SAP Expense Report Procedure
Gary Cochrane
SAP Procedure Overview
• New Report
− Create New Report
» Fill out standard fields (date, purpose, destination, etc.)
− Enter Cost Assignment
» SAP Short ID / WBS Element for billable work
» Cost Center for non-billable work
− Enter Expenses
» Three Categories> Mileage, Items with receipt, items with no
receipt
− Save
SAP Procedure Overview
• Attaching Receipts
− Modify Report
» Write SAP Receipt Number on each receipt
− Scan all receipts
» Use TIF, or PDF file
» Can use single file, or multiple files
− Attach receipt files to expense report
− Save
SAP Procedure Overview
• Submit Report
− Notification is via email
» Send email to Technical Director, including SAP Trip
Number
» Do NOT request approval from Project Manager, Training
Coordinator, etc. Your TD approves ALL of your expenses
− Checking Status
» Periodically check SAP for updated status
Creating New Expense Reports
• From the SAP Portal
− Employee Self Service (ESS) tab
− Select> Record Expenses
» Then select> Create
» For most cases, use the Domestic Trip Schema
» NOTE: Canadian colleagues will not be presented with the
option to choose between Domestic and International
schemas
Creating a new report
• From the SAP Portal>Record Expenses:
Select Create
Trip Type
• Choose domestic trip:
1. Choose
Domestic trip
2. Select OK (green
check-mark)
General Information
• Enter data in the typical fields:
Enter the Start
Date
General Information
Enter End Date
General Information
• Reason field:
Enter short description including
Customer Name, and activity
General Information
• Destination:
Enter destination city
General Information
• Country:
Change Country if
necessary. This should
effect the units for mileage
versus kilometers
Cost Assignment
• It is very important to get this information
correct!
− For non-billable travel:
» Enter your Cost Center> 100075011 for Geospatial Sales –
North America
− For billable consulting/training engagements:
» Enter the SAP WBS Element (Short ID) provided by the
Project Manager, or Training Coordinator
Cost Assignment
• For sales related travel:
2. Enter your Cost Center
1. Use default option (Cost
Center)
Cost Assignment
• For billable projects, use the SAP WBS Element:
For billable projects, change
from Cost Center to WBS
Element
Cost Assignment
• For billable projects, use the SAP WBS Element:
Enter the SAP WBS Element
as provided by the Project
Manager
Expense Entry
• Divided into three categories
− Items for which you have receipts
− Items for which you do NOT have receipts
− Mileage in your personal vehicle
Expense Entry – with Receipt
• Find the code for the expense type:
1. Select the Expense Type
field, and press the More
Information button
2. Double-click to choose
the appropriate code
Expense item amount
Enter the amount for the
item
Expense item amount
Enter the correct date if
necessary
Receipt Numbers
• Before scanning the receipt,
Write this number on the
receipt before scanning
Expense Entry
• No Receipt
− Process is the same as when you have a receipt,
with the following exception:
» You MUST enter a description when you do not have a
receipt
Expense Entry – No Receipt
• Find the code for the expense type:
1. Select the Expense Type
field, and press the More
Information button
2. Double-click to choose
the appropriate code
Expense Entry – No Receipt
• Enter the amount:
Enter the expense amount
Expense Entry – No Receipt
• Enter the description:
Double-click to enter the
description
Expense Entry – No Receipt
• Expanded description dialog:
You MUST provide a
description and location when
not providing a receipt
Expense Entry – No Receipt
• Enter the Date:
Correct the date if necessary
Expense Entry
• Mileage
− Mileage is entered on a per-segment basis
− When done entering mileage, the total will be posted
to the main mileage field automatically
» If Country set to Canada, enter distance in kilometers
Expense Entry – Mileage
• Change to the Trip Segments tab:
The Trip Segments tab
Expense Entry – Mileage
• Set the date:
Set the date for your entry
Expense Entry – Mileage
• Enter the segment mileage:
Enter the mileage for the
segment
Expense Entry – Mileage
• Starting location:
Enter the starting location for
the segment
Expense Entry – Mileage
• Ending location:
Enter the ending location for
the segment
Completing Mileage entry
• Repeat the previous process for all mileage
segments
− When done, either Save the report…
» Doing so will exit you from the report
− Or,
» switch back to the Receipts tab
− Either action will cause the mileage total to be posted
to the overall Mileage field.
Expense Entry – Mileage
• Total Mileage:
Expense Entry – Mileage
• Total Mileage:
Expense Entry – Mileage
• Mileage / Rental Car rules:
− Do not expense fuel costs incurred in your personal
vehicle
» This is covered in the standard mileage rate
− Do expense fuel costs incurred in a rental car
− Do not turn in a rental car empty of gas, unless you
purchased the fuel service option up front
− Bentley policy is to waive all additional insurance
» You are protected by the corporate American Express card
» So do not rent a car using another credit car, or else you are
responsible for any damage
Saving the Expense Report
• When complete…
− Select> Save
» This will save the report and exit you back to the Travel
Expense Manager
− You are now ready to scan and attach your receipts
Scanning Receipts
• From the Travel Expense Manager…
− Highlight the report and select> Change
» Note the SAP receipt numbers, and write them on the
corresponding receipts.
» Scan all receipts into TIF, or PDF files
» Attach the receipt files to the expense report
» Select Save again to complete the report
Expense Entry – Mileage
• Matching the receipt to the entry:
Receipts
• Attaching Scanned Receipts:
2. Browse to the receipt file(s)
1. Select the “Services for
Object” icon, and then>
Create Attachment
Scanning Receipts
• Receipt files…
− You may scan all receipts into a single file (TIF, or
PDF).
− Alternately, you may use multiple files
Airfare
• Report your airfare as follows:
− Add your airfare as an itemized receipt
» using the expense type> AIRP (airfare pre-paid)
− Include a receipt for your airfare
» This can be a scanned copy of the ticket receipt, or the
original itinerary e-Mail from World Travel showing the cost
Airfare Types
• Note there are 4 expense types for airfare:
− AIR:
» Airfare you paid directly, that qualifies for you to be
reimbursed
− AIRP
» Airfare direct-billed to Bentley (the most typical case)
− ZAIR
» Billable project airfare for which you paid directly and need
to be reimbursed
− ZARP
» Billable airfare that was direct-billed to Bentley
Submitting your Expense Report
• SAP Expense report submittal process for Geo
− After saving your expense report, with receipts
attached:
» Send an email to your Director including the SAP Trip
Number.
− You are now done! Your Director will approve, and
forward to:
» Accounts Payable so you get reimbursed
» Project Manager/Training Coordinator so Bentley invoices
the customer as appropriate
Submitting your Expense Report
Include Trip number in email
notification to Technical
Director
Indicates Expense Report
has been approved by
Technical Director
Indicates Accounts Payable
has started processing…