Reimbursement of Accommodations Costs With Statement (SAP Library

Reimbursement of Accommodation Costs With Statement

Use

For the reimbursement of the total costs for accommodation on the basis of individual receipts, there is a trip-specific maximum amount. If the total costs for accommodation exceeds the maximum amount, the difference is reimbursed as a bonus, if the traveler can prove that the additional costs could not be avoided.

Features

The maximum amount for the final total is determined as follows:

For domestic trips, comparison calculation is performed to determine what would have to be paid as the accommodation allowance if no accommodation receipts were submitted. The total of this accommodation allowance amount is used as follows as a basis for determining the maximum amount:

for major cities, twice the final total for the accommodation allowance
otherwise, 1.5 times the final total for the accommodation allowance

The system calculates the final total by determining the accommodation allowance per destination (Region field) per day and totaling the reimbursement amounts. Since the region is the main criteria for determining the maximum amount per destination, the following entries are stored in the standard system for maximum rates:

Region	Meaning	Amount
Space	All regions except major cities	58.50 (150% of basic amount 39.00)
Major	Major cities	78.00 (200% of basic amount 39.00)

In the case of international trips, for each trip country, there is a maximum amount that can be reimbursed per day as an international accommodation allowance with accommodation receipts. The comparison calculation determines the maximum amount for the final total of accommodation costs, totaling the maximum amounts for the international accommodation allowance for exact days.

Activities

To reimburse accommodation costs with receipts, do not select the accommodation allowance indicator in the general trip data.

After entering all accommodation receipts, choose Extras → Comparison calculation. The system displays the final totals of accommodation receipts and accommodation allowance. If the final total is higher than the maximum amount, you can decide whether the system should limit the reimbursement of the accommodation costs to the maximum amount or whether it should reimburse the total, adding the difference amount as a bonus. You can reduce the bonus amount generated by the system by overwriting the generated amount.