“Create Travel Expense Report”.

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Integrated
Enterprise
System
SAP TRIP Transaction
Creating a Travel Expense
Report (TER) – Tutorial
Effective with 1/1/12 policy updates
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
1
Integrated
Enterprise
System
Tips and Tricks
Tips and Tricks
•Time format is based upon a 24 hour clock
(military format)
•Use this transaction to submit a travel
expense reimbursement request
•To save time, have your receipts scanned
prior to completing your reimbursement
request
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
If you are a travel arranger, use this
option to change the employee number.
If you are
creating a travel
expense report
that does not
have a request or
plan, select
“Create Travel
Expense Report”.
11/1/11
If you are creating an expense report
from a request or plan, the trip will be
listed in the Open Trips section. Select
the link “create expense report” to
create the expense report for that trip.
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
3
Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
The travel expense report is displayed. If
there was a request or plan, the expense
should be pre populated with that
information.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter the following information:
Start date/time
End date/time
First Destination
Trip Country (defaults to US)
Region (if high cost)
Reason for Trip
Note: If a travel request or plan pre
populated the information for you, please
check the fields carefully to ensure they
contain the correct information.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
To get a listing of region codes, use the
radio button to begin the search.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
By default only the first 500 entries are
displayed in alphabetical order. Click on
the upside down triangle to open the
search box.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter the two digit state indicator
followed by *, then select the green check
mark to continue.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Only the region codes for that particular
state will be displayed. Highlight the
region code needed and then select the
green check mark to continue.
The CTY in the region code name stands
for county.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
If your trip contains multiple destinations,
use the Additional Destinations section to
add those locations.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
10
Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter the following information:
Date
Time
Location
Country
Region (if high cost)
Reason
Activity
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
11
Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
By default, the trip will be posted to the
account code associated to the traveler’s
position. If you need to charge these expenses
to an alternative cost assignment, click on the
“Alternative Cost Assignment for Entire Trip, if
Different to Master CA” button.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter the alternative cost assignment.
The % Distrib. must total to 100. If you
have any questions on the coding to be
used, please contact your supervisor or
fiscal office for assistance.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Click on the Comments button to add
additional information about your trip.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter your comments in this section.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Use the drop down selection to select the
correct activity type.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Double click on the activity type to be
selected.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Use the Mileage Reimbursement section to
enter your mileage.
Click the “Mileage Distribution” button to
enter your mileage breakdown by segment.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
For each segment, enter the following
information:
Date
Miles
Vehicle Type (use drop down menu)
Starting location
Ending location
Vehicle Types:
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
For each segment, enter the following
information:
Date
Miles
Vehicle Type (use drop down menu)
Starting location
Ending location
Vehicle Types:
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter your expense receipts. Use the
drop down to select the expense type you
are claiming.
Note: Each expense type has different
requirements. You will need to complete
all of the required fields in order for the
expense to be accepted.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Double click on the expense type to be
added to the expense report.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Enter any required information for the
expense you are adding.
Note: Each expense type has different
requirements.
After you have entered all of the required
information, select “transfer” to add the
expense to your expense report.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Use the “Results” button to review the
expense report prior to submitting for
supervisory approval.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details
the Itinerary, Mileage
Reimbursement, Individual
Expenses, and Subsistence
Calculation.
Use the right scroll to view more of
the trip results.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details
the Meals Receipt Settlement, Total
Amounts (of the reimbursement) and
the Cost Assignment.
Use the right scroll to view the
remainder of the trip results.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details
Additional Information for Expenses
and Additional Mileage Information.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
When you have finished reviewing the expense
report, select the green arrow back option to
return to the main expense report entry page.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Use the “Save” button to save and submit
the expense report.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
29
Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
When you save the expense report three
options will appear:
Save Trip – Submit for Approval – this will
send the expense report for supervisory
approval.
Save Trip – Do NOT Submit for Approval –
this will save the expense report in an
open status and does not send it for
approval.
Do NOT Save Trip – no changes made –
this will not save the trip and will take
you back to the previous screen and does
not send the trip for approval.
After selecting the appropriate option,
click the “Continue” button.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Once the trip has been saved, a trip
number will be assigned.
You are now ready to attach scanned
copies of your receipts using the SAP
Services for Object icon
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
Selecting the right hand portion of the
Services for Object icon will open a drop
down menu. Select the following:
1. DocFinity Attachment
2. Create Attachment(DocFinity)
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
A box will appear for you to select the file
from your computer or network drive.
Once you find the file, select the file and
then select “OPEN”
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
TRIP – Create Travel Expense SAP GUI
A confirmation box will appear confirming
the attachment has been created. Select
“CONTINUE”
NOTE: There will be a few minutes delay
before you will be able to view the
attachment.
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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Integrated
Enterprise
System
Additional Resources
Need help?
Contact the Travel Expense Help Desk:
• 1-800-824-0626 outside the Harrisburg area
• 717-346-3401 within the Harrisburg area
•[email protected]
11/1/11
Create travel expense TRIP - SAP
GUI ECC 6.03 vers 2.0
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