PUBLIC SAP Cloud for Travel and Expense Library

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1 PUBLIC Library

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3 Table Of Contents 1 Welcome to! What's New for All Users Help (HTML5) Getting Started (HTML5) Travel and Expenses (HTML5) Requesting Approval for a Trip (HTML5) Planning and Booking a Trip (HTML5) Claiming Expenses (HTML5) Organizing Trips and Claiming Expenses on Behalf of a Colleague (HTML5) Mobile Devices Using from a Mobile Device Approvals Managing Approver Tasks Defining Substitutions for Approval Tasks Task - Approve Expense Report Auditing (HTML5) Managing Auditing Tasks (HTML5) Postings Posting Expense Reports Data Privacy Management Data Privacy Management in Reporting (HTML5) Introduction to Reports (HTML5) Using 3 Month Rule: Overview of Trips to the Same Location (HTML5) Using Expense Reports Taxable and Tax-Exempt Amounts for Payroll (HTML5) Using Expenses by Beneficiary (HTML5) Using Expense Reports By Destination (HTML5) Using Expense Reports Expenses and Reimbursements (HTML5) Using Expense Reports Input VAT Refund (HTML5) Using Expense Reports Overview of Settlement Amounts (HTML5) Using Expense Reports by Cost Object (HTML5) Using Travel Expense Budget Consumption (HTML5) Incidents (HTML5) Report an Incident Copyright / Legal Notice Help Table Of Contents P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 3

4 4.1 Getting Started Travel and Expenses Requesting Approval for a Trip Planning and Booking a Trip Claiming Expenses Organizing Trips and Claiming Expenses on Behalf of a Colleague Mobile Devices Using from a Mobile Device Approvals Managing Approver Tasks Defining Substitutions for Approval Tasks Task - Approve Expense Report Auditing Managing Auditing Tasks Postings Posting Expense Reports Data Privacy Management Data Privacy Management in Reporting Introduction to Reports Using 3 Month Rule: Overview of Trips to the Same Location Using Expense Reports Input VAT Refund Using Expense Reports Overview of Settlement Amounts Using Expense Reports Taxable and Tax-Exempt Amounts for Payroll Using Expenses by Beneficiary Using Expense Reports By Destination Using Expense Reports Expenses and Reimbursements Using Expense Reports by Cost Object Using Travel Expense Budget Consumption Incidents Reporting and Tracking Incidents Copyright / Legal Notice SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Table Of Contents

5 1 Welcome to! Depending on your company settings, you might have with either our classic look or the brand-new HTML5 look. Some of the functions are slightly different depending on which version you re using, so we ve now provided two different sets of help documentation one for the classic look and one for HTML5. As such, before you start reading the help documentation you should check and see which version of SAP Cloud for Travel and Expense you re using. The easiest way to do this is simply to open and go to your home page (for example, the Travel & Expenses work center). If it looks like the following (note the blue-and-white color scheme) then you re using the HTML5 version and you should read the help documentation that contains HTML5 in the title, for example Getting Started (HTML5). If your home page looks like this (note the yellow-and-gray color scheme), then you re using the classic look and you should read the help documentation without HTML5 in the title, for example Getting Started. Welcome to! P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 5

6 SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Welcome to!

7 2 What's New for All Users To quickly find what's new for all users in as of August 2014, click Show All in the top right corner of the document and use the search function in your browser to find your keywords. Depending on your company settings, you might have with either our classic look or the new HTML5 look. Some functions work slightly differently depending on which version you re using. Check out Welcome to! [page 5] in the Help Center to see what's different. Features marked with the HTML5 symbol are available in the HTML5 client only. Features marked with are highlight topics. Features marked with indicate enhancements that we already made available in the previous release in response to customer feedback we received. On Your Computer or Laptop Traveler and Travel Assistant In the Travel & Expenses work center, you can now use the following new functions in both the Travel & Expenses and Travel & Expenses on Behalf views. Function Home Page Action tiles Welcome! Preview expense reports What's New or Changed Our What's New popup, which appears the first time you open Travel & Expenses, will give you a first impression of how we've restructured the home page to make it easier to navigate. With the new action tiles at the top of your home page, we've made it easier for you to quickly find and choose your next action. In the Welcome area on the right side of the home page, you can take a guided video tour of the solution, and learn how to set up mobile apps, the expenses by functions, or online booking tools to get the best out of the system. Just click the Welcome picture and you'll be up and running in no time. Want to quickly check how much you'll be reimbursed for your trip or the current status of your reimbursements? The print preview of your expense report is now only two clicks away. On the home page in your list of expense reports, under More click Print Preview. We've also reduced the number of actions under More to the most-frequently used actions. s Travel Assistants: Receive s on behalf of a colleague As a travel assistant, you might need to receive s on your manager's behalf, for example, to be notified when an expense report you submitted for your manager has been approved. To switch this function on, go to Personalize My Data and select the Receive On Behalf checkbox. In the table, you can select which s you'd like to receive. The selections you make here will apply to all colleagues whose travel assistant you are. There are new assistant-specific e- mails to support this function as well. What's New for All Users P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 7

8 Function What's New or Changed Prefixes in subject lines To prevent long subject lines from being cut off, we have renamed the prefixes in all e- mail subject lines: TO-DO (old: ACTION REQUIRED) INFO (old: NOTIFICATION) Don't forget to update your rules accordingly if you had set up rules using the old terms. notifications for credit card expenses You can now receive s with information about your credit card expenses. To switch this function on, go to Personalize My Data and under Notifications, select the Credit card expenses checkbox. Expense Report Identify and quickly correct overlapping expense reports Improved timing of error messages Easier to change itemization dates Assign expenses more efficiently If you try to create a new expense report whose dates overlap with an existing one, a message now informs you of this and displays a list of your existing expense reports. You can then either quickly change the dates or select an expense report from the list. In the past, you might have been bothered by error messages that appeared prematurely when you were creating an expense report. Now messages are much better timed, so that they'll only appear when you submit an expense report that has errors or if you have forgotten to enter something. If you change the date of an itemized expense, the items are now automatically adjusted as well. For example, an item assigned to the second day of the original time period will be assigned to the second day of the new time period. In the previous version, you had to adjust each item individually. We've made a few usability improvements to the Assign Expenses screen: action buttons are available directly for the individual expenses, as well as in the menu, assigned expenses are removed immediately from the list, and a new info icon for credit card expenses shows additional transaction details if this data is available from the provider ( ). Renaming of the buttons in attendee/recipient list We have renamed a few buttons on the expense details screen, in the attendee/recipient list. The features of the buttons are still the same. You Can Also... is now More Add Row is now Add Rows instead of only one, you can now add several empty lines Add Attendees is now Search & Add Copy expenses as recurring expenses Access the recipient list faster NPI number available for search Create an expense once and copy it as a recurring expense to your expense report. If you frequently travel to the same destination using the same means of transportation, the new Copy as Recurring option under More will make claiming expenses much faster. On the expense details screen, now the number of recipients is displayed for Gift expenses along with an Add Recipients link to take you directly to the recipient list. Up to now, this link was called Show and available for Entertainment expenses only. If your company has access to the MedProID healthcare practitioner database, now you will be able to use the NPI number as a search criterion when you add physicians as attendees or recipients to your expense reports SAP SE or an SAP affiliate company. All rights reserved. P U B L I C What's New for All Users

9 Function Attendees and recipients available for all expense types Delete host in Entertainment expenses Quickly check and calculate amounts Automatic round-trip calculation when claiming mileage User assistance for country and currency fields What's New or Changed You can now report attendees and recipients for other expense types, not just Entertainment and Gift. For example, if you take your family along on a business trip. Your travel administrator needs to specify first whether it is mandatory or relevant at all to add attendees and recipients to other expense types. Up to now, for Entertainment expenses, the host was always mandatory as an attendee and couldn t be deleted. Now you can delete the host from an attendee list, but also add them again. There is no longer an automatic calculation of amounts when you are creating an expense report. With the new Check & Calculate button, you can quickly check your expense report for errors and have amounts recalculated when you make changes, for example, when you add a new expense. We've added a new round-trip flag to the Claim Mileage screen which automatically doubles the distance calculated. If you've ever been in doubt about which country to enter, for example, because you flew from Germany to Canada with a stopover in the US, we've solved this issue by renaming the Country fields more clearly and by adding explanations where necessary. We distinguish between destination country and expense country (where you actually paid for an expense). This should also act as a reminder that you might sometimes have to enter a different currency. Trip Request Delete trips Activity field Tidy up your home page by deleting trips from the list at any time. You can now delete trips that you no longer need. If you delete a trip that contains an itinerary, you have to ensure that you first cancel any flights, hotels and so on, wherever you booked them. Your travel administrator can retrieve a deleted trip if necessary. You cannot delete a trip containing an expense report that is pending reimbursement and has one of these statuses: Released for Reimbursement, Released for Reimbursement, Advances Not Cleared, Reimbursed, Advances Not Cleared, or Reimbursed. Depending on your system settings, when you create a trip request, you may now be able to select an activity for which different reimbursement rates, such as meal per diem or mileage, apply. On Your Mobile Device This overview shows you the functions available on mobile devices and points out what's new. For functions marked as Coming soon, please check the respective app stores for availability. Function ipad ios6 and higher iphone ios6 and higher Android 4.0 and higher Microsoft Windows Phone 8 Blackberry OS5-OS7* Optimized for Tablet Smartphone Smartphone Smartphone Smartphone Automatically configure the app by clicking the link provided in the Welcome - What's New for All Users P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 9

10 Function ipad ios6 and higher iphone ios6 and higher Android 4.0 and higher Microsoft Windows Phone 8 Blackberry OS5-OS7* Capture expenses / Handle unassigned expenses Capture expenses with image recognition - - Claim mileage - Handle per diems Handle attendees and spend tracking - Coming soon - Itemize expenses - Offline mode - Change assignment of expense to expense report - - Create expense report - View and submit expense reports - - Process expense reports Check image attachments in thumbnail view Reopen expense reports Approve travel documents - - View advances in approvals - View attachments in trip requests (Approvals) View pdf attachments View other attachment types (doc, ppt etc.) Follow news feeds SAP SE or an SAP affiliate company. All rights reserved. P U B L I C What's New for All Users

11 3 Help (HTML5) 3.1 Getting Started (HTML5) Welcome to. The information in this section helps you to easily get started with all the tasks that you want to perform. Read the FAQs and learn, for example, how works for the different roles, how you can log on to from a mobile device, and how you can navigate in Travel & Expenses. Check out the following how-to videos: Getting Started Requesting Approval Shows you how you as a traveler can get started on your home page in SAP Cloud for Travel and Expense. Shows you how to request approval for your trip. for a Trip covers all steps of the travel process, from requesting approval for a trip, through booking a trip in an online booking tool, to claiming your expenses. Depending on the settings at your company, you as a traveler might only be able to use some of these functions and processes. Your company might have decided not to use any online booking tools, for instance, and so the functions for booking a trip won't appear on your home page; or your company might use another variant of the approval process. FAQs What Can I Do in? What you can do in depends on your assigned role and the scope of your solution. Travelers, for example, can submit requests for trip approval, claim travel and non-travel-related expenses, both from the desktop and from mobile devices. The Scenario Explorer provides detailed information about the possible scenarios and business processes for the various roles. Learn more about the roles and tasks in here. How Do I Log On to on a Mobile Device? You can log on to from your mobile device if a suitable app is available for download. The logon info and URL address, which you can find in the Welcome or on the traveler'home page, work both on the desktop application and on your mobile device. You can download your app using the links in the Welcome and from the following locations (search for SAP Cloud for Travel and Expense ): For the BlackBerry devices: BlackBerry App World or the SAP Store Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 11

12 For the Apple iphone and the Apple ipad devices: itunes Store or the SAP Store For the Android devices: Google Play Store or the SAP Store The functionality available in the mobile app depends on the type of mobile device. For more information about the available functionality, see the documentation available on your mobile device in the SAP Cloud for Travel and Expense app. What Can I Actually Do on My Mobile? This overview shows you the functions available on mobile devices and points out what's new. For functions marked as Coming soon, please check the respective app stores for availability. Function ipad ios6 and higher iphone ios6 and higher Android 4.0 and higher Microsoft Windows Phone 8 Blackberry OS5-OS7* Optimized for Tablet Smartphone Smartphone Smartphone Smartphone Automatically configure the app by clicking the link provided in the Welcome - Capture expenses / Handle unassigned expenses Capture expenses with image recognition - - Claim mileage - Handle per diems Handle attendees and spend tracking - Coming soon - Itemize expenses - Offline mode - Change assignment of expense to expense report - - Create expense report - View and submit expense reports - - Process expense reports Check image attachments in thumbnail view Reopen expense reports Approve travel documents - - View advances in approvals - View attachments in trip requests (Approvals) View pdf attachments View other attachment types (doc, ppt etc.) SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

13 Function ipad ios6 and higher iphone ios6 and higher Android 4.0 and higher Microsoft Windows Phone 8 Blackberry OS5-OS7* Follow news feeds Want to learn more? Just read here [page 47]. How Do I Send Expenses by from My Mobile? Simply send an to the address you got specifically for this purpose in the Welcome . You can also find this address on the traveler home page. In the subject field, enter the expense details as shown here separated only by a space: expense typeamountcurrencydate. The itself should contain no content. You receive an notification that your expenses have been sent. Taxi USD 04/11/2014 Can I Send Receipts as Attachments to? Yes, in addition to being able to upload attachments in your desktop application, you can also send any receipts with file types.jpg,.jpeg,.tif,.tiff, or.pdf by , for example from your mobile device. Just send them to the same address you use for sending expenses by mobile. You can find this address in your Welcome or on the tile of the Welcome Experience on the traveler home page. Want to learn more? Just read the section Attaching Receipts in the Claiming Expenses [page 26] document. What Happens to Expenses I Send from My Mobile? Expenses that are sent to are either automatically assigned to the relevant expense report based on the date of the expense report, or they appear as unassigned expenses on your home page and you have to assign them manually. Where Can I Track the Status of My Expense Report or Trip Request? You can see the status on the traveler home page in the list of your expense reports and trip requests. The status is also displayed at the top of each individual document. What Tasks Can My Travel Assistant Take Over? You assign a travel assistant under Personalize My Travel Assistant. Your travel assistant can request approval for a trip, book a trip, and claim expenses on your behalf. If they have authorization for your calendar, they can also create expense reports for you by sending a meeting request for the period of the expense report to a dedicated e- mail address. This address is in the Welcome and on the tile of the Welcome Experience on the traveler home page. Can I Switch Off the Automatic Notifications? Yes, if your administrator has enabled this personalization function, you can switch on and off notification of certain automatic s. In some cases, you can also specify a number of days for reminders to be sent. You do this under Personalize My Data. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 13

14 I Want to Receive Automatic Notifications in a Different Language. Where Can I Set the Language? You can do this under Personalize My Settings on the Regional Settings tab. If the language you require is available, you can select it from the dropdown box. Personalize Your System In the top right corner of your screen you find the Personalize menu. In the following sections, you'll find all the information about settings you can change: My Settings Password Regional Settings Change your password. Change your regional settings, such as the date format, time zone, and language. The language you set here also determines the language in which you receive automatic notifications. Onscreen Help Accessibility Manage Certificates Choose whether you want to see onscreen help; that is, explanatory text that appears when you hover your cursor over certain parts of the screen. You can switch off onscreen help later once you have become familiar with how the system works. Choose whether to support screen readers. A screen reader would make parts of the screen easier to understand, for example, for visually impaired users. You can request or assign a logon certificate that enables you to log on to the system without entering your user ID and password. The logon certificate is saved to your user account on your local computer. Therefore, you can only use the certificate when you are logged on to your local computer. If you want, you can create a separate certificate on each computer on which you need to use. If you need to work in multiple systems, you can assign the certificate to your user for each system. However, you cannot log on to a system with multiple users using the same certificate. You can also upload your S/MIME certificate that you need for communication with S/ MIME. My Data Additional Add an additional address that you can use to send expenses to SAP Cloud for Travel and Expense when you're out of the office and have no access to your corporate address. You can enter an additional on the s tile on the traveler home page as well. This additional address is not used for notifications that are sent to you from the system. My Picture Add a photo to be used as your profile picture SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

15 Default Cost Assignment Settings Specify the cost assignment you want to use as the default in your trip requests and expense reports. You can do the following: You can select the cost center you're assigned to or the last used cost object as your default cost assignment. You can also search for and select any other cost object by choosing Selected Cost Object in the Cost Assignment field. Notification Settings Decide which automatic notifications you want to receive and, in some cases, specify when you want to receive reminders. You can specify that you want to receive an reminder if you haven't submitted your expense report within 3 weeks after returning from a trip. My Credit Cards Here you can see all the corporate credit cards currently assigned to your user account, both company-paid corporate cards and employee-paid corporate cards with employee liability. You can enter details of your personal employee-paid corporate credit card with employee liability here. This information can be used by the administrator in the event that he needs to check which cards are assigned to your employee ID. When you enter a credit card number, it's stored in the higly secure Paymetric system. Whenever you make a payment with this card, Paymetric replaces the credit card number with an encrypted token, which it then sends to. In this way, your credit card details will always be secure. My Travel Assistant Here you can assign a colleague in your company as your travel assistant so that they'll be able to request approval for trips, book trips, and claim expenses on your behalf. If your travel assistant has authorization to create meeting requests in your calendar as well, they can also create expense reports for you from your calendar. You can only assign colleagues who have the Travel Assistant role. Start / End Personalization Here you can personalize the appearance of a screen. That is, you can change the layout and rename the field labels, add mashups, fields, and third-party web services for example, a newsfeed of current events or social media updates to the screen you're currently working on. The available mashups and web services depend on your company settings. To change the appearance of a screen, do the following: 1. Choose Personalize Start Personalization. 2. Hover your cursor over the area that you want to change. Icons with the available functions appear in the upper corner of each framed area. 3. Click the appropriate icon and make the required change. 4. Once you have finished, choose Personalize End Personalization. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 15

16 To reverse your changes, choose Personalize Discard Screen Screen Layout in Travel & Expenses The following figure illustrates the layout of the traveler home page - the central starting point for all actions: Here, you find explanations for the most important areas of the Travel & Expenses screen: Area Description 1. Header bar Your name and personalize menu, access to the help documentation, and the log-off option. 2. Work centers The work centers you have access to. 3. Work center views The views you have access to within one work center 4. Welcome! Just getting started? Don't worry - just click Let's go and check out the info on the Intro, Mobile Apps, Itineraries, and tiles. This introductory information will help you to quickly find your way around. Once you re familiar with the solution, you can hide this area of the screen to give yourself more room to work. 5. Action tiles The starting point for everything you ll need to do before, during, and after your trip. Here you can, for example, request approval for a trip, book a trip, or claim your expenses. The action tiles you see here depend on how your company has set up SAP Cloud for Travel and Expense. 6. Refresh button Use this to refresh the screen after, for example, resetting a filter option (see no. 8 below) SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

17 Area Description 7. Filter options Once you ve started going on trips and claiming expenses, you ll probably have quite a few travel documents in your list. Use these filter options to specify the travel documents you want to see as follows: In Progress Documents that you have not yet submitted, that are pending approval, pending reimbursement, and those that were declined by your approver and returned to you for correction and resubmission. Reimbursed Expense reports for which you ve got your money back. To Submit Documents that you have not yet submitted, and those that were declined by your approver and returned to you for correction and resubmission. Pending... Documents that are pending approval by your approver or an auditor. All 8. Your travel documents All your travel documents - trip requests, itineraries, and expense reports. For every document in your list, you can see at a glance all the important information like the trip purpose, dates, and status. 9. Search field Here you can enter a search term - for example, a city name - and choose to display all your documents that contain that term. To display all your documents again, just remove the search term and press Enter. 10. Assign Expenses Here you can see how many expenses you have yet to assign to an expense report (including credit card expenses). If you don't have any unassigned expenses, this area won't appear on your home page. 11. Expense tracker Here you can keep an eye on your expenses: To Submit Shows the total amount of all the expenses you have not yet submitted, or that were declined and need to be resubmitted. Pending Reimbursement Shows the total amount of all the expenses you have submitted and that are waiting to be approved. This includes expense reports with status Pending Approval, Pending Audit, or Pending Reimbursement. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 17

18 Area Description 12. Help Center Need a hand when you're working with? Just click here and have a look at the help documents we ve added for you. Each document is specific to the screen you re on, so you ll always be able to quickly find helpful info about the task you re currently working on. In the Help Center, you can also: Search for help documentation by name or keyword Access the complete online library for an overview of all available documentation Write your own personal help notes View company-specific help documentation, if it s set up at your company If something goes wrong, you can also report an incident here, as well as from the Help menu in the header bar. (See no. 1 above). 13. Traxo information If you re using Traxo itinerary management to organize your trips, there'll be an additional bar where you'll see all Traxo-relevant information and messages. In this bar, you can log on to Traxo initially to set up your connection to SAP Cloud for Travel and Expense and then, after you start booking trips, to check up on the synchronization of your itineraries. Whether Traxo itinerary management is available to you depends on your company settings. 3.2 Travel and Expenses (HTML5) Requesting Approval for a Trip (HTML5) In your solution, you can request approval for a planned business trip from your manager before you book the required travel services. This pre-trip approval workflow as provided by your solution is an optional step, and needs to be configured by your system administrator. Your company may follow a different approval process. Depending on your company s settings, you can also request advance payment to cover expected travel expenses using the trip request form. Once the trip request is approved by your manager, you ll receive the payment immediately and it ll appear in your expense report. When you want to claim your expenses after the trip, open the expense report, choose Recall and start adding your expenses. For more information, see Claiming Expenses (HTML5) [page 26]. From the moment you create a trip request, it has a status. This status indicates where your trip request is in the approval process. As soon as you save or submit a trip request, it is assigned a trip ID. This trip ID is the unique identifier of your trip throughout the complete process in your solution. Status of Your Trip Request Your trip request can have one of the following statuses: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

19 Status Not Submitted Pending Approval Approved Declined Description This is the initial status of the trip request when you create a trip request. You can, for example, save the trip request without submitting it for approval. This is can be useful if you do not have all of the information available to complete the request. Having completed the trip request, you submitted your trip request for approval. The approver is notified by about your request. You receive an informing you that your trip request is approved. You can then book the required travel services for your business trip, such as transportation and accommodation. An expense report is automatically created, and you can immediately start adding expenses to it. You receive an informing you that your trip request is declined. In this , the approver should indicate whether your trip request is declined permanently, or whether you should make changes and submit it again. If required, edit your trip request and resubmit it for approval. Tasks Create a Trip Request 1. Choose Request Trip Approval on your home page. The Request Trip Approval dialog box appears. 2. Enter the purpose of your trip, and the start and end date. Optionally, enter the city to which you ll be travelling, the estimated cost of your trip, and the amount for an advance payment if you need one. 3. Choose Save and Open. At this point, you can also submit the trip request by clicking and choosing Submit and Close. As soon as the trip request is approved, the advance payment if you asked for one will be paid to your bank account. 4. Under Estimated Costs, you can specify what you think individual things like the flights and accommodation for your trip will cost. You can only enter estimated costs in your home currency here. 5. Under Cost Assignment, verify that the cost of the trip is assigned to the correct cost object (that is, cost center, internal order, project, and so on). This is to ensure that the proper approver receives your trip request. If you frequently travel using the same cost objects and you want to reuse one of them, click Display Recently Used Assignments. You can split the costs between different cost objects by clicking Split Costs. The system automatically sets the owner of the cost object to which you assign the highest share of the costs as approver. You can t change this approver manually. 6. Enter a comment for the approver that provides some information about the purpose of your trip (optional). 7. Once you ve entered everything, do one of the following: Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 19

20 Save the trip request as a draft by choosing Save. Your trip request is assigned a trip ID and is saved with status Not Submitted. You can edit or submit it at a later point in time, or use it to request a proposed itinerary from a travel agency as described below. Submit the trip request by choosing Submit. Your trip request is assigned a trip ID, submitted to the approver, and is saved with status Pending Approval. At this point you can t edit the trip request any more you can only enter additional comments. You can keep track of the trip request in your list of documents on your home page. As soon as it has been approved or declined, you are notified by . When your trip request is approved, an expense report for your trip is created automatically. However, if an expense report already exists for the time period of the trip request, a new expense report is not automatically created. Getting an Itinerary from a Travel Agency Depending on your company settings, you can get in touch with a travel agency and ask them to send you a proposed itinerary or to book your trip directly. If, for example, you get them to send you a proposed itinerary, you can attach it to your trip request in SAP Cloud for Travel and Expense and send it to your manager for approval. Once your trip is approved, you could then ask the travel agency to book the trip for you. Here s how to proceed: 1. Create a trip request as described in Creating a Trip Request above. 2. Under Requested Travel Services, choose Add Service and add everything you ll need on your trip flights, hotel, rental car, and so on. 3. Once you ve added everything, save the trip request. 4. Choose Send to Travel Agency. Your trip request will go to the travel agency, and when they ve done their research you ll receive a (proposed) itinerary with all details for the trip. Edit a Trip Request You can edit a trip request if it has the status Not Submitted, or if it was declined and returned to you for correction. 1. On your home page, open the trip request by clicking it, or move the cursor to the appropriate trip request and choose next to More, and then Open. 2. Edit the request as required, and do one of the following: Save the trip request to keep it as a draft by choosing Save. Submit or resubmit the trip request by choosing Submit. After you have submitted your trip request, you can't edit the trip request any further. You can only enter additional comments. You can view the status of the trip request in the list of documents on your home page. Recall a Trip Request It may happen that you submit a trip request for approval and then realize that you have forgotten to change or add a particular detail, for example, change the date of your trip or request an additional travel service. If this happens, you can recall your trip request and, if necessary, edit and submit it again for approval. 1. On your home page, recall your trip request in one of the following ways: Move your cursor to the trip request you want to recall, choose next to More, and then Recall. Open the trip request and choose Recall The status of your trip request changes back to Not Submitted. It also disappears from your approver's worklist and the approver is notified by about the recall SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

21 2. If necessary, edit your trip request (for example, by changing the date of your trip) and submit it again. You can only recall trip requests that are in status Pending Approval. Delete a Trip On your home page, move the cursor to the trip that you want to delete, and choose Delete. next to More, and then If you delete a trip request with status Pending Approval, you'll receive an letting you know that your trip request has been recalled. This simply means that your trip request was removed from your approvers worklist. If follow-on documents, such as an itinerary or an expense report, exist, note the following: If your trip also contains itineraries, be aware that you should first cancel them wherever you booked them (for example, an online booking tool or a travel agency) before you delete the trip. If your trip contains an expense report that is pending reimbursement and has one of the following statuses, then you can t delete it: Released for Reimbursement; Released for Reimbursement, Advances Not Cleared; Reimbursed, Advances Not Cleared; Reimbursed See Also Planning and Booking a Trip (HTML5) [page 21] Claiming Expenses (HTML5) [page 26] Planning and Booking a Trip (HTML5) Using as a starting point, you can plan and book your business trip using one of the following tools that may be supported by your company: Tool GetThere by Sabre Amadeus e-travel Management cytric by i:fao Traxo Description Online booking tool Online booking tool Online booking tool Itinerary management system The availability of these tools depends on your company settings, so you might be able to use one of these tools, a combination of several, or possibly none at all. If your company doesn t use any of these tools, then you can skip this document entirely. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 21

22 Once you ve booked all the necessary travel services flight, hotel, and so on for your trip, the information is compiled and sent to as an itinerary. Here, you can see all the info like the name and costs of the trip, and keep track of its status (whether it s been approved yet or not). Please keep in mind that the costs displayed in your itinerary are based on information currently available from the online booking tool, and might not reflect the eventual total costs at the time of billing. For details, check with your travel agent or support center. Multiple Itineraries for One Trip You can have multiple itineraries for the same trip. This might happen if, for example, you ve got a trip in SAP Cloud for Travel and Expense called Consultant visit. You re not sure until the last minute whether you ll be visiting the consultant in New York or Chicago, so you book two flights to the separate destinations. The itinerary for each flight is then automatically assigned to the same trip in. Once you ve decided where to go, you can just open your trip on the home page and cancel the itinerary you don't need anymore. How Can You Book and Manage Trips? Book a Trip with an Online Booking Tool 1. Make sure that you have added the web site of the online booking tool to your list of trusted web sites, and that your browser allows pop-ups. 2. On your home page, do one of the following: If you didn't have to request approval before booking the trip, choose Book Trip on your home page and book the required travel services. If you did have to request approval for a trip, move the cursor to the approved trip request and choose Book Trip using the dropdown button. Alternatively, open the approved trip request and choose Book Trip. For information about how to work in the online booking tool, see the help information in the online booking tool itself. Make sure that when booking trips in the online booking tool you are not working on any document in (that is, a trip request, itinerary, or expense report). Otherwise trip data can't be transferred from the online booking tool to. Once you 've made your bookings, trip data is sent to and, after a few minutes your trip appears in your list of documents. If your address is maintained in the profile of the online booking tool, you receive an with your final itinerary details. Otherwise, please check with your travel agent for final itinerary and ticketing details. In this case, please have the Booking ID of your trip ready to give to your travel agent. The costs displayed in your itinerary are based on information currently available from the online booking tool, and might not reflect the eventual total costs at the time of billing. For details, check with your travel agent. Manage Your Itinerary with Traxo If your company supports Traxo, you can sign up for an account and use the tool to compile all your online bookings into easy-to-manage itineraries. Sign up as follows: 1. Add Traxo ( or to your list of trusted web sites, and ensure that your browser allows pop-ups SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

23 2. Register yourself at You can also do this from the bottom of your SAP Cloud for Travel and Expense home page. During the sign-up process, you have to allow the SAP system to access your Traxo account. This is so that trip data can be sent from Traxo to. If, at some point in time, you don't want this connection anymore, you can change this setting at Traxo. Once you ve got an account, you can book your travel services with service providers affiliated to Traxo. Traxo will then group the travel services by trip and send the info to, where it will be available as an itinerary. Here are some examples of how this works: You manually forward the booking reservations that you receive by to Traxo scans those s and compiles the trip data into an itinerary. You book your trip with travel service providers that are affiliated with Traxo. They send the trip data automatically to Traxo, where it is compiled into an itinerary. To make use of this option, check the list of travel service providers with Traxo and add them to your profile in Traxo. You have a frequent flyer account and you add the account data to your Traxo profile. Traxo checks this account on a daily basis and, as soon as you book a flight, compiles the info into an itinerary and sends it to. The itinerary is then sent to and appears in your list of trips on your home page. To view your trips in Traxo, go to your trip on your home page and choose View in Itinerary from the dropdown button. If you are allowed to use Traxo and an online booking tool, you can view the complete trip (including the travel services booked via the online booking tool) in Traxo. Remember that when working in Traxo to mark all relevant trip information as business trips. Trip information for private trips are not sent to. Book a Trip Through a Travel Agency You can now book a trip by sending your trip request data to a travel agency. This function must have been switched on by your administrator. For more information, see Requesting Approval for a Trip (HTML5) [page 18]. What Else Can You Do With Your Itinerary? Assign an Itinerary to a Different Trip If you have multiple itineraries assigned to the same trip, they are sorted according to the dates. If an itinerary has been wrongly assigned to a trip, you can do the following: If an itinerary was assigned to the wrong trip, you can reassign it by choosing next to More, and then Assign to Existing Trip. You can also assign an itinerary if a new trip was created for an itinerary but this itinerary belongs to a different and already existing trip. If an itinerary was assigned to the wrong trip and you realize that this itinerary is a separate trip, you simply create a new one by choosing choosing next to More, and then Create New Trip. This itinerary is then automatically assigned to the new trip which appears in your list of documents. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 23

24 Add a Comment to Your Itinerary If you need to add a comment (for example, if you booked a more expensive hotel than usual and you need to inform your approver about it), you can do this on your home page. Simply open your trip, choose then Add Comment. next to More, and Edit or Cancel an Itinerary You can only edit or cancel an itinerary if it has the status Booked or On Hold and there is no approval process in place. If the itinerary comes from GetThere, you can also edit/cancel it if has status Approved. 1. On the home page, open your trip and choose next to More, and then Open in <online booking tool or itinerary management system>. 2. Edit or cancel the required travel services directly in the online booking tool or in Traxo. After you have edited or canceled your trip, the itinerary and its status is automatically updated in SAP Cloud for Travel and Expense. Delete a Trip If you want to delete a trip that contains itineraries, be aware that you should first cancel them wherever you booked them (for example, an online booking tool or a travel agency). To delete your trip on your home page, move the cursor to the appropriate trip and choose next to More, and then Delete. If your trip contains an expense report that is pending reimbursement and has one of the following statuses, then you can t delete it: Released for Reimbursement Released for Reimbursement, Advances Not Cleared Reimbursed, Advances Not Cleared Reimbursed Status of Your Itinerary From the moment an itinerary is created, it has a status. These statuses depend on whether or not an approval workflow is in place. If you need managerial approval for trips organized by Traxo, you can create a separate trip request to send to your manager. Once this trip request is approved, an expense report is created. An itinerary is created by Traxo and sent to. Based on the dates of your trip, the itinerary is automatically assigned to the corresponding trip request and expense report Status of Your Itinerary Without Approval Workflow Status names for itineraries might not always be identical in and the online booking tools or Traxo SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Help (HTML5)

25 Status in SAP Cloud for Travel and Expense Online booking tools only: On Hold Booked Canceled What does it mean? You ve made reservations in the online booking tool, but you re not ready to actually purchase them yet for example, because you want to check if your manager agrees to the trip so you ve put the trip on hold. No invoice has been issued yet. Since the reservations are only valid for a limited time (for example, one or two days), check the validity period for each reservation in the online booking tool. After this time, the reservations are automatically canceled, and - if required - you have to start booking the trip all over again. Whether you can put a trip on hold depends on whether your user has the appropriate authorizations assigned in the online booking tool. For details, contact your system administrator. You ve purchased the trip in the online booking tool. Your travel services flight, hotel, and so on - are booked, and you ve been issued an invoice. You canceled your trip with the online booking tool. Please keep in mind that cancellation fees may be charged depending on the policies of the vendor for the booked travel service. These fees are subject to change, and do not appear in your itinerary in. For more information, check with your travel agent. Status of Your Itinerary With Approval Workflow (Online Booking Tools only) The approval workflow provided by is an optional step that is configured by your system administrator. Your company may follow a different approval process. Keep in mind that the status names for itineraries are not always identical in and the online booking tool. Status in SAP Cloud for Travel and Expense Pending Approval Approved / Pending Confirmation Booked Declined / Pending Cancellation Declined Canceled What does it mean? You have booked your trip and your approver receives an with the request to approve your itinerary. Your itinerary has been approved. Your bookings are about to be automatically confirmed by the online booking tool. Your bookings have been confirmed by the online booking tool. Your itinerary has been declined by your approver. Your bookings are now going to be automatically canceled by the online booking tool. Your bookings have been canceled by the online booking tool. Your approver didn t review your itinerary in time, so your reservations for the travel services have been automatically canceled in the online booking tool. Each travel service is only reserved for a limited period of time, and this period of time depends on the individual travel service. For example, a flight reservation might only be held for a day depending on the airline. A reservation for a hotel room might be held for several weeks. To check this, log on to the online booking tool and review your individual bookings. Please keep in mind that cancellation fees may be charged depending on the policies of the vendor of the booked travel service. These fees are subject to change and do not appear in your itinerary in. For more information, check with your travel agent. Help (HTML5) P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 25