HR Description of Travel Expense Accounting
`
`The following Help Topics are available:
`
`For Help on Help, Press F1
`
`Version
`
`SAP-00009550
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`

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`Version
`Prepared for R/3 Release 2.2.
`August 94
`
`SAP-00009551
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`

`

`Copyrights
`
`@1994 SAP AG. All rights reserved.
`Neither this documentation nor any part of it may be copied or reproduced in any form or by any
`means or translated into another language, without the prior consent of SAP AG.
`SAP AG makes no warranties or representations with respect to the content hereof and specifically
`disclaims any implied warranties of merchantability or fitness for any particular purpose. SAP AG
`assumes no responsibility for any errors that may appear in this document. The information
`contained in this document is subject to change without notice. SAP AG reserves the right to
`make any such changes without obligation to notify any person of such revision or changes. SAP
`AG makes no commitment to keep the information contained herein up to date.
`
`SAP-00009552
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`Functionality of HR Travel Expenses
`
`The component HR Travel Expenses offers the complete range of procedures from processing an
`application, approving it, and posting the actual travel expenses. It is of course possible to make
`corrections and recalculations of previously entered data.
`: ..............
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`................ i ................................................................
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`SAP-00009553
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`KEntering business trip data
`
`The entire spectrum of data entry options - from a simple business errand up to a complicated trip
`abroad -is covered.
`
`Journey costs
`
`Transportation costs can be accounted either per individual document or by lump sums (or flat
`rates) for mileage and vehicle, vehicle class, passengers, company-internal rates and, if
`applicable, country-specific rates (for mileage, for example). The system also allows you to assign
`the data you wish to specific days of the trip and it enables you to adjust flat rates for
`kilometers/miles according to the actual distance travelled by the employee. The time period in
`which the distance is accumulated can be defined as needed.
`
`Additional expenditure for meals
`
`Additional expenses for meals can be calculated by means of itemized documents or lump-sum
`accounting.
`
`Deductions for meals provided by host
`
`Deductions for gratuitous meals such as breakfast, lunch, and dinner are recorded for each day
`separately.
`
`Accommodations expenses
`
`Accommodations expenses can be calculated on the basis of individual documents or by lump-sum
`accounting.
`
`Other expenses
`
`Other expenses or individual receipts for meals/accommodations are entered separately. While
`doing this, you can enter the amount in any foreign currency you wish for trips to other countries.
`The system also allows you to enter receipt data not concerned with employee refunds, e.g. airline
`tickets paid by the company.
`
`Advances
`
`Advances can be entered in any currency you choose, including data on their repayment, if
`applicable.
`
`Stopovers
`
`For trips to more than one destination you can enter, in addition to the main destination, all of the
`stopovers at other business locations.
`
`Accountassignmentfortravelexpenses
`
`Account assignment for a business trip can differ from master account assignment. A distribution of
`costs is possible;
`Example:
`¯ Distribution of costs for entire trip
`¯ Distribution of costs for separate stopovers
`
`SAP-00009554
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`¯ Distribution of separate receipts as percentages or absolute amounts
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`SAP-00009555
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`KNational features for valuating trip data
`
`Additional expenses for meals
`
`HR Travel Expenses currently takes account of the following features of German and Austrian law
`in lump sum accounting of additional expenses for meals.
`
`Accounting according to German travel expenses law
`
`Lump sum accounting:
`¯ Errand/businesstrip
`¯ Business trips lasting one or more days
`¯
`If a trip lasts less than 12 hours the reduced lump sums and maximum rates are automatically
`taken into account.
`¯ Deductions for meals provided by host are taken into account.
`¯
`It is possible to group countries together.
`¯ Trip abroad:
`Trip day validated according to last country reached before 24:00 (24 hour rule)
`Day of return trip validated according to time at which border crossed and country in which
`foreign border crossing took place (14 hour rule).
`Individual statement:
`¯ Cost of living savings taken into account
`¯ Adjustment to maximum rates
`
`Accounting according to Austrian law
`
`Division of trip time into
`¯ Calendar days
`¯ 24 hour intervals
`Valuation of trip intervals according to
`¯ twelfth rule (day is divided into twelve to calculate expenses)
`¯ time rule (expenses for meals calculated according to times of departure and arrival)
`It is possible to combine accounting of lump sums for meals with an individual meal statement.
`
`Accommodation expense accounting
`
`HR Travel Expenses takes the following features of German and Austrian law into account in lump
`sum accounting for accommodation.
`
`Accounting according to German travel expenses law
`
`Hotel receipts containing the cost of two or more breakfasts are reduced accordingly.
`
`Accounting according to Austrian travel expenses law
`
`SAP-00009556
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`

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`HR Travel Expenses allows overnight stays which are not entered to be valuated with a reduced
`overnight tariff (lump sum for accommodation).
`
`Accommodations expense accounting
`
`Hotel receipts which imply the costs of one or more breakfasts are reduced accordingly.
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`SAP-00009557
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`Analysis of travel expense results
`
`Refund amounts can be passed on to payroll or financial accounting. A data medium exchange
`program is also available for travel expense reimbursement. Each trip is confirmed in writing for the
`employee on a detailed form. There is a shortened form available in which you can record several
`trips summarily.
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`SAP-00009558
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`HR Travel Expenses and environment
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`.......................................................... i ....
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`SAP-00009559
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`What data is included in travel expense accounting?
`
`We distinguish between three different kinds of data:
`¯ personnel master data
`¯ evaluation tables
`¯ trip data
`
`Personnel master data
`
`Example:
`¯ personal data
`¯ organizational assignment
`¯ travel privileges
`
`Lump sums and maximum amounts from the evaluation tables
`
`A distinction is made here between tax-exempt and net payment. All entries are stored with exact
`dates.
`Example for trip data:
`¯ times
`¯ destinations
`¯
`receipts
`¯ advances
`¯ account assignments
`
`SAP-00009560
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`Travel expense accounting
`
`From the data entered, an accounting program produces the results which are stored in a
`database, where they are accessible for evaluation whenever needed.
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`SAP-00009561
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`Evaluation of accounting results
`
`¯ transfer of results to financial accounting
`¯ transfer of results to payroll accounting
`¯ payment via data medium for banks
`¯ travel expense statement for the employee
`¯
`statistics
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`SAP-00009562
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`Organizational procedure
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`SAP-00009563
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`Central processing
`
`When an employee returns from a business trip, he submits a form containing the data from his trip
`to the department responsible. This department checks and processes the trip data in the central
`system. The trip is now given a status:
`The trip has been approved and can be accounted.
`After accounting, a document is printed for the employee and the travel expenses are, for example,
`reimbursed via financial accounting.
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`SAP-00009564
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`Central processing with application
`
`If the employee wants an advance, he fills out a travel application and submits it to the appropriate
`department. The application is checked, processed in the central system, and classified as
`approved. After that the travel application goes through accounting and is forwarded, for example,
`to financial accounting to effect payment.
`When the employee returns from his trip, he submits his trip data, which is used to complete the
`application he submitted previous to his journey. The trip is designated as an approved trip; the
`travel expenses are accounted and reimbursed, and the employee is issued a travel expense
`document.
`
`Travel data processing by the employee concerned
`
`In order to obtain an advance, the employee uses the system to process his travel application
`himself. The department responsible checks the application and gives it the status approved. After
`that the travel application goes through accounting and is, for example, sent on to financial
`accounting for payment.
`When the employee has returned from his trip, he completes the application submitted previously
`by adding the new facts. The department responsible checks and approves the entries. After that
`the travel expenses are accounted and reimbursed, and the employee receives his travel expenses
`document via the internal mail system.
`All of the procedures described above are of course supported by a detailed authorization check
`(please see .~.y._.s_._t_..e.:_._m_._.).
`
`SAP-00009565
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`

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`Basic requirements
`
`Before travel data can be processed at all, certain basic requirements must be fulfilled:
`¯ Each employee must at least be recorded with his personal data and his organizational
`assignment in HR master data (for information on setting up mini master data please see
`Additional information for the systems or~).
`¯ Travel privileges must be created for each employee.
`¯ Number ranges for business trips must be specified.
`¯ All HR Travel features must be generated.
`¯ All HR Traveltables must be checked for content.
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`SAP-00009566
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`Customizing
`
`The number ranges, HR features and HR Traveltables should be maintained or checked via the
`configuration menu
`
`SAP R/3 -~ Tools --> Customizing -~ Configuration menu -~ Personnel -~ Travel expenses
`or the implementation guide
`
`SAP R/3 -~ Tools --> Customizing -~ Implementation guide -~ Overall version -~
`Personnel --> Travel expenses
`for HR Travel.
`
`SAP-00009567
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`Travel privileges
`
`Every employee must be assigned his own personal travel privileges, using infotype 0017 Travel
`privileges. Records for this infotype can be stored via the menu path
`
`Environment -~ Travel expenses
`by selecting the appropriate line.
`
`Travel privileges include
`
`Representation of company internal rules for lump-sum and maximum rates by means of:
`¯
`car rule
`¯
`car class
`¯ period indicator for cumulative kilometers / miles
`¯
`reimbursement class
`¯
`reimbursement group
`Representation of company-specific authorization via:
`¯ expense account authorization
`Assignment to statistics via:
`¯
`internal assignment
`Criteria for travel expense accounting:
`¯ master company code change possible during assignment or distribution of travel expenses
`¯
`company code/cost center for account assignment of travel expenses
`
`SAP-00009568
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`

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`Number ranges for business trip numbers
`
`Since every business trip processed must be stored under a trip number, the necessary number
`ranges must be created beforehand.
`You have the option of letting the system assign business trip numbers (internal number
`assignment) or of entering them yourself (external number assignment).
`Via the initial menu customizing or directly via the transaction PR10 two number ranges are set up
`for each existing plant. The number length is 10.
`
`Internal number range
`
`The first number range is reserved for internal number assignment and has the number 01. After
`this you enter the number interval needed. The selection button ext (external number assignment)
`remains of course inactive.
`
`External number range
`
`The second number range is for external number assignment and has the number 02. You now
`enter the number range you wish and mark it as external by using the selection button ext.
`Note
`Make sure that the number intervals for different plants do not overlap, since that could cause
`problems when an employee begins to work at another plant.
`
`SAP-00009569
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`

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`Processing control via features
`
`Features are objects that can be given different specifications, depending on their organizational
`unit. For this reason, a feature can control completely different kinds of processing.
`The following features are used by HR Travel:
`¯ TRVPA General control of the accounting process
`¯ TRVCT Control of travel expense accounting according to
`the employee’s organizational unit
`¯ TRVFD Control of read access of table T706Z.
`In general, features are maintained via transaction PE03. We recommend however that you install
`features for the component HR Travel via the configuration menu ( --> Customizing). All features
`must be generated when setting up the system in the client used. Please refer to the corresponding
`chapter in BOOK.MERKMALE (RPDSYS00). Documentation on the features mentioned above can
`be found in .Sett!n .u ..the s stem.
`
`SAP-00009570
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`

`

`Overview of HR Travel tables
`Here you are given an overview of the tables used for HR Travel. Exact documentation can be
`found in S.e~tj.r~ ..u....t.D#..s..s~m.
`
`Long texts
`
`Trip Type
`Trip Activity
`Vehicle Type
`Period Indicators
`Trip Schema
`Expense Codes
`
`T706G
`T706R
`T706E
`T706Q
`T706T
`T706C
`
`Dialog
`control
`
`Trip Schema
`Default Values
`Variable Field Control
`Individual Field Control
`Expense Codes
`
`T706S
`T706D
`Feature TRVFD
`T706Z
`T706B
`
`Lump sums Journey Costs
`Aocomodation
`Meals
`Meals / lqme EvalualJon
`
`T706F
`T706U
`T706V
`T706H
`
`Accounting Period Names
`Deduotion Values / Pot.
`Country Groups
`Input Tax (Abroad)
`Initial Acc. Assignment
`
`T706P
`T706A
`T706L
`T706M
`T706K
`D4&30 E KOVLQ 28024
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`SAP-00009571
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`

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`Process/maintain/display travel data
`
`This section offers you an overview of the transactions used by HR Travel. At the same time all
`processing masks are presented and explained.
`
`SAP-00009572
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`

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`Initial menu for HR Travel
`
`From the SAP R/3 screen you can access the initial menu for HR Travel via the menu path
`
`Personnel --> Travel expenses.
`In addition to transactions for entry of trip data the menu contains the accounting program and the
`most important evaluations.
`
`SAP-00009573
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`

`

`KStandard entry/maintenance/display
`
`The initial screen for entering trip data
`
`Via the function individual entry you can call up the initial screen for trip data entry. It presents, for
`each personnel number, a list of all trips entered until that time in descending order.
`By using selection criteria you can choose specific trips. Trip number, begin, destination, etc. can
`serve as selection criteria. Via various functions numerous options for processing trips are
`available. Selecting a trip by placing the cursor on the appropriate line and then carrying out the
`function in question makes it possible to:
`¯ do selective accounting of a trip
`¯ print out the standard form
`¯
`simulate accounting and then print out the standard form
`¯ display trip data
`¯
`change trip data
`¯ delete trip data
`¯ approve a trip
`After entering a trip schema (and possibly a trip number) the following actions are possible:
`¯ creating a newtrip
`¯
`copying out a sample trip for a certain personnel number
`
`Batch input
`
`The transaction is also available via batch input.
`It is possible to:
`¯ create a newtrip
`¯
`copy a sample trip
`¯
`change a trip; in this case the trip number must be specified.
`
`Basic trip data
`
`The most important data for a business trip is contained in basic trip data. This includes, for
`example, data concerning:
`¯ trip times
`¯ destinations
`¯
`lump-sum accounting for:
`meals
`accommodations
`journeys
`¯ account assignment.
`Certain fields are faded in or out automatically when the trip schema is selected (see table T706S);
`
`SAP-00009574
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`

`

`in other words the screens supply the appropriate entry fields for the respective case.
`By using function keys you can select additional masks for data entry. It is possible to jump from
`one mask to the other at any time.
`Note
`A trip cannot be saved until its status has been specified on the separate status mask. If you
`attempt to leave the mask without updating, the system gives you a warning.
`
`Entering individual receipts
`
`The following entries are required entries for individual receipts:
`¯ expense code
`¯ amount
`¯ date (first day of trip is suggested)
`The input VAT indicator can be entered manually. If it is not entered, it is determined by the system
`but can be overwritten if necessary.
`If flat-rate input VAT taxation has not been specified (in table T706D), the input VAT indicator is
`determined as follows:
`¯
`If the receipt is in domestic currency, the corresponding input VAT indicator from T706B is used.
`¯
`If the receipt is in foreign currency, the input VAT indicator for 0.00% from table T706D is used.
`In the case of trips to foreign countries, the currency and the exchange rate can be entered with
`the receipt amount.
`The following copy criteria are then available:
`¯
`currency entry without exchange rate:
`the current rate from table TCURR is suggested as a default value.
`¯ entry of exchange rate without currency entry:
`in the first line, domestic currency is used; otherwise the currency in the previous line is
`copied.
`¯ neither currency nor exchange rate entry:
`in the first line, domestic currency at the rate 1.00000 is suggested; otherwise the currency
`and the exchange rate in the previous line are copied.
`currency and exchange rate can of course be overwritten at all times.
`
`¯
`
`Cost distribution of individual receipts
`
`Each receipt can be distributed on the basis of percentages or absolute values per order, project or
`cost center.
`Furthermore it is possible to assign each receipt to a certain destination. If no explicit cost
`distribution for the receipt is entered, the receipt is given the cost distribution of the assigned
`destination.
`Note
`Account assignment for the main destination of the trip is always carried out according to the cost
`distribution for the entire trip.
`
`Deductions due to gratuitous meals
`
`SAP-00009575
`
`

`

`Meals for which the employee did not have to pay must be marked at the corresponding date. The
`accounting program can then reduce the daily lump sums according to table T706A (see .T._a~.b.l.~es~
` .yos_.t_eom.).
`At initial entry as many first days as possible appear on the screen with the default value no
`gratuitous meals. It is not possible to scroll here:
`A day not yet listed can be entered by overwriting (please see below). Summarization cannot be
`carried out until gratuitous meals have been entered (see below).
`
`Summarization
`
`Days without gratuitous meals are deleted from the screen immediately.
`
`Overwriting
`
`Overwriting a date leaves the original entry as it was and copies the data in the original, overwritten
`entry for the new date.
`
`Entering stopovers
`
`Required entries are:
`¯ beginning of stopover with date and time
`¯ end of stopover with date and time
`The fields trip type, trip activity, country, and area are filled in with the values of the main
`destination. If no entries are made, they can be overwritten at any time.
`If accommodations accounting is to be done by lump sum, the number of nights is suggested for
`each stopover. This value can be adjusted upward or downward.
`
`Cost distribution for stopovers
`
`Each stopover can be distributed on a percentage basis per order or cost center.
`If you do not enter an explicit distribution for a stopover, it is given the cost distribution for the entire
`trip.
`Note
`Account assignment for the main destination of the trip always corresponds to the account
`assignment for the entire trip.
`
`Kilometer/mileage distribution
`
`Kilometers/miles to be lump-sum accounted can be entered with the exact date. Furthermore it is
`possible to take the number of passengers and a company flat rate into consideration. If a special
`kilometer/mileage rate is to be paid for a certain country, the country can be entered for the
`respective date.
`
`Cost distribution for the entire trip
`
`The total costs of a trip can be distributed by percentage per order or cost center. Please note that
`the main destination is always given account assignment in accordance with the cost distribution for
`the entire trip.
`If explicit cost distribution for the entire trip is not specified, account assignment for the entire trip is
`the same as TE master account assignment.
`
`SAP-00009576
`
`

`

`Advances
`
`The required entry is the advance amount or the domestic currency amount
`If no entries are made, the currency and the exchange rate are determined as follows:
`¯
`ifa currency is not entered, the currency in the previous line is filled in; in the case of the first
`line the local currency is used.
`if an exchange rate is not entered and the currency is the same as in the previous line, the rate
`in the preceding line is filled in; for the first line the rate is set at 1.00000. If the currencies differ
`the rate in table TCURR is filled in.
`The rate can, however, be overwritten in any case.
`
`¯
`
`The trip text
`
`For each trip a special text can be composed, and printed in the employee’s statement, if wanted.
`
`Display trip status history
`
`Via trip status history you can check all of the organizational steps that have been taken during
`processing of a trip.
`
`Modification screen for customer
`
`HR Travel offers the customer the possibility of easily creating his own customized screen to fulfil
`his company’s special needs perfectly.
`For this purpose there is the internal table USER, which is written to and read from the data base
`by SAP standard programs (for travel expenses). It can be modified by the user and was especially
`designed for company-internal applications.
`This makes it possible to record useful information for the future, from reports by external
`representatives in the pharmaceutical or insurance areas, for example, to facts intended for the
`customer’s own follow-up systems.
`Example:
`services for which customers can be invoiced.
`
`Assigning trip status and saving the trip
`
`The trip status informs you as to the phase of processing the trip is in.
`It is defined (in the New Trip Status box within the Trip Data Maintain Status screen) by clicking on
`¯ exactly one status in the first column,
`and
`¯ exactly one status in the second column.
`A trip is accounted in the next accounting run if the status is set at approved and to be accounted.
`A trip cannot be saved until the trip status has been assigned.
`
`SAP-00009577
`
`

`

`Fast entry of trip data
`
`With fast entry you can enter several trips at the same time with each step of processing.
`You can reach the fast entry transaction PR02 either by using the function Fast data entry in the
`Travel Expenses menu or by calling it up via the command field.
`Restrictions:
`Only domestic trips can be entered.
`Using fast entry it is also possible to enter receipts, stopovers, etc. via the corresponding screens.
`
`SAP-00009578
`
`

`

`Cost distribution
`
`Two fundamentally different possibilities for distributing travel expenses must be distinguished:
`¯ distribution at the personnel number level
`¯ distribution within a trip
`
`Cost dlsldbutlen for all trlp~
`of one employee
`
`The total cost of a trip is
`d=str=buted for each employee
`to the company code and cost
`centers.
`
`Coal distribution for an Individual trip
`
`Different account assignment
`to order/cost center
`Data entry transactions allow for
`a percentage-based distribution of
`- the total cost of a trip
`- the cost of individual stopovers,
`and
`- the cost of individual receipts
`to the company code, orders, and
`cost centers.
`Receipts can be distributed on the
`basis of percentages or absolute
`values.
`
`Travel expense distribution at the personnel number level
`
`Every employee can be given a so-called TE master account assignment in HR master data
`according to which the total expenses of a business trip are to be distributed. TE master account
`assignment is determined via a decision tree using the infotypes:
`¯ Cost distribution
`(0027, Subtype 02, 01)
`¯ Travel privileges
`(0017)
`¯ Organizational assignment
`(0001)
`
`Decision tree for determining travel expense account assignment:
`
`SAP-00009579
`
`

`

`travel expenses in
`infotype 0027 (subtype 02~
`for the last d~ of the trip .
`
`tls there a distribution of I
`II s there acost center I
`
`in inf~ype 0017
`’Tr~lel Priveleges’ ?
`
`No 1IIs there acost center
`
`in infotype 0017
`’Travel Priveleges’ ?
`
`No
`
`I
`
`I r
`
`applyto 100%of I No
`the costs ?
`I
`
`IDoes the distributionl
`IYes
`
`Account assignment
`= tr~el expense masterl
`dat.a as sig nrn ent
`
`Distribution of 0027
`(subtype 02) with
`remain i1-~1
`~ ercentage to
`017 cost center
`= travel expense
`rnaster data
`assignment
`
`0 01 7 cost
`center =
`t nz~el expense
`mast er data
`assignment
`
`Travel expenses
`or remainder not
`distributed must
`be 0027
`distribution
`according to
`master data
`assignment for
`p~roll
`account irlg
`(ie. 0027 with
`subtype 01 )
`master data
`i
`Is acost distribution
`in infotype 0027
`subtype 01 planned
`forthe last da,! of
`thetrip ?
`
`Yes
`
`IDoes the distribution
`
`apply to 1 00% o{
`the costs ?
`
`No
`
`Is there a cost centerI
`in infotype 0001 I
`(Org. Assignment) for
`I
`the last d~zy of the trip ?1
`I
`Error message I
`~,No
`
`is displayed
`
`Yes[
`
`Yes I
`
`4,
`Account assignmentl
`= tr~el expense [
`master daia [
`assignment [
`
`Note
`The infotypes 0027 Cost distribution, 0017 Travel privileges and 0001 Organizational Assignment
`are always read on the last trip day. If there is more than one cost distribution rate in the trip interval
`and the distribution wanted is not valid for the last trip day, the costs must be distributed via trip
`processing.
`
`Travel expense distribution within a trip
`
`When you record business trip data you can distribute travel expenses using one of the following
`methods:
`¯ distribution of the entire business trip
`
`SAP-00009580
`
`

`

`¯ distribution per stopover
`¯ distribution per receipt
`You can access the processing masks wanted by using the corresponding function keys.
`
`Cost distribution of the entire business trip
`
`SAP-00009581
`
`

`

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`15,01,1994 20:00
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`[ I
`
`SAP-00009582
`
`

`

`If a different account assignment has already been entered on the basic data screen for a trip, it
`appears as 100% account assignment on the cost distribution screen. Otherwise, TE master
`account assignment is proposed without percentages.
`For required default account assignments percentages can now be filled in and new account
`assignments can be entered. After the ENTER key has been pressed the screen is reduced to
`contain only those assignments with percentages.
`If the sum of all percentages is below 100% when the cost distribution mask is exited, that part that
`has not yet been assigned is distributed according to TE master distribution.
`Note
`If there is no distribution of the entire trip, it is split up in line with TE master distribution.
`
`A trip whose costs are not to be distributed but assigned 100% to a specified cost center ( --> order)
`requires no additional cost distribution screen. Such assignment takes place on the basic data entry
`screen of a trip.
`
`Cost distribution per stopover
`
`Beginning with the destination entry screen, individual stopovers during a business trip can be
`assigned their own cost distributions; in this way these destinations are split up in accounting by
`means of their distribution.
`TE master account assignments as well as the orders, and cost centers already entered for the trip
`in question serve as default values.
`If, when you exit the cost distribution screen, the sum of all percentages is below 100%, the
`remaining percentage will be distributed according to TE master account assignment.
`If there is no destination distribution specified, travel expense accounting splits all amounts for this
`destination according to the distribution for the entire trip.
`
`Cost distribution per receipt
`
`Using this screen as a starting point, you can assign individual receipts their own distribution. This
`will ensure that these receipts are split during (travel expense) accounting via their own cost
`distribution. This distribution can be done by percentage or amount.
`The account assignments from TE master distribution, as well as the orders, and cost centers
`already recorded for the trip, serve as default account assignments.
`If the sum of all percentages/amounts is below 100% / of the receipt total, when you exit the cost
`distribution screen, that part of the receipt that has not yet been distributed will be divided up
`according to TE master account assignment.
`If there is no explicit distribution for the receipt, the receipt amount is divided according to
`destination distribution and its assigned destination. The latter is particularly significant for a receipt
`because each receipt is automatically assigned in accordance with the so-called midnight rule (or
`24:00 rule) to exactly one destination (the last location where the employee was before midnight on
`the date of the receipt). If you prefer a different destination assignment (in order to split the receipt
`according to a specific destination distribution), you can assign this destination manually on the
`receipt distribution screen.
`If there is no distribution according to destinations, the receipt is split up according to the cost
`distribution of the entire trip.
`
`Changing a stopover or a receipt
`
`SAP-00009583
`
`

`

`Changing a stopover
`
`If the beginning or end of a stopover is changed, the receipt/destination assignment of all receipts
`is restructured. This new structure is based on the midnight rule, which assigns each receipt to the
`destination at which the employee was staying at 12 midnight of the date on the receipt. The same
`is true, when a stopover is deleted completely.
`
`Changing a receipt
`
`If the amount of a receipt which is distributed according to amount is changed, the receipt
`distribution is deleted. If the receipt date is changed, the receipt/destination assignment is
`restructured on the basis of the midnight rule; in other words, the receipt is assigned to the
`destination at which the employee was staying at 12 midnight of the date on the receipt.
`
`SAP-00009584
`
`

`

`Central approval of applications and trips
`
`If HR Travel is not utilized centrally (each employee processes his own travel data), the question
`quickly arises as to how the data should be checked and approved. For this purpose HR Travel
`provides the travel expenses department with an appropriate approval tool:
`the report RPRAPPO0.
`
`SAP-00009585
`
`

`

`RPRAPP00 Centralized approval of trips
`
`This approval program is generally only used by the expenses department and is accessed via the
`initial HR Travel Expenses menu (Process -~ Approval). It provides an overview of all trips entered
`(decentrally) which must be checked. In this way individual trips can be:
`¯ approved
`¯ put on hold (if documentation is missing)
`¯
`simulated
`¯ displayed or changed
`If changes are made to a trip subsequent to its having been paid (or transferred to follow-up
`systems) you can display these corrections by means of a function key. These trips are marked
`with the indicator Corr in the overview list.
`The parameter Corrections as list enables you to check the corrections in list form rather than
`interactively.
`If the expenses department has not yet received the individual receipts for a trip, the trip can be put
`on hold by means of the appropriate function key. In addition, it is also possible to have this
`indicator set automatically. This is done using the report parameter Put on hold automatically. It
`should be noted that only new trips can be taken into account with this parameter.
`
`How could the approval report be used?
`
`To answer this question, there follows a diagram of a specimen organizational schedule:
`
`Night processing
`
`All new trips for which receipts have been
`entered are automatically put on hold.
`
`V
`
`SAP-00009586
`
`

`

`Process trips without receipts
`
`All trips whose status is Application entered
`or Trip completed and To be accounted are
`selected. Thus the list only contains new
`trips for which there are no receipts and
`those which have been corrected (since the
`other new trips have been put on hold during
`night processing).
`
`All selected trips are now checked and then
`approved. If a receipt for a trip which has
`been corrected is to be handed in later, the
`trip is put on hold.
`
`V
`
`The individual receipts handed in to the
`expenses department are then further processed:
`
`All trips on hold for those personnel numbers
`whose receipts have been handed in to the
`expenses department