ITQAN SAP Human Capital Management

(SAP HCM)
Travel Management
Training Manual

SAP HCM Travel Management

Page 1 of 31
Training Manual
 Contents
1.1. ......................................................................................................................... Error! Bookmark not defined.
1.2. Business Trip Request & Approval ......................................................... Error! Bookmark not defined.
1.2.1. Overview - SAP NetWeaver Portal - Internet Explorer ......................... Error! Bookmark not defined.
1.2.2. Overview - SAP NetWeaver Portal - Internet Explorer ......................... Error! Bookmark not defined.
1. INTRODUCTION ........................................................................................................................................ 3
2. TRAINING OBJECTIVES........................................................................................................................... 3
2.1. TARGET AUDIENCE .............................................................................................................................. 3
2.1.1. Create Travel Request - SAP NetWeaver Portal - Internet Explorer ... Error! Bookmark not defined.
2.1.2. Enter Cash Advances ........................................................................................................................... 6
2.2. ..................................................................................................................................................................... 6
2.2.1. Review and Submssion of Travel Request .......................................................................................... 7
A unique Trip ID is generated ............................................................................................................................ 8
2.2.2. Email Notifications sent to Traveler and Direct Supervisor .................................................................. 8
2.2.3. Approval of Travel Request by Direct Supervisor .............................................................................. 10
2.2.4. Approve Travel Request with or without comments ........................................................................... 11
2.2.5. Approval of Travel Request by Department Head .............................................................................. 12
2.2.6. Further updating of Travel Request by HR Admin ............................................................................. 14
2.2.7. Recording of Company Paid expenses .............................................................................................. 16
2.2.8. Creation of Business Expense Report................................................................................................ 17
2.2.9. Fill up the Expense Report with details .............................................................................................. 19
2.2.10. Enter Expense Types and Submit for approval ................................................................................ 21
2.2.11. Expense Report approval ................................................................................................................. 25
2.2.12. Trip/Business Expense Settlement................................................................................................... 26

SAP HCM Travel Management

Page 2 of 31
Training Manual
1. INTRODUCTION
This training manual will describe all the procedures which are configured in SAP Travel
Management as per the Business Requirements of AWQAF Group of Companies. For this Travel
Management procedures, we will provide a detailed explanation and after the completion of this
training, you will be able to handle professionally these daily procedures.

2. TRAINING OBJECTIVES
Upon completion of this course, process users will be familiar and know the following activities:
Personal Profile
o Create Travel Request
o Approval of Travel Request
o Maintenance of Company Paid Expenses
o Creation of Business Expenses
o Approval of Business Expenses
o Import of Company Paid Expenses
o Trip/Business Expenses Settlement
o Processing of Trip Allowance through Payroll

2.1. TARGET AUDIENCE

All users
Travelers
Managers
HR Admin
FI Administrators

3. Creation of Travel Request

Travel Request or Business Trip Expenses are raised for any Domestic or International Travel on account of
Business activities, Training or Customer Visit.

Business Trip request is raised through Employee Self Services

SAP HCM Travel Management

Page 3 of 31
Training Manual
 Step Action

(1) Click Calendar of Trips .

Calendar of Trips provides the user an overview of Travel Requests and Expense Reports which are already
created in sysetm. This also helps the user to select the Travel Dates.

SAP HCM Travel Management

Page 4 of 31
Training Manual
 Step Action

(1) Click .

Step Action

(1) Click .

Comment field can be used to mention any additional information from Traveler to Approving Manangers.

SAP HCM Travel Management

Page 5 of 31
Training Manual
 Step Action

(1) The Comment field is cleared.

3.1.1. Enter Cash Advances

Employee can enter Cash Advance to be paid to him before he embarks on the travel.

Step Action

(1) Click Enter Advances .

SAP HCM Travel Management

Page 6 of 31
Training Manual
 Step Action

(1) Click Accept .

3.1.2. Review and Submssion of Travel Request

Step Action

(1) Click Review .

SAP HCM Travel Management

Page 7 of 31
Training Manual
 Step Action

(1) Click Save and Send for Approval .

A unique Trip ID is generated

Step Action

(1) Click here .

3.1.3. Email Notifications sent to Traveler and Direct Supervisor

Email sent to Traveler on successful submission of Travel Request

SAP HCM Travel Management

Page 8 of 31
Training Manual
Email is sent to Travelers Direct Supervisor

SAP HCM Travel Management

Page 9 of 31
Training Manual
4. Approval of Travel Request by Direct
Supervisor

Step Action

(1) The Password * field is filled out.

Please refresh the contents so that newly submitted Travel Request is displayed.

Step Action

(1) Click Refresh items .

Email is sent to Department Head for further approval

SAP HCM Travel Management

Page 10 of 31
Training Manual
4.1.1. Approve Travel Request with or without comments

Step Action

(1) Click Approve travel request .

SAP HCM Travel Management

Page 11 of 31
Training Manual
5. Approval of Travel Request by Department
Head

Step Action

(1) The Password * field is filled out.

Step Action

(1) Clicking in the scroll area displays the desired area.

SAP HCM Travel Management

Page 12 of 31
Training Manual
 Step Action

(1) Click Approve travel request .

Email sent to HR Admin for further updates on Travel Request:

SAP HCM Travel Management

Page 13 of 31
Training Manual
6. Further updating of Travel Request by HR
Admin
HR Admin, being the custodian of HR Policies, will determine the Travel Services to be provided to the
Traveler, such as company paid accommodation, company paid transportation etc. The link in the email sent
to HR Admin (above) will direct HR Admin to enter the Travel Service Details.

HR Admin should either log into ECC or Portal System to execute the link:

Click on the downloaded file shown below:

The following SAP Screen is displayed. Press Enter once and employee details are displayed. HR Admin
will maintain the Travel Services details which becomes base for determining Per Diem:

SAP HCM Travel Management

Page 14 of 31
Training Manual
Press Execute icon and the following message is displayed and email sent to employee with Travel Services
and Per Diem details:

Email sent to Traveler will have all Per Diems that he is entitled to:

SAP HCM Travel Management

Page 15 of 31
Training Manual
7. Recording of Company Paid expenses
Traveler might raise the expenses much after his return from trip. This time gap between booking of
company paid travel services and raising expense report might result in loss of vouchers. But with this
custom development, the HR Admin need not have to wait till the expense report is raised and approved by
the approving authorities in order to enter the company paid expenses. Instead HR Admin can use the
Transaction Code: ZHREXP1 to capture all the company paid expenses as and when they are incurred.

SAP HCM Travel Management

Page 16 of 31
Training Manual
With this Travel Request process is completed.

The use the company paid expenses will be discussed in the Business Expense Settlement.

8. Creation of Business Expense Report

Step Action

(1) Click Create Expense Report .

SAP HCM Travel Management

Page 17 of 31
Training Manual
Expense report can be created with reference to an existing Travel Request (which he used for Traveling) or
independent of Travel Request (in case of office / non travel expenses)
Traveler, as shown below, selects the relevant Travel Request

Step Action

(1) Clicking the * Schema: button opens a dropdown list.

Selection of right schema would determine the Expense Types and other relevant fields.

There are 3 schemas that user can select:

01 Domestic Trips

02 International Trips

03 Local Trips / Other Expenses

SAP HCM Travel Management

Page 18 of 31
Training Manual
 Step Action

(1) Click Domestic Trip .

8.1.1. Fill up the Expense Report with details

Please note that when Expense Report is created with reference to a Travel Request, the
relevant entries of Travel Request are defaulted by system.

Step Action

(1) Click Attachments (0 ) .

User can attach all the Vouchers, Scanned copies relevant for this Expense Report.

SAP HCM Travel Management

Page 19 of 31
Training Manual
 Step Action

(1) The File Path field is cleared.

Choose the file to be attached.

Common file formats such as word, pdf, jpg etc. are allowed to be uploaded.

SAP HCM Travel Management

Page 20 of 31
Training Manual
8.1.2. Enter Expense Types and Submit for approval

Step Action

(1) Click Hospitality .

Step Action

(1) Click Accept and New Entry .

SAP HCM Travel Management

Page 21 of 31
Training Manual
 Step Action

(1) Click Accept .

Step Action

(1) Click .

Click on Review button to see the summary:

SAP HCM Travel Management

Page 22 of 31
Training Manual
 Step Action

(1) Click Review .

Step Action

(1) Click Display Expense Form .

Expense Report Display

SAP HCM Travel Management

Page 23 of 31
Training Manual
Email will be sent to Employee

Email will be sent to Direct Supervisor:

SAP HCM Travel Management

Page 24 of 31
Training Manual
9. Expense Report approval
Direct Supervisor is notified regarding the submssion of Expense Report and he approves through UWL
Universal Work List by logging into Portal

Email sent to HR Admin for Trip Settlement:

SAP HCM Travel Management

Page 25 of 31
Training Manual
With this Expense Report Approval process is completed.

10. Trip/Business Expense Settlement

HR Admin, upon notification to settle the trip, will use Transaction Code PR05 Expense Manager to
view/edit and settle Trips/Business Expenses

HR Admin can view details of Expense Report:

SAP HCM Travel Management

Page 26 of 31
Training Manual
10.1.1.1. Importing Company Paid Expenses
Please recall that HR Admin had recorded Company Paid expenses in ZHREXP1 table. These entries will
be imported to Employees Expense Report by using Transaction Code: ZHREXP2 / ZHREXP3.

Enter the Payroll area and all Expense Reports raised by the travelers (within the payroll area) will be
displayed. There is also an option to restrict the diaply by Personnel Number and Trip ID.

SAP HCM Travel Management

Page 27 of 31
Training Manual
Upon selection a specific Trip ID and execution, success message dispalyed and this trip ID is updated with
Company Paid expenses stored by HR Admin via T.code: ZHREXP1. If no entries are maintained in
ZHREXP1 or if the Trip is not yet approved, an error message is displayed.

SAP HCM Travel Management

Page 28 of 31
Training Manual
10.1.1.2. Trip Settlement

HR Admin will click on the icon. On the pop up window, select the appropriate Trip Settlement
Period and click OK

As a result, Trip ID 129 status is changed to Settled:

SAP HCM Travel Management

Page 29 of 31
Training Manual
11. Payroll Processing and Expense Payment

SAP HCM Travel Management

Page 30 of 31
Training Manual
 SAP HCM Travel Management
Page 31 of 31
Training Manual