Country 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.

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 Trip Reimbursement Amounts Reimbursement Amounts Travel Costs Define Flat Rates for Travel Costs .
You have defined the legal price for each fuel type in Customizing for Travel Expenses, under Trip Reimbursement Amounts Define Fuel Types and Prices (CZ/SK) .

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 Trip Reimbursement Amounts Reimbursement Amounts for Pocket Money Define Pocket Money Per Diems (PMPD) .

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
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.

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:

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.
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 Trip Reimbursement Amounts Deductions Define Deductions by deduction types 1, 2 and 3. You can change these entries according to actual percentage in your company.

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%

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%

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 Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Meals Reimbursement Amounts for Meals/Hours Per Diems for Meals (MPD) Define Per Diems for Meals .

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

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 Dialog and Travel Expenses Control Dialog Control Set Up Reference Texts for Additional Information .

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 Master Data Control Parameters for Travel Expenses Define Country-specific Rounding Rules for Currencies .
You have defined the expense type Rounded Receipt in Customizing for Travel Expenses, under Master Data Travel Expense Types Create Travel Expense Types for Individual Receipts .

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.