SAP ERP

Human Capital Management -- Travel Management

Business Scenario Maps

•   Credit Card Clearing for Travel Management and Financials

•   Employee Self Service: Travel & Expense

•   Service Provider: One-Step Travel Management (Collaborative)

The following business goals and objectives can be achieved through the implementation of these processes:

Reducing Operating Costs & Increasing Efficiency

•   Reduce administration, improve business processes

•   Reduce travel related expense

The travel request streamlines the pre-trip approval processes in order to reduce process costs to a minimum. It sends data such as trip destination, purpose, estimated cost, required travel services and preliminary distribution of costs to the approving manager or his portal inbox automatically. Once the request has been approved advances that the traveler requested in this self-service scenario can be paid by cash, check, or bank order automatically. The travel request uses workflow conditions for automating approval, e.g., a maximum limit for estimated costs.

Duet travel management allows users to request travel from within the Outlook Calendar. Duet workflow routes travel requests and expense reports including associated travel budget information to the approving manager’s Outlook Inbox. Approval notifications are returned to the requester’s Outlook Inbox. In addition, Duet makes the travel cost information available to the SAP ERP application for expense reporting.

Configuration Variants

Enables business travelers through a self-service scenario to book flights, hotels, cars, country-specific rail options, and look up related information. It performs online booking by connections to central reservation systems such as Amadeus and Galileo. In addition SAP NetWeaver Process Integration (SAP NetWeaver PI) allows direct connections to hotel reservation systems, low cost carrier consolidators and rail companies like Deutsche Bahn (German rail). The solution fully supports the communication with travel agencies and makes it more efficient. Cuts agency fees substantially for online bookings and lets the agency concentrate on ticketing and strategic quality assurance. A 100% data synchronization of bookings and, if requested, profiles is supported too.

Apart from this SAP Travel Management offers a standard integration with the leading online booking tools Amadeus eTravel Management and Sabre’s GetThere.

Configuration Variants

Supports the entire business trip lifecycle - from online buying to expense reimbursement and integration into SAP ERP Financials and SAP ERP HCM, a true end-to-end solution. The solution supports receipts and per diems reimbursement, cost assignments, multiple payment modes, automatic mileage calculation, etc. Allows sophisticated expense policy rules to be set up to meet national tax, fiscal, and legal requirements. It offers a ready-to-run version for eighteen countries with pre-configured settings based on legal requirements, thereby accelerating implementation. SAP Travel Management provides flexible configuration parameters for easy adoption of further company-specific or international statutory needs. It features credit card clearing interfaces to the leading card providers for personal cards, corporate cards, and lodged cards. The solution supports your company setting up control procedures in order to comply with Sarbanes Oxley and IRS requirements.

In addition to the online Travel and Expense Management solution SAP Travel Management provides an offline solution, which enables travelers to record their working hours and travel expenses offline based on SAP's time management (CATS) and travel management applications via Mobile Time & Travel. It synchronizes data with the SAP systems using the SAP Mobile Infrastructure. Integrates customers' mobile employees with their main SAP systems - anytime, anywhere - to increase employee efficiency, improve data quality, and streamline business processes. Enables travelers on the road to access the itinerary data transferred from the travel planning solution, and create expense reports from these. To run Mobile Time & Travel the installation of SAP Mobile Infrastructure is needed on the laptop. Please note that the business process "Mobile Self Service for Travel Expenses" is not included in the SAP ERP shipment.

Configuration Variants

Travel Planning:

The solution controls the online booking process by complying to corporate travel policy parameters, helping travel managers to bundle travel volumes to preferred providers and negotiated fares. It provides an increased compliance with the company’s travel policy, which in turn facilitates a better negotiation position for central travel service procurement and has an immediate effect on direct purchasing costs.

Travel and Expenses:

Allows management to implement effective travel policy strategies and easily control travel budgets for the global enterprise or institution. Handles trips to locations all over the world, and can also be used in many countries throughout the world. Permits the international standard version to be configured to meet country-specific requirements. Offers ready-to-run country versions that already include the specific national statutory and tax regulations.

The analytics capability keeps all booking and expense data in one place so users can benefit from easy-to-use reporting tools and full data ownership. Provides exact reporting for total travel cost control and analytical exception monitoring. Renders volumes with travel service providers transparent, making it easier for users to negotiate and procure travel services.