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 Data Entry via the Travel Expense Manager

Use

The trip data for a travel expense report is entered exclusively via the travel expense manager . Other entry transactions have not been released for the Travel Expenses version for the French Public Sector.

When trip data is entered, you must distinguish between domestic trips, domestic trips to courses, and international trips. A combination of domestic and international destinations or ordinary domestic trips and trips to participate in training courses is not possible.

In the case of domestic trips or domestic trips to courses, the beginning and end of the trip are usually identical with the departure from and return to residence or workplace.

In the case of international trips, for each stay abroad the beginning and end are identical with the arrival at and departure from the foreign destination.

Procedure

  • In the Travel Management menu, choose Travel Expenses → Travel Expense Manager.

  • Enter the personnel number of the traveler and choose Trip → Create .

  • Choose the relevant trip schema so that the statutory regulations are automatically taken into consideration.

Trip schema "Domestic Trip" (not a trip to course)

  1. Enter the beginning and end dates and the beginning and end times for the entire trip.

  2. For domestic trips you may have to distinguish between the main destination and stopovers because of different accommodations per diems. For the main destination enter the reason for the trip, the city and the country in the General trip data section. You can enter the stopovers on the Destinations tab page.

Note Note

Since longer absences from the main destination cause an interruption in the statutory reduction of the accommodations per diems, please note the following:If the stay at the main destination is interrupted by a trip to a stopover that takes longer than the legally specified number of days (currently 10), you have to create a separate trip for the stopover. The current trip to the main destination must then be shortened and a new trip must also be created for the remaining stay at the main destination after the trip to the stopover.

End of the note.

Trip schema "Trip to Course" (domestic)

In order to apply the legally required reduction for accommodations per diems with regard to repeated stays at the same course location, you have to group the relevant trips to courses in one trip. Business trips that take place between these stays at a course location must be entered as individual trips.

  1. In the General trip data section you can enter a generally valid reason for the trip and the city.

  2. Unlike normal domestic trips, trips to courses do not require a main destination . On the Destinations tab page enter all of the trips to courses that belong together including beginning and end date and time, reason for trip, city, country and region.If your trip only contains one stay at a course location, enter only one destination.

  3. The number of nights with private destinations that occur between two trips to courses are taken into consideration for the reduction of the accommodations per diem. Enter these private destinations "seamlessly" (with regard to times) between the trips to courses.

  4. You can not enter other trip data, such as receipts, until all destinations have been entered.

Trip schema "International Trip"

  1. I n the General trip data section you can enter a generally valid reason for the trip and the city.

  2. Unlike domestic trips, international trips do not require a main destination . On the Destinations tab page enter the international trips including beginning and end date and time, reason for trip, city, country and region.If your trip only contains one stay abroad, enter only one destination.

  3. You can not enter other trip data, such as receipts, until all international destinations have been entered.

See also:

More information can be found in this documentation under Entry Scenario Travel Expense Manager .