Reimbursement for Travel Costs of Local Transport

This function enables you to calculate reimbursement amounts for the travel costs your employees incur for using local transport.

Note Note

Local transport refers to the means by which employees make journeys on foreign business trips from the point of entry into a foreign country to the place where they spend the first night, or from the place where they spend the last night to the point of exit from the foreign country. Employees do not provide receipts for the journeys.

End of the note.

This function is also available on the Web Dynpro ABAP-based user interface of the Expense Report and the Express Expense Sheet programs as follows:

Transport tab page
You can use this tab page for the settlement of travel costs that the employees incurred for local transport.
Summary Overview screen
The screen contains the total amount reimbursed for local transport. If you want to delete trip data in the Traveler Work Center with the Delete function, you can also check the transport-related summary overview on the Delete Expense Report screen.

Prerequisites

You have completed the following activities:

You have activated the Transport tab page in Customizing for Travel Expenses under Dialog and Travel Expenses Control Define Schema and Individual Field Control .
You have entered the reimbursement amount manually for local transport, or you have defined calculation rules that the system uses to determine the reimbursement amount as described in Customizing for Travel Expenses under Trip Reimbursement Amounts Reimbursement Amounts Travel Costs Reimbursement Amounts for Local Transport .
You have assigned the relevant wage types to the LTRN (Local Transport) travel expense type in Customizing for Travel Expenses under Wage Types for Interfaces Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates .

Features

When your employees travel abroad, they can request reimbursement for their travel costs they incurred for local transport in a foreign country, by choosing from two settlement options.

Note Note

Before the employees select any of the options, they must consider the following requirements:

They can choose only one of the options for a day of the business trip
They can choose an option for each day of the business trip

End of the note.

The settlement options are as follows:

Travel costs
Employees enter the exact amount of the travel costs incurred for local transport and provide receipts for the journey.

To do so, employees enter the costs on the Receipts tab page in Travel Expense Manager and submit the receipt to the accounting clerk.
Reimbursement amount calculated by the system
Employees request reimbursement for travel costs that the system calculates based on the Customizing settings as described in the Prerequisites section.

To do so, employees enter the number of destination cities in the Number of Destination Cities field on the Transport tab page in Travel Expense Manager. This number determines the travel they did between the point of entry into the foreign country (for example, airport or bus station) and the city where they spend the night (for example, in a hotel) on the first or last day of the foreign trip.

Example
The employee arrives at the airport in Warsaw. The employee travels to Krakow to meet a customer for a few hours. After that, the employee travels to Wroclaw where he or she spends the night at a hotel. When the employee settles the trip, he or she enters number 2 as the number of destination cities (Krakow and Wroclaw).

End of the example.

If employees travel to more than one country on the same day, they can request reimbursement for local transport per country.

Employees can choose the most suitable settlement option for each day of the trip.

Note Note

For a given date, country, and region, employees can only request cost reimbursement for local transport or mileage reimbursement, but not both.

End of the note.