Travel & Expense Automation in SAP

Advantages to Automated Travel

Fast mileage
reimbursement.

Approval with electronic

signature.

SAP submission. Turnaround time cut in half.

FAST

Travel Overview

The Travel & Expense Automation procedure in SAP allows travel requests and trip expense statements to be created in SAP. These SAP documents are linked directly to the financial & human resource modules.

Travel Roles
Creator: Traveler Create own trips-SAP/ESS Travel Coordinator Create own trips and trips for others Travel Approver: Approve travel related requests Accounting: Audit Expense Reports and submit for payment

Seven Step Process

1. Travel Request Created

2. 3. 4. 5. 6. 7.

Travel Request Approved Trip Completed Trip Expense Report Created Trip Expense Report Approved Audit by Accounting Payment Issued

Travel Request
The traveler or travel coordinator creates a Travel Request in SAP/ESS. Once the request is completed, it is submitted to the designated travel approver for approval.

Travel Request Approved

The travel approver receives an e-mail with four processing options: Approve Reject Return for Changes Delegate Approval The traveler and/or coordinator receives an e-mail notifying them of the status of the request after the approver acts upon it.

Trip Completed
The traveler completes the trip.

Trip Expense Created

The traveler or coordinator creates a Trip Expense Statement in SAP/ESS. When the statement is completed, it is submitted to the designated travel approver for approval.

Trip Expense Approved

The travel approver receives an e-mail requesting approval.

Once approved, the traveler and/or coordinator receives an e-mail notifying them of the status of the expense statement.

 NOTE: Complete and thorough reviews of reimbursement expenses must be made to ensure that they are reasonable, necessary, and relate to a business purpose for UNL.

Audited by Accounting

Once the Trip Expense Statement passes audit with Accounting/AP, it is submitted for payment.

Payment Issued

The State processes the payment.

Travel Process Overview

Travel Request Created (Optional)

Payment Issued

Audited by Accounting

Travel Request Approved (Optional) Trip Expense Approved

Trip Completed Trip Expense Created

Travel Policies and Procedures

We still follow the current travel policies

Receipts are required

Scanned attachments Original receipts

Electronic Signatures
Electronic signatures are valid for travel expense statements.

I Accept

Return for Changes

Coordinator Enters Trip Expenses

Traveler Notification

Expense Statement Approved

Travel approver approves the Travel Expense Statement. Coordinator receives an e-mail which will display the approved Travel Expense Statement.

Traveler may enter travel expenses through ESS

Mileage
Workflow will now automatically settle approved TRIP Expense Statements for mileage only.

Remember!
Fast mileage
reimbursement.

Approval with electronic

signature.

SAP submission. Turnaround time cut in half.

FAST

Questions?