Background documentationCountry Version for Czech Republic

 

The Travel Expenses application component of SAP Travel Management has been adapted to conform to the statutory and business requirements for private business in Czech Republic. A new trip provision variant, 18, is available for the Czech Republic; the following Czech specific functions are available in the Travel Expense Manager:

  • Reimbursement for use of private cars

  • Reimbursement for pocket money

  • Reimbursement for meals per diem

  • Meal per diem deductions

  • Inclusive and exclusive Intervals

  • Starting and ending point of a trip

  • Currency-specific rounding rules

  • Reference date for currency exchange

  • Country-specific data medium exchange (DME) program for travel expenses

    For more information about data medium exchange, see Transfer to Data Medium Exchange (DME).

Features

Reimbursement for Use of Private Cars

If an employee uses a private car on a business trip, the system calculates the reimbursement as the sum of the following:

  • Mileage reimbursement, which is based on the flat rate for travel costs.

  • Fuel reimbursement, which is calculated by multiplying the average fuel consumption by the fuel price (Fuel Reimbursement = Average Fuel Consumption × Fuel Price)

    The user maintains the average fuel consumption in the Travel Privileges (0017) infotype. The employee needs to provide a receipt showing the price of the fuel. If the fuel price is not available from the receipt, you select the Automatically Determine Fuel Price checkbox on the Trip Segments tab page. Then the system uses the predefined legal prices.

Prerequisites

  • You have defined the country-specific flat rate in Customizing for Travel Expenses under Start of the navigation path Trip Reimbursement Amounts Next navigation step Reimbursement Amounts Travel Costs Next navigation step Define Flat Rates for Travel Costs End of the navigation path.

  • You have defined the legal price for each fuel type in Customizing for Travel Expenses, under Start of the navigation path Trip Reimbursement Amounts Next navigation step Define Fuel Types and Prices (CZ/SK) End of the navigation path.

Reimbursement for Pocket Money

Your company offers the employees reimbursement for pocket money. According to legal regulations, the per diem for pocket money can not be more than a certain percentage of the corresponding meal per diem.

When maintaining the trip information, the user selects the Meals checkbox in the PD/FR Reimbursement section. Then the system calculates the reimbursement amount for the pocket money and displays this in the Pocket Money section of the Travel Expenses Report.

Prerequisites

  • To offer pocket money to employees, you activate this function in Customizing activity Travel Expenses Control (Expert View) by setting value 1 to Meal Settlement checkbox No. 25.

    To define per diem for pocket money in a specific trip country, you maintain entries in Customizing for Travel Expenses under Start of the navigation path Trip Reimbursement Amounts Next navigation step Reimbursement Amounts for Pocket Money Next navigation step Define Pocket Money Per Diems (PMPD) End of the navigation path.

    Alternatively, you can generate the per diem for pocket money from the existing settings for meal per diem by using the Generate Pocket Money Per Diem Based on Meals Per Diem (CZ/SK) report.

    Note Note

    The report result will overwrite the existing entries that have bee made in the Define Pocket Money Per Diem (PMPD) Customizing activity.

    End of the note.
Reimbursement for Meals Per Diem
Domestic Trips

For a domestic trip lasting two days, the system compares the reimbursement amount calculated by the following methods, and uses the higher amount resulting from the calculation:

  • Sum of per diems for two individual trip days

  • Per diem for the entire trip duration (hours)

International Trips

For international trips, the system applies the following logic:

  • First, the system calculates the reimbursement for domestic part and foreign part separately. On the Travel Expenses Report, the reimbursement amounts are separately displayed with different trip countries.

  • If the foreign part is less than one hour, the system adds the foreign trip hours to the domestic part, and calculates the reimbursement accordingly.

  • If a one day trip is comprised of more than one domestic part, reimbursement for domestic part is based on the sum of domestic trip hours.

  • If multiple foreign parts to same country are involved in a trip lasting one day, you can insert trip breaks in between. Then the system calculates the reimbursement amount based on the total trip hours in that country.

  • If a trip is comprised of travel in more than one foreign country, the system calculates the daily reimbursement by using the per diem for the country in which the employee stayed the longest time at that particular day, and multiplied by the total hours in all countries. The same rule applies to pocket money reimbursement.

  • If there is more than one foreign trip within a day, you must create one trip settlement run in the system for the given day that covers the interval of all the business trips on the day. The sum of the intervals spent abroad in one day is added and saved to one of the trips, foreign per diem reimbursement for the particular day is paid in that one trip only. The domestic parts of the trips remain to be paid separately. The system calculates the meal per diem and the pocket money for the foreign trip for this collective business trip settlement you created for the given day. If you create separate trip settlement runs for the same day, the system rejects the individual settlements runs.

Meal Per Diem Deductions

If an employee receives free meals during business trip, you need to deduct the corresponding amount from the granted per diem. In the Czech Republic, the deduction amount is jointly determined by the following parameters:

  • Trip country

  • Trip duration

  • Number of free meals

  • Timing of free meals.

    This parameter is used only for international trips; you must have defined the time for each meal in a day in Customizing for Check Travel Expense Constants. To change the standard meal times, change values of the following constants:

    • Time of breakfast (B_DED)

    • Time of lunch (L_DED)

    • Time of dinner (D_DED)

The system calculates the deduction amount by the following steps:

  1. Identify the total per diem for each trip segment, according to trip country and trip hours. This step is based on Customizing settings made in Define Per Diems for Meals/Hours.

  2. Determine the deduction rate by number of free meals and trip hours as shown in the following tables for domestic trips and international trips respectively:

    Deduction Rates for Domestic Trips

    Trip Duration

    1 Meal

    2 Meals

    3 Meals

    5.00 – 12.00 Hours

    70%

    140%

    210%

    12.01 – 18.00 Hours

    35%

    70%

    105%

    18.01 – 24.00 Hours

    25%

    50%

    75%

    Deduction Rates for International Trips

    Trip Duration

    1 Meal

    2 Meals

    3 Meals

    1:00 – 6:00 Hours

    70%

    140%

    210%

    6:01 – 12:00 Hours

    35%

    70%

    105%

    12:01 – 24:00 Hours

    25%

    50%

    75%

    When the deduction rate is more than 100%, that means the deducted amount is more than the granted per diem. In this case, the meal allowance for this trip segment is zero. In addition, when processing international trips, the system decides whether the meal should be calculated at domestic or foreign rates by checking during which trip segment the pre-defined time of a meal is. You can change meal time to reflect the real trip situation.

    The deduction percentages for one meal in different time intervals are defined in Customizing for Travel Expenses under Start of the navigation path Trip Reimbursement Amounts Next navigation step Deductions Next navigation step Define Deductions End of the navigation path by deduction types 1, 2 and 3. You can change these entries according to actual percentage in your company.

Inclusive and Exclusive Intervals

When you define the per diem for meals in Customizing, you can specify the applicable trip duration precise to the minute.

The relevant Customizing activity is under Start of the navigation path Travel Expenses Next navigation step Trip Reimbursement Amounts Next navigation step Reimbursement Amounts for Meals Next navigation step Reimbursement Amounts for Meals/Hours Next navigation step Per Diems for Meals (MPD) Next navigation step Define Per Diems for Meals End of the navigation path.

This interval setting is applicable for the following processes:

  • Reimbursement for meal per diem

  • Reimbursement for pocket money

Starting and Ending Point of a Trip

The user can specify where a trip starts and where it ends on the Comments tab page. On the Travel Expenses Report, the system displays the texts that the user enters in the Additional Trip Information section.

Recommendation Recommendation

Enter the city first, then the name of the street, and the address number.

End of the recommendation.

You can change the standard description in Customizing for Travel Expenses under Start of the navigation path Dialog and Travel Expenses Control Next navigation step Dialog Control Next navigation step Set Up Reference Texts for Additional Information End of the navigation path.

Currency-specific Rounding Rules

You can apply the currency-specific rounding rules to get the final reimbursement amount. When editing a trip, if you select the Round checkbox in the PD/FR Reimbursement section, the system uses the pre-defined rounding rule to round off the reimbursement amount according to currency. The rounded amount is then displayed on the Travel Expense Report, and posted to financial accounting.

Prerequisites

  • You have assigned the rounding rules for currencies in Customizing for Travel Expenses, under Start of the navigation path Master Data Next navigation step Control Parameters for Travel Expenses Next navigation step Define Country-specific Rounding Rules for Currencies End of the navigation path.

  • You have defined the expense type Rounded Receipt in Customizing for Travel Expenses, under Start of the navigation path Master Data Next navigation step Travel Expense Types Next navigation step Create Travel Expense Types for Individual Receipts End of the navigation path.

Reference Date for Currency Exchange

This function is available only for trips that require a currency conversion.

You specify a reference date in the Date field in the PD/FR Reimbursement section. During posting to financial accounting, the system uses the currency exchange rates as of the reference date to complete currency conversion.

The system determines the reference date according to the following rules:

  • If the employee received an advance payment, the reference date is the first advance payment date.

  • If the employee did not receive any advance payment, the system uses the date from which the international trip starts.