Function documentationReimbursement for Travel Costs of Public Transport

 

This function enables you to calculate reimbursement amounts for the travel costs your employees incur for the use of any means of public transport.

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 employees incur for public transport.

  • Summary Overview screen

    The screen contains the total amount reimbursed for public 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 Start of the navigation path Dialog and Travel Expenses Control Next navigation step Define Schema and Individual Field Control End of the navigation path.

  • You have manually entered per diems for traveling by any means of public transport or you have defined calculation rules that the system uses to determine per diems as described in Customizing for Travel Expenses under Start of the navigation path Trip Reimbursement Amounts Next navigation step Reimbursement Amounts Travel Costs Next navigation step Reimbursement Amounts for Public Transport End of the navigation path.

  • You have assigned the relevant wage types to the PTRN (Public Transport) travel expense type in Customizing for Travel Expenses under Start of the navigation path Wage Types for Interfaces Next navigation step Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates End of the navigation path

Features

When your employees travel by any means of public transport on a domestic or a foreign trip, they can request reimbursement for travel costs 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 public transport and provide a receipt for the journey.

    To do so, employees enter the costs on the Receipts tab page in Travel Expense Manager and submit the receipts 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 select the Public Transport checkbox on the Transport tab page in the Travel Expense Manager program.

If employees travel by public transport in their resident country (on the domestic part of their trip) and in the foreign country or countries, they can request reimbursement per country for both the domestic and foreign parts of the trip.