct supervisor when he creating the expense report? If yes how?
2. Can we automatically route expense reports containing out of policy items to senior management?
3. Can the per-diem be calculated based on employee department?
Thank you in advance. All helpful answers will receive points.
Karan

Hello Manoj
Thanks for the response. The workflow must be routed to immediate supervisor as a default. The employee must also be able to pick a different supervisor in which case the workflow will be routed accordingly and the original manager will receive an email informing him about the expense report to keep him in the loop..
If items are outside of the company policy it should automatically get routed to senior management. I was under the impression that you would set controls to ensure this didnt happen. ie you would enter the maximum allowed amount in the configuration. How will the employee then be able to enter a higher amount?
I think for the different per diem I figured out that you can use reimbursement groups..am I right?
Karan

Travel Expenses Configuration

Hello,
I have a requirement from my client pertaining to the configuration of Travel expenses module in SAP. It goes like this. From the start date of the travel, there has to be a DA to be given to the employee based on the various travel groupings. This DA slab is given on a day basis splittable into 12hr slab as well, i.e., if an employee takes a business trip morning 6 and comes back by 6 the same day evening and his per day eligibility is say 5000, then he can claim 2500 and not more than that. The system has to throw an error message saying that he cannot claim more than 2500.
I tried to use the maximum rate configuration node, which is giving the error message based on the number of days and not based on hours.
Can anyone please help me in how to go about solving this requirement?

Hi,
You have to use per-diems for this.
Look into SPRO - Financial Accounting (New)--Travel management - Tarvel Expenses -Trip Reimbursement Amounts-Reimbursement Amounts for Meals -Reimbursement Amounts for Meals/Hours.
Regards
Komma

Travel Management Employee Grouping for Domestic Travel per diems

Dear All,
I have a scenario in Travel management
Scenario
Client has Domestic Travel, only in India under India they have Class A cities, Class B Cities and Class C, For Class A different Per diems rate with respect to the Employees Grade Eg i have created the EG for Travel Expense type like 1 Manager 2 for Senior MGR and so on For Manager for Class A cities will have different Per diems Class B Cities will have Diff Per diems and so on
I have Created Z1 as the Trip Country
under Z1 ClassA
Z1 Class B
Z1 Class C like this and under Define Accomodation per diems for my trip provison variant under that for my trip country z1 and trip region Class A for employee grade wise i have given the Max amount and finally this trip country Z1 i have assigned it to the Domestic Schema but i cannot assign the Trip region there since i have Class Aand B and C My question is will it work for all my Class A and B and C cites too when i am doing PR05 system shlould restrict if any employee is claiming more than his eligliblity Please let me Know wheather my setting is enough for this or not if not let me know the best solution
Regards,
Raghu Kumar R

Hi Raghu Kumar,
First of all, if you have set warning message then system will not stop you and will give only warning message...
if you want to stop up to the max limit then you have to set the option Error message for exceeding maximum rate instead of warning message.
Secondly if even system is not giving you any warning message then check you influence control parameters (V_T702N_I)... (check it in detail)
Then again check your V_T706B2...
Also check the entries in travel expense sheet pr05, trip country and region shall also be entered in travel expense sheet...
Please let me if you still have problem...
Regards,
Muhammad Umer

Travel Expense workflow status configuration

Hi,
A customized WF is used for Travel Expenses with two level of approval after WF request created by Employee.
The problem faced is when first level approver approves the request the status visible to employee is "Trip on Hold"
Where are it should be "trip approved".
Where can i check the configuration for assigning the status for Travel Expenses.
Also guide should this be handled from HR or WF end.
Regards,
SAP Portal Dev.

it should be from WF end
check the WF using SWDD and see using SWIA

Reimburse travel expense employee by check

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