Travel Management - Standard validation workflow

[Former Member]

Hello,

I use SAP standard workflow: the employee enters his travel expenses, it is then automatically sent to the travel expenses department for checking and then to the emplyee's manager.

It is mandatory that each of these 3 actors have a SAP license to do the entries/checking/validation so that the workflow can happen.

After expenses have been entere by the employee, is it possible the expenses are changed by the travel expense department (such as VAT codes, cost center,...) but can be sent to the employee's manager, following validation workflow implemented? Or should the expenses department ask the employee to make the changes so that the workflow will work?

Best regards,

Ronan

[Former Member]

Hello Ronan,

It is always recommended that employee change the vat codes/cost centres etc. in a travel expense process. This is gain the following benefits:

a) Employee knows what to look for in a trip for future trip - similar to educating individual users

b) Employee can be responsible for any changes. Imagine giving authorisations for someone other than employee to override and pass on the trip to his/her manager. This may lead to audit issues.

At my client's place, the payroll department is tasked with checking the codes/cost centres etc and if there is something that requires amending/correcting, they send the trip back to employee giving specific reasons on what to change. Once the changes are reflected, the employee saves the trip and saving a trip starts the approval workflow again and payroll department receives the trip again but this time all corrected which they approve by ticking a box - Trip Data is Consistent. After their approval, it goes to cost centre manager for final approval before it can be paid out/accounted for.

Hope this provided you information.

Rgds

CONMJI

[Former Member]

HI CONMJI

How does the expense department sends trip back to employee with comments?? How did you develope it? Is it an work flow task?

We are using PRAP transaction for review and we don't have any button called send it back for corrections at this time.

Thanks

Edited by: Susan Thomas on Aug 10, 2010 11:33 PM

[Former Member]

The ideal process would be to define a set of logic in determining the VAT Code and cost centre and implement it through the user exit.