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 HR Master Data for Travel Planning

Use

Travel planning accesses a minimal HR master data record. However, the use of SAP Human Resources (HR) is not an absolute prerequisite for the use of SAP Travel Management.

This person-related master data is stored in infotypesthat enable structured processing of this data. The special infotypes in SAP Travel Planning are based on the same logic as the infotypes in SAP Human Resources . They are however independent of HR infotypes and have no influence on existing infotypes in Human Resources .

Trip Preferences

Travelers abide automatically by the enterprise-specific trip rules stored in the system. However, for planning and booking travel services they can also enter personal preferences that are taken into consideration by the travel service provider where possible. These personal preferences are only taken into consideration if they comply with company travel policy.

A traveler can, for example, make the following entries:

  • Flight reservation:

    • Smoker/nonsmoker seat

    • Meals choices

    • Disabled seat

  • Hotel reservation:

    • Room type

    • Preferred hotel chain

  • Car rental reservation:

    • Air conditioning

    • Manual or automatic transmission

    • Preferred make of car

  • Participation in customer programs of travel service providers

Overview of HR Master Data in SAP Travel Planning

To store person-related master data, you create a personnel mini-master record directly in SAP Travel Planning . You do not need to use the Human Resources component.

You can simply create all the infotypes necessary for SAP Travel Planning via the personnel action Travel planning setting . When you enter infotypes for the first time you are guided through these actions step by step. HR master data you have already created can be changed or supplemented at any time.

The following infotypes are mandatory for any employee for whom a trip is to be booked using Travel Planning:

  • Organizational assignment (0001)

  • Personal data (0002)

  • Travel Privileges ( 0017 )

  • Addresses (0006): It is not advisable to make a booking without this infotype, as the Telephone number field in this infotype is used to create the booking record. This infotype is also used with the infotype Bank details (0009) in Travel Expenses, if the settled trips are to be paid as a credit via Financial Accounting (FI).

The infotype Cost Distribution (0027) is only used in Travel Expenses for distributing the total costs to different cost centers.

The Travel Planning-specific infotypes 0470 - 0475 represent the personal preferences of the individual employees. The infotype Rail Preference (0474) has no meaning.

Even though the infotypes 0470 to 0475 are optional, they enable employees' personal preferences to be taken into consideration for each business trip booking.

  • The infotype Flight preference (0471) contains Information specific to a flight, such as meals, seat position and preferred departure airport.

  • The infotype Hotel preference (0472) contains information about the preferred room and hotel category.

  • The infotype Car rental preference (0473) contains information such as the preferred make of car and air conditioning.

  • The infotype Customer program (0475) can be created many times, as it relates to all the provider categories. Here you can store information about frequent fliers or special car rental or hotel customer programs.

  • The infotype Travel profile (0470) allows a direct assignment of a travel profile to an employee.

    Caution Caution

    You must assign travelers or a group of travelers a travel profile for Travel Planning . You can either assign the travel profile individually using infotype 0470 or using the feature TRVCP (see also Travel Profile (Infotype 0470) or the Implementation Guide for Travel Planning under Start of the navigation path Dialog and Planning Control Next navigation step Travel Planning Control Next navigation step Set Up Feature TRVCP for Travel Planning End of the navigation path ).

    End of the caution.

The additional infotype Communication (0105), subtype 0001, is used to assign system users to the active SAP system directly (SAP Business Workflow, SAP Office and ESS). Subtype 011 is used for credit card clearing.

The Travel Planning action includes the Travel Expenses travel mini-master record action.

See also:

Editing HR Master Records

Travel Profile (Infotype 0470)

Flight Preferences (Infotype 0471)

Hotel Preferences (Infotype 0472)

Car Rental Preferences (Infotype 0473)

Customer Programs (Infotype 0475)