Reserve travel services

The documents for the travel services booked are created automatically. The internal travel center or the travel agency responsible issues the ticket.

Document Flow

Business Documents

Confirmation of Reservation

Request trip

A business trip needs to be taken.The traveler enters the frame data and travel services (flight/hotel/car/train) he will need for his trip. This request can create a notification or request for approval to the manager.

Employee Roles

Employee

Document Flow

Business Documents

Request Data that is Relevant for Travel Plan

Book travel services

The traveler checks online which flights, hotel rooms and rental cars are available and books them for the period required in real-time. The booking is routed to a connected agency and travel documents are issued automatically.

Employee Roles

Employee

Document Flow

Business Documents

Passenger Name Record Locator

Complete trip

Trip takes place (external activity).

Employee Roles

Employee

Document Flow

Business Documents

Expense Receipts

Enter expenses

Traveler enters all relevant on-trip expenses in the expense report himself with little manual data entry. The expense report is prepopulated with data known from the travel plan and/or credit card clearing.

Employee Roles

Employee

Document Flow

Business Documents

Reimbursement Amount and Expense Data

Approve expenses via Workflow

The Travel Administrator checks the consistency of the expense report. The Manager Generic can then approve the expense report so that the reimbursement can take place.

Employee Roles

Travel Administrator

Manager

Prepare data

The system prepares the trip data for transfer to the customer's other SAP components, such as FI, HCM, CO. There may be separate systems for some of these components.

Document Flow

Business Documents

Trip Transfer Documents

Post and pay expenses

The system transfers the settlement results to Financial Accounting, Controlling, Funds Management and possibly Payroll. The system transfers the reimbursement amount to the employee.

Employee Roles

Travel Administrator

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

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


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.