Employee Self Service: Travel & Expense

Employee Self Service: Travel & Expense

This Business Scenario Map is designed to show how three parties - a reservation system (to which the travel agency is directly connected in the background), a company and an employee (business traveler) - use the integrated end-to-end solution SAP Travel Management in an employee self-service scenario to book travel services such as flights, hotel rooms and rental cars. In addition, the map illustrates the process of expense reporting after the completion of the trip.
Show Document Flow
Value Potentials Business Benefits
Automated monitoring of bookings against company’s travel policy and traveler's preferences
Better fare negotiation
Multinational fiscal and legal compliance for expense processing
Full integration into SAP ERP Financials, SAP ERP HCM
High comfort of use: Access via SAP NetWeaver Portal/only software needed: Web Browser
Independence of travel agency office hours - anytime, anywhere
Single point of entry -> High adoption rate and reduction of process costs
Automatic policy compliance
Automated subsequent processing steps
Accelerated reimbursement cycle
Room for strategic tasks at travel department
Reservation System
Employee/Traveler
Employer/Company
Reserve travel services
Request trip
Book travel services
Complete trip
Enter expenses
Approve expenses via Workflow
Prepare data
Post and pay expenses
.
Source:

* Discussions with Customers
The value potentials shown in this table have been reported by selected SAP customers or independent third parties as referenced herein. However, there is no guarantee that such value potentials can be realized in any particular customer-specific business processes, and SAP does not make any representations and disclaims any liability as to the appropriateness of the referenced value potentials for any specific customer situation.
©SAP AG 2008
Business Benefits Value Potentials
Reduced process costs resulting from travel planning/online booking

From 15% up to 30%*
Reduced process costs resulting from processing & approval workflows

From 50% up to 70%*
Reduced process costs in travel request and offline ordering due to paperless process

From 10% up to 20%*
Reduced process costs due to credit card clearing and advance simplification

From 10% up to 20%*
Reduced process costs due to expense reporting as electronic self-service and one-time entry

From 45% up to 65%*
Reduced process costs due to streamlined monitoring and fewer quality checks

From 10% up to 20%*
Reduced process costs due to transparent data in controlling

From 25% up to 35%*
 

Employee Self Service: Travel & Expense

As part of the SAP Employee Self Services (ESS), the Travel & Expense self-service supports the decentralized booking of travel services and the processing of travel expenses: employees can request and book their business trips themselves as well as enter their post-trip expense data.

 

The only piece of software they need is a web browser with which they can access the personalized Travel & Expense service (e.g. in a personalized SAP NetWeaver Portal). The SAP ERP system containing SAP Travel Management and possibly other modules is installed in the employer's location. This SAP ERP system is connected to a Global Distribution System and/or another reservation system.

 

As an Employee Self Service, SAP Travel Management cuts administrative efforts substantially. It reduces the travel department's work load by avoiding double entry procedures and creates room for more important strategic tasks.

 

To provide an automated approval process, ESS Travel & Expense can be connected to the SAP Business Workflow, thus helping to cut processing time and streamline the processing steps. The data of the travel expense reports is then integrated in the overall cycle of financial accounting, controlling, taxation and payment.