1. Travel and Expense Management Scenario Overview
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Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments
Scenario
Explorer
Scenario Description
Open Legend
As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses.
SAP Cloud for Travel and Expense is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel and Expense is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using .
The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy.
Scenario/Processes
Business Areas
Further Information
The following business roles are involved in this scenario:
Accounts Payable Accountant
Traveler
Auditor
Approver
Travel Assistant
© 2013 SAP AG. All rights reserved.

2. Travel and Expense Management Scenario Overview
Click process chevrons for details
Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments
Scenario
Explorer
Scenario Description
Open Legend
Legend
Close Legend
As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses.
SAP Cloud for Travel and Expense is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Travel OnDemand is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using .
The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy.
Process mainly driven by the user
Process mainly driven by the system
Manual process not supported by the system
Process that communicates with third-party software (mouse-over for details)
Process with relevance to Financials
Related scenario
Info button with more information
Scenario/Processes
Business Areas
Further Information
The following business roles are involved in this scenario:
Accounts Payable Accountant
Traveler
Auditor
Approver
Travel Assistant
© 2013 SAP AG. All rights reserved.

3. Travel and Expense Management Process Details: Working With Trip Requests
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Working With Trip Requests
Create a trip request
Review a trip request
Send a decision by
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments i i i
Scenario
Explorer
Process Description
Further Information
The traveler or the travel assistant submits a trip request in SAP Cloud for Travel and Expense, either for their own trip or on behalf of another traveler.
The approver reviews the trip request, and approves or declines it. The traveler is then notified by of their decision.
Approvals are optional and can be tailored to the needs of your company.
Performed by
Traveler
Scenario/Processes
Travel Assistant
Business Areas
Further Information
Approver
In the Work Centers
Travel and Expenses
Approvals
© 2013 SAP AG. All rights reserved.

4. Travel and Expense Management Process Details: Booking Travel Services Online
Click process chevrons for details X
Booking Travel Services Online
Working With Trip Requests
Create itinerary online
Synchronize data with SAP Cloud for Travel and Expense
Review itinerary
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments i i i
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Scenario
Explorer
Process Description
Further Information
The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool.
Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary.
As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with.
This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip.
You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor.
Performed by
Traveler
Scenario/Processes
Approver
Business Areas
Further Information
In the Work Centers
Travel and Expenses
Approvals
© 2013 SAP AG. All rights reserved.

5. Travel and Expense Management Process Details: Booking Travel Services Online
Click process chevrons for details X
Booking Travel Services Online
Working With Trip Requests
Create itinerary online
Synchronize data with SAP Cloud for Travel and Expense
Review itinerary
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments i i i
Click here to hide process variants
Send your trip information to our
integrated itinerary management tool. We'll then make your itinerary available to you in SAP Cloud for Travel and Expense. i
Scenario
Explorer
Process Description
Further Information
The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool.
Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary.
As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with.
This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip.
You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor.
Performed by
Traveler
Scenario/Processes
Approver
Business Areas
Further Information
In the Work Centers
Travel and Expenses
Approvals
© 2013 SAP AG. All rights reserved.

6. Travel and Expense Management Process Details: Adding Expense Receipts During Trip
Click process chevrons for details
Adding Expense Receipts During Trip X
Working With Trip Requests
Booking Travel Services Online
Add an expense receipt using a mobile device
Managing Expenses
Processing Payables and Payments i
Click here to display process
variants
Scenario
Explorer
Process Description
Further Information
During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by .
Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you.
The traveler writes an containing the expense type, amount, currency, and date, and sends it to a central address. They can also attach a receipt.
Performed by
Traveler
Scenario/Processes
Business Areas
Further Information
Mobile Devices
© 2013 SAP AG. All rights reserved.

7. Travel and Expense Management Process Details: Adding Expense Receipts During Trip
Click process chevrons for details
Adding Expense Receipts During Trip X
Working With Trip Requests
Booking Travel Services Online
Add an expense receipt using a mobile device
Managing Expenses
Processing Payables and Payments i
Click here to hide process
variants
Add an expense receipt
using i
Scenario
Explorer
Process Description
Further Information
During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by .
Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you.
The traveler writes an containing the expense type, amount, currency, and date, and sends it to a central address. They can also attach a receipt.
Performed by
Traveler
Scenario/Processes
Business Areas
Further Information
Mobile Devices
© 2013 SAP AG. All rights reserved.

8. Travel and Expense Management Process Details: Managing Expenses
Click process chevrons for details
Managing Expenses X
Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Create an expense report
Audit the expense report
Approve the expense report
Post an expense report to SAP ERP
Processing Payables and Payments i i i i
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Scenario
Explorer
Process Description
Further Information
Performed by
Traveler/ Travel Assistant
The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report.
Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel and Expense can be integrated with your SAP ERP Financials or SAP Cloud for Financials system.
Approvals are optional and can be tailored to the needs of your company.
Scenario/Processes
Approver
Business Areas
Auditor
Further Information
Accounts Payable Accountant
In the Work Centers
Travel and Expenses
Approvals
Postings
© 2013 SAP AG. All rights reserved.

9. Travel and Expense Management Process Details: Managing Expenses
Click process chevrons for details
Managing Expenses X
Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Create an expense report
Audit the expense report
Approve the expense report
Post an expense report to SAP ERP
Processing Payables and Payments i i i i
Click here to hide process variants
Post an expense report to SAP Cloud for Financials i
Scenario
Explorer
Process Description
Further Information
Performed by
Traveler/ Travel Assistant
The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report.
Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel and Expense can be integrated with your SAP ERP Financials or SAP Cloud for Financials system.
Approvals are optional and can be tailored to the needs of your company.
Scenario/Processes
Approver
Business Areas
Auditor
Further Information
Accounts Payable Accountant
In the Work Centers
Travel and Expenses
Approvals
Postings
© 2013 SAP AG. All rights reserved.

10. Travel and Expense Management Process Details: Processing Payments
Click process chevrons for details
Processing Payments X
Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Reimburse expenses using SAP ERP i
Click here to display process
variants
Scenario
Explorer
Process Description
Further Information
Depending on your company specific settings, the payment run in your SAP ERP Financial Accounting, your SAP Cloud for Financials, or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Areas
Further Information
SAP Cloud for Financials SAP ERP
© 2013 SAP AG. All rights reserved.

11. Travel and Expense Management Process Details: Processing Payments
Click process chevrons for details
Processing Payments X
Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Reimburse expenses using SAP ERP i
Click here to hide process
variants
Reimburse expenses using SAP Cloud for Financials i
Scenario
Explorer
Process Description
Further Information
Depending on your company specific settings, the payment run in your SAP ERP Financial Accounting, your SAP Cloud for Financials, or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Areas
Further Information
SAP Cloud for Financials SAP ERP
© 2013 SAP AG. All rights reserved.

12. Travel and Expense Management Business Areas
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Working With Trip Requests
Booking Travel Services Online
Adding Expense Receipts During Trip
Managing Expenses
Processing Payables and Payments
Scenario
Explorer
Business Areas
Business Area Description
Nearly every business process involves the flow of cash, both within your company and between your company and its external business partners and customers. With SAP Cloud for Travel and Expense, you have full control over the financial aspect of each and every step of your business processes. You can set up your own expense and reimbursement policies, monitor your employee's expenses, and reimburse all approved expenses quickly and easily.
SAP Cloud for Travel and Expense is integrated with the leading online booking tools. You can configure these tools to fit your individual company's travel policy, which helps you to ensure compliance with travel policies in regards to costs and preferred vendor rules. This will enable your company to economize on your travel expenditure, and speed up the booking process.
Travel and Expense Management
Scenario/Processes
Business Areas
Further Information
© 2013 SAP AG. All rights reserved.

13. Travel and Expense Management Further Information
Scenario
Explorer
Do you need more information?
More Details SAP provides a complete product documentation, covering all aspects of the business scenario. For more details, click here.
Further sources of information can be found in the SAP Cloud for Travel and Expense section of the SAP Business Center (click here).
Scenario/Processes
Business Areas
Further Information
* Note that to access the links above you need to have a user in SAP Business Center. If you cannot access the page directly and if you are using Microsoft Internet Explorer®, please check
© 2013 SAP AG. All rights reserved.