Expense Report

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Step by Step Guide to Entering an SAP
Expense Report & Trip Request
(including Multiple Destination Trips)
1
Privileged and Confidential
December 2010
To complete an entire Expense Report, begin with the next slide and work
through slide 30. For instructions on entering a Travel Request, please go to
Slide 31.Below is an index of individual topics related to expense reports..
Topic
Creating a new expense report
3
Selecting the correct Schema
4
Entering travel dates
5
Entering Country/Region & Destination
6
Entering multiple destinations
7–8
Entering the WBS element for your expense report
9 – 12
Changing the Cost Center or WBS element for a single receipt
19
Per Diem
13 – 14
Mileage
15 – 16
Receipts
17 – 19, 24
Business meal receipts
Errors and alerts
20-23
11, 25 – 26
Reviewing your expense report
26 – 29
Submitting your expense report
30
Creating and Submitting a Trip Request
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Slide(s)
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31 – 41
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
First, log into the SAP Portal

Click on Travel and Expenses

Select Create Expense Report
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
Select the correct Schema from the drop down menu (note that the Schema can not be
changed once you click the Start button)
•
Direct Trip – one destination or non-travel and charging time & expenses to case
work or a project
•
Indirect Trip – one destination or non-travel and charging time & expenses to
indirect labor & overhead
•
Multiple Dest Direct Trip – multiple destinations and charging time & expenses to
case work or a project
•
Multiple Dest Indirect Trip – multiple destinations and charging time & expenses
to indirect labor & overhead

If you are creating an expense report for a trip that was previously entered in SAP as a
Trip Request, highlight the trip request by clicking on the gray box to the left of it.

Click the Start button to begin entering the expense report.
Select correct schema here
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
Enter your Start and End Dates for your trip. If claiming per diem and/or mileage these need to be
the exact date range for which you are claiming it. You can not claim per diem for only part of a trip,
you must either claim it for all of the trip or none of it.

Enter your Start and End Times. This will be entered using military time. If claiming per diem your
start time should be 00:00 and end time should be 24:00 to calculate the correct per diem amount.

When filling multiple expense reports out for a single trip/detail, times must not overlap and
must show a start time of 00:00 and an end time of 00:00. Only the final expense report
should show 24:00 as an end time. For example, you are on a trip/detail from 4/11/10 through
5/7/10 and you need to complete weekly expense reports. So you would complete the following:
Expense Report 1 (First): Start Date & Time: 4/11/10 00:00 – End Date & Time: 4/18/10 00:00
Expense Report 2: Start Date & Time: 4/18/10 00:00 – End Date & Time: 4/25/10 00:00
Expense Report 3: Start Date & Time: 4/25/10 00:00 – End Date & Time: 5/2/10 00:00
Expense Report 4 (Last): Start Date & Time: 5/2/10 00:00 – End Date & Time: 5/7/10 24:00

You do not need to change the fields that say Departure from Work and Arrival at Workplace
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
Enter the Country/Region for your destination. If completing a report for multiple destinations,
please input your first destination in this space. Unless working outside of the United States your
code will start with US followed by the state abbreviation and then city (listed alphabetically).
Example – if travel is in Pittsburgh, PA your Country/Region will be USPA Pittsburgh_Allegheny.

Enter your Destination(s). In this space you should enter a more specific location, i.e. Fairfax, VA
when the DC Metro area is shown in the Country/Region block. If this is a multiple destination
expense report, please list each location here.
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7

If you chose a multiple destination schema, you will have the option to Enter Additional
Destinations.

Click on the Enter Additional Destinations button to complete filling out your trip locations.
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
Change the Date, Time, Destination, and Country fields for each Additional Destination to
reflect the trip details.

Date of destination should reflect the date you check in at that location and the Time should be
recorded as 00:00

In the Destination field type the city name, state abbreviation where you stayed.

In the Country field select the correct location from the drop down menu.

The Activity field does not need to be changed

To add additional locations to your expense report, click Accept and New Entry

When you have added your last destination, click Accept. The last destination should be the
final location before returning to your home location. In the example below, Erie, PA was the
last location before ending the trip and returning home on 11/27/10
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
Select the Activity for this expense report.

List the Reason for the expense report (i.e. Detail to Atlanta District or NIT Training)

Click on the Change Cost Assignment button. This is where you will enter your WBS
Element, which is required for all expense reports. The Cost Center will automatically prepopulate with your home Cost Center.
A reason for your expenses should always be listed
Always click on this button – This is where you
will enter your WBS element for expenses
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
By clicking on the Change Cost Assignment button you will be sent to this screen

Under the Accounting Object Header, you must ALWAYS select “All”

Enter the correct WBS Element for expenses. Cost Center will automatically populate,
however if you need to change the Cost Center, you can do that here.

Once the information is entered, click on the Accept button below “Sales Order”.
Always select ALL. If you do not select All it will delete the
other objects listed. Please make sure you are entering
the correct WBS Element for expenses. The WBS
Element must always be added
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
You may receive a yellow warning (seen below). You can ignore this warning and click
the Accept button again.
This is the yellow “soft” warning that can be bypassed. Click accept again
after verifying under the Accounting Object Value that you see both the Cost
Center and WBS Element listed
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
Verify that you have both the Cost Center and WBS Element listed under the
Accounting Object Value Header. If the information is there and correct, click the
Accept button to proceed.
This is just another page verifying that the WBS Element and Cost Center are correct. Click accept
again to return to the General Data Screen.
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
If you are not claiming per diem, uncheck the box next to Per Diem Reimbursement
for Meals

If you are claiming Per Diem, leave the box checked and click on the Enter
Deductions for Meals button. You can not claim per diem for only part of a trip, you
must either claim it for all of the trip or none of it. If there are any breaks in your travel,
you will have to enter separate expense reports for each segment. (For example, you
are spending two weeks in Atlanta, GA but returning home for the weekend in
between, so you will need to submit two expense reports.)
If you are not claiming per diem, please remember
to uncheck the box. This will automatically be
checked on every expense report
Click this box to choose per diem details
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
Verify that the dates listed coincide with your actual travel dates. If the dates listed are incorrect,
then you have entered your start/end dates incorrectly on the General Data Screen. Return to the
General Data Screen and correct the dates.

Check the appropriate boxes indicating first/last day of travel and any boxes where a meal was
provided (i.e. if someone took you to dinner or if you chose to partake in the breakfast that was
provided by the hotel, you will need to check the appropriate box).

Once all information has been recorded, click on the Accept button to return to the General Data
Screen.
Be sure to click on First and Last Day of travel in addition to any
meals that were provided. Then click the Accept button to return
to the General Data Screen.
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
If you need to claim mileage, click on the Enter Mileage Details button and enter your
mileage by date. If you are charging mileage because you have opted out of the
fleet vehicle program, do not enter your mileage on this screen. That mileage
needs to be entered in the receipts section with the expense type Mileage Non
Participant.

Total distance will auto-calculate after completing the mileage details

Mileage is automatically calculated at the current rate ($0.51 per mile as of 1-1-2011)
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
A line with the first date of your expense report and 0 Miles Driven will already be there. Change the
date if necessary and enter the correct mileage, then click on Accept and New Entry to enter the
next day. Continue this step until you have your mileage entered for each day needed. On the last
mileage entry click Accept, rather than Accept and New Entry.
a.

Make sure you enter the reason you are claiming mileage in the Comments Section for each
line. (i.e. Travel to Meeting)
Once you have entered all of your mileage click on the Accept button to return to the General Data
Screen.
Include a note in the comments section why you
are claiming mileage
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
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After you have entered all of your information on the General Data Screen. Click on the Enter
Receipts button
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
To enter a Receipt, Click on New Entry - under “Receipts in this Expense Report”

Select the correct Expense Type from the drop down menu. Company Paid expense types should only
be used if you used a Purchasing card paid directly be the company. (If you do not see your expense
type, DO NOT just choose something, please contact A/[email protected] for assistance)

Enter your Receipt Amount and the Receipt Date. Do not add up receipts of the same expense type each receipt should be entered separately.

The Paper Receipt box should be checked if you have a receipt. If you don’t have a receipt, uncheck
the box and include in the comments that the receipt was lost or no receipt was provided

Leave the Receipt Currency in United States Dollar and the Short Info columns blank.

Enter the Service Provider.
Company Paid expenses should only be
used if you have a Purchasing Card
Lodging actuals require you to enter the check in/out dates.
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
If you need to change the Cost Center and/or WBS Element for the receipt, click Accept. Then
click on the gray box to the left of the line to reopen it and then click on the Change Cost
Assignment button. (You MUST click Accept and then reopen the line to change the cost
assignment.) When the Cost Assignment for receipts box opens, delete and enter the correct Cost
Center and/or WBS Element. Click the Accept button in the lower right corner to return to the Enter
Receipts screen, or click the Accept button under Sales Order and then click the Accept button in
the lower right corner of the screen to validate the Cost Center and WBS element used.

Please read the information pre-populated in the Comment section for each expense type and
enter any information that is needed. You can enter your own comments before or after what is
pre-populated. If you do not have a receipt, it must be noted here. Anything over $2.00 requires
a receipt. If you are missing a lodging receipt, you must contact the hotel to get a copy of your
receipt.

Once you have entered all information for the receipt click on the Accept and New Entry button if
you have additional receipts, or if finished entering receipts, click on the Accept button.
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
Meals Actual should only be used when you are purchasing a meal for yourself and not claiming Per
Diem for Meals. A detailed receipt showing all food and beverages purchased is required for
reimbursement.

Business Meals Allowable should be used when you are paying for a meal for others. A detailed
receipt showing all food and beverages purchased is required for reimbursement.

Business Meals require that you include the name of the Participants (click the Enter Participants
button to enter this information), as well as the purpose of the business meal (type this in the
Comment section)

Any alcohol purchased must be entered separately as expense type Business Meals Unallowable
or Meals Actual Unallowable.
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Business Meals – Entering Participants

After clicking on the Enter Participants button, the below screen will appear

Select Internal or External for Co. Relation (employees not currently in SAP are considered
External)

For External Participants enter the Last Name, First Name, Job Title and Company name

For Internal Participants, click in the Personnel No. field and then click on the small button on
the right (looks like a white box)
Select Internal for employees in SAP,
or External for non-employees and
employees not in SAP
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Click here to find an
Internal Employee by
name
Selecting Internal Participants for Business Meals

After clicking on the small button in the Personnel No. field you will get the below
screen

Type in the last name of the employee you are looking up

Click the Start Search button
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Selecting Internal Participants for Business Meals (Cont’d)

Select the correct employee by clicking the box to the left of their name and then press the
OK button

Repeat these steps until all employees are entered and click Accept to get back to the
Enter Receipts screen
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
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Once you have entered ALL of your receipts, click on the SAVE DRAFT button.
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
After you click on Save Draft you will see any errors that have been found at the top of the
page. If you only have a yellow warning or green checks you can proceed and click on the
Review button

If you have any Red Alerts – You must go back to correct your information. A list of common
errors and corrections is available on the SAP Support page of the homepage. If you cannot
find the problem, please contact A/[email protected] for further assistance.
After you have click on Save Draft – this screen generates any issues you may
have with your expense reports. If there are green checks and yellow warnings
you may proceed and click on Review. If there is a red error, you must make a
correction.
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
After you click on Review the following page will generate

Verify that you have no Red Errors, which will require you to make corrections. If you
have a yellow warning (like in the below image) you may proceed

Verify under the Summary section, that your totals appear correct – on the next page it
explains how to view the details of your expense report.
Verify that ALL of the amounts entered are correct.
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
If the summary appears correct, Click on Display Expense Form and verify all of the
information, then click the print button.

This is the form that you will ALWAYS have to mail to Accounts Payable, even if you have
no receipts or are claiming mileage only.
Always click on this button and print this expense form to mail to A/P with your receipts
attached. Even if you don’t have receipts (or are claiming mileage or per diem only) you
must send in this sheet. A/P does NOT have the ability to view reports that have it notated
“mileage only” or “no receipts” as was previously done in Unanet. If you create an expense
report in SAP, the only way A/P knows about it is if you send in the Expense Form.
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
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Below is an example of the Expense Form. Please verify that the information circled below
is correct before sending. Make sure you have a Cost Center and WBS Element Listed for
the total amount of the report.
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
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If you have lodging, make sure all of your lodging is not going to Lodging Unallowable. If it
is, please go back to the Enter Receipts Page and make sure you have entered the from
(check in) and to (check out) dates for the lodging receipt correctly, and that you have
entered your Country/Region correctly on the General Data Screen. You can verify your
location by going to the GSA website and searching for the correct per diem location
based on the zip code of the hotel where you stayed. Also, make sure you have
separated out your Lodging Tax from your Lodging Actuals (room charge only). If you have
an amount going to lodging unallowable, it reflects the amount the room is over the GSA
lodging per diem. You will be reimbursed for both the Lodging Actuals and Lodging
Unallowable, but please verify the amounts in Lodging Actuals and Lodging Unallowable
are correct.
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
Once you have verified the expense report is correct and have printed the
Expense Form, click the circle to Save and Send for Approval

Then click on one of the Save and Send for Approval buttons that are
located at the top and bottom of the screen. This submits the expense report
to your manager for approval.
You must first select Save and Send for Approval here to have the option to
click the button to Save and Send for Approval above
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Travel Requests
 A Travel Request should be completed and submitted before any
travel is booked.
 The Travel Request number from SAP should be used on the AMEX
Travel site for the Travel Approval Code. The AMEX travel site
requires an 8 digit approval code, so you should use zeros in the front
to fill the 8 digit requirement. For example, your Travel Request
number in SAP is 5764, then on the AMEX travel tool you would use
00005764 as the Travel Approval Code.
 Multiple destination expense reports require you to complete only
one Trip Request for your entire trip. You will no longer need to
complete a Trip Request for each location. You will want to use the
date range for the entire trip and select the Country/Region for only
your first stop. In the Destination field list all of the locations where you
will be staying.
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To complete a Travel Request:
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
First, log into the SAP Portal

Click on Travel and Expenses

Select Create Travel Request
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
Enter the expected start and end dates for your trip. If you will be claiming per diem these need to
be the exact date range for which you will be claiming it. You can not claim per diem for only part of
a trip, you must either claim it for all of the trip or none of it.

Enter your start and end times. This will be entered using military time. If claiming per diem your
start time should be 00:00 and end time should be 24:00 to calculate the correct per diem amount.

When completing multiple Trip Requests for a single trip/detail, times must not overlap and
must show a start time of 00:00 and an end time of 00:00. Only the final trip request should
show 24:00 as an end time. For example, you are going on a trip/detail from 4/11/10 through
5/7/10 and you need to complete weekly expense reports. So you would complete the following:
Trip Request 1 (First): Start Date & Time: 4/11/10 00:00 – End Date & Time: 4/18/10 00:00
Trip Request 2: Start Date & Time: 4/18/10 00:00 – End Date & Time: 4/25/10 00:00
Trip Request 3: Start Date & Time: 4/25/10 00:00 – End Date & Time: 5/2/10 00:00
Trip Request 4 (Last): Start Date & Time: 5/2/10 00:00 – End Date & Time: 5/7/10 24:00

You do not need to change the fields that say Departure from Work and Arrival at Workplace
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
Enter the Country/Region for your destination. If completing a trip request for multiple destinations,
please input your first destination in this space. You will enter the correct Country/Region for the
other locations when you complete your expense report. Unless working outside of the United
States your code will start with US followed by the state abbreviation and then city (listed
alphabetically). Example – if travel is in Pittsburgh, PA your Country/Region will be USPA
Pittsburgh_Allegheny.

Enter your Destination(s). In this space you can enter a more specific location, i.e. Fairfax, VA
when the DC Metro area is shown in the Country/Region block. If this is for a multiple destination
trip, please type each location here.
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 Select the Activity for this expense report.
 Enter the Reason for the travel request (i.e. Detail to Atlanta District or NIT
Training)
 Enter the Estimated Costs for your trip. Please include a total estimate for
airfare, lodging, car rental, meals per diem or meals actual and any other
known costs.
 Click on the Change Cost Assignment button. This is where you will enter
your WBS Element, which is required for all expense reports. The Cost Center
will automatically pre-populate with your home Cost Center.
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
By clicking on the Change Cost Assignment button you will be sent to this screen

Under the Accounting Object Header, you must ALWAYS select “All”

Enter the correct WBS Element for expenses. Cost Center will automatically populate, however
if you need to change the Cost Center, you can do that here.

Once the information is entered, click on the Accept button below “Sales Order”.
Always select ALL. If you do not select All it will delete the
other objects listed. Please make sure you are entering
the correct WBS Element for expenses. The WBS
Element must always be added
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
You may receive a yellow warning (seen below). You can ignore this warning and click
the Accept button again.
This is the yellow “soft” warning that can be bypassed. Click accept again
after verifying under the Accounting Object Value that you see both the Cost
Center and WBS Element listed
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
Verify that you have both the Cost Center and WBS Element listed under the
Accounting Object Value Header. If the information is there and correct, click the
Accept button to proceed.
This is just another page verifying that the WBS Element and Cost Center are correct. Click accept
again to return to the General Data Screen.
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
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After you have entered all of your information on the General Data Screen. Click on the Save
Draft button
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
After you click on Save Draft you will see any errors that have been found at the top of the
page. If you only have a yellow warning or green checks you can proceed and click on the
Review button

If you have any Red Alerts – You must go back to correct your information. A list of common
errors and corrections is available on the SAP Support page of the homepage. If you cannot
find the problem, please contact A/[email protected] for further assistance.
After you have click on Save Draft – this screen generates any issues you may
have with your travel request. If there are green checks and yellow warnings
you may proceed and click on Review. If there is a red error, you must make a
correction.
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
After you click on Review the following page will generate

Verify that you have no Red Errors, which will require you to make corrections. If you
have a yellow warning you may proceed

Click the circle to Save and Send for Approval

Then click on one of the Save and Send for Approval buttons that are located at the top
and bottom of the screen. This sends the request to your manager for approval.
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