integrated enterprise system 11/1/11create travel expense trip - sap gui ecc 6.03 vers 2.0 1 sap...

IntegratedEnterprise System

11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0

SAP TRIP TransactionCreating a Travel

Expense Report (TER) – Tutorial

Effective with 1/1/12 policy updates

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

If you are creating a

travel expense report that

does not have a request or plan, select

“Create Travel Expense Report”.

TRIP – Create Travel Expense SAP GUI

If you are a travel arranger, use this option to change the

employee number.

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.

The travel expense report is displayed. If there was a request

or plan, the expense should be pre populated with that information.

Enter the following information:Start date/timeEnd date/timeFirst DestinationTrip 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.

To get a listing of region codes, use the radio button to begin the

search.

By default only the first 500 entries are displayed in

alphabetical order. Click on the upside down triangle to open the

search box.

Enter the two digit state indicator followed by *, then select the green check mark to continue.

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.

If your trip contains multiple destinations, use the Additional

Destinations section to add those locations.

Enter the following information:DateTimeLocationCountryRegion (if high cost)ReasonActivity

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.

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.

Click on the Comments button to add additional information about

your trip.

Enter your comments in this section.

Use the drop down selection to select the correct activity type.

Double click on the activity type to be selected.

Use the Mileage Reimbursement section to enter your mileage.

Click the “Mileage Distribution” button to enter your mileage

breakdown by segment.

For each segment, enter the following information:

DateMilesVehicle Type (use drop down menu)Starting locationEnding location

Vehicle Types:

For each segment, enter the following information:

DateMilesVehicle Type (use drop down menu)Starting locationEnding location

Vehicle Types:

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.

Double click on the expense type to be added to the expense report.

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.

Use the “Results” button to review the expense report prior to submitting for supervisory

approval.

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.

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.

This portion of the Statement details Additional Information for Expenses and Additional Mileage Information.

When you have finished reviewing the expense report, select the green arrow

back option to return to the main expense report entry page.

Use the “Save” button to save and submit the expense report.

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.

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

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)

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”

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.

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

•Co-travelaudits@pa.gov

integrated enterprise system 11/1/11create travel expense trip - sap gui ecc 6.03 vers 2.0 1 sap...

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