Duty Allocation 
You can use this function of Travel Management to create, manage, settle and transmit duty allocations with external stays or daily returns for the Public Sector of Austria.
This function is modeled after duty allocations according to the travel expense regulations for federal employees (Reisegebuehrenvorschrift der Bundesbediensteten).
This function does not support duty allocations abroad.
Integration
Decentralized Data Entry
You can configure decentralized entry of duty allocations as follows:
Specialists at headquarters create the duty allocations for the federal employees.
The federal employees enter their receipts, mileage, times present and times absent in the duty allocations created for them.
For more information, see Authorizations for Duty Allocations.
The following section refers to persons that process the duty allocations in the SAP system as "users," regardless of which data entry scenario is being discussed.
Taxation According to the 183-Day Rule
If you select the indicator for automatic taxation in the general data of the duty allocation, the system applies the 183-day rule for the taxation of meals fees and overnight fees. In doing so, the system chains and totals the number of days present for each employee and community code number (CCN). The system considers business trips as well as duty allocations equally.
Prerequisites
You activated the industry-specific functions for the trip provision variant of the Public Sector of Austria. You can do this in Customizing for Travel Expenses under 
Master Data 
Control Parameters for Travel Expenses Activate Special Rules for Industry Solutions 
.
You have made the settings in Customizing for Travel Expenses under Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data .
You have defined the constants for the Public Sector of Austria in Customizing for Travel Expenses under Master Data Check Travel Expense Constants . For more information, see the documentation for the Customizing activity.
Features
A duty allocation consists of general data (which includes the time period and duty station of the duty allocation) and one or more duty allocation periods for entering receipts, mileage, times present and times absent. When a new duty allocation is created, the system creates a duty allocation period for each month begun within the timeframe of the duty allocation. Users can edit each duty allocation period individually, submit each period for approval, and settle each period.
Analogous to business trips, each duty allocation has a unique number; and a sequential number (001, 002, ...) is assigned to each period of a duty allocation. From within duty allocation processing, users can go to the processing of the individual duty allocation periods. Users can also use the period manager to directly access the duty allocation periods.
Users can freely select the start and end times of the day for a duty allocation. The start time also defines the start time of consecutive periods. For example, if the duty allocation starts at 10:00 AM, the other days of the duty allocation also start at 10:00 AM.
When creating a duty allocation, users choose between a duty allocation with an external (overnight) stay or a duty allocation with daily returns home. This affects which fields and functions are available for calculating per diems in the duty allocation periods.
Calling a Duty Allocation
You can access the functions listed below on the SAP Easy Access screen under Accounting Financial Accounting Travel Management Travel Expenses Duty Allocation (Austria) :
Create Duty Allocation (transaction TGANL)
Change Duty Allocation (transaction TGMOD)
Display Duty Allocation (transaction TGANZ)
Period Manager DA (transaction TGPER)
Parallel Business Trips
If you approve a parallel business trip, the system resets the related duty allocation periods so that they need to be approved and settled again. The system also updates the times absent in the affected duty allocation periods.
Trip to Begin Work and Trip to Return from Work
You create a separate trip to begin work and trip to return from work in addition to the duty allocation. Approvals, forwarding and settlements are done the same as for other business trips.
Users use a predefined schema to create a trip to begin work and a trip to return from work as a business trip. After selecting the schema, the users must specify the associated duty allocation.
Entry of Expenses for Duty Allocations with Daily Returns
When a duty allocation has daily returns (home), users enter the data for each duty allocation period on the following tabs:
Tab |
Explanation |
|---|---|
Per Diems |
When a duty allocation has daily returns, the system always performs flat-rate settlements for expenses. Users enter the times present at the duty station and the deductions on the Deductions tab. Users can enter their daily round trips using flat rates. The system uses this data to calculate the total mileage and displays this on the Trip Segments tab. |
DStn Presence |
On this tab, users enter the times present and - if applicable - any hospital stays at the duty station. Users can also request a flat-rate overnight fee for stays at the duty station. |
Receipts |
On this tab, users enter additional expenses that are not covered by the per diems. |
Trip Segments |
On this tab, users enter any mileage that is not covered by the per diem for daily round trips; for example, due to varying numbers of passengers. |
Deductions |
On this tab, users enter the deductions from the meals per diem. Whenever a user requests a flat-rate overnight fee on the DStn Presence tab, no deductions can be made on this tab. |
Advances |
On this tab, users can request advances, which, for example, can be paid out through payroll. |
Remarks |
On this tab, users can enter explanatory remarks. |
The system calculates a reduced rate starting on the 31st calendar day of a duty allocation with daily returns home or for chained duty allocations with the same community code number. When determining the first 30 days, the system takes into consideration all calendar days of the duty allocation with daily returns home.
Entry of Monthly Expenses for Duty Allocations with External Stays
When a duty allocation has external overnight stays, users enter the data for each duty allocation period on the following tabs:
Tab |
Explanation |
|---|---|
Per Diems |
Users can enter the meals fees and overnight fees using flat rates by selecting the corresponding indicator. In this case, the users must specify any gratuitous overnight stays or meals received on the Deductions tab. The system takes the specified days absent and deductions into consideration when calculating the per diems. If a federal official receives ex officio accommodations or meals for the entire duty allocation period, we recommend that you set the indicator Gratuitous Accommodations or Gratuitous Meals. Then the system sets the resulting deductions on the Deductions tab. Any existing entries are overwritten. Afterward, the set deductions are protected from being changed. Users can edit the protected deductions only after deselecting the respective indicator on the Per Diems tab. Users can also use flat rates when entering daily trips at the remote location (for example, between the duty station and the hotel). If a per diem can not be entered (for example, due to different numbers of passengers), the users need to enter their mileage individually on the Trip Segments tab. |
Absences |
On this tab, users enter the days they were not present at the location of the duty allocation. The calculation of per diems takes absences into consideration. Days of absence during a duty allocation (for example, due to illness or vacation) generally start at midnight (0:00h) and end at midnight (24:00h), except for parallel business trips that the system automatically inserts. If a user is absent on the last day of a period, the user must also enter the absence on the first day of the next period, which is the same day. The system notifies the user. On the first day of a duty allocation, absence days start at the start time of the duty allocation. On the last day of a duty allocation, absence days end at the end time of the duty allocation. |
Receipts |
On this tab, users enter additional expenses that are not covered by per diems. |
Trip Segments |
On this tab, users enter their mileage; for example, trips home or trips to or from the hotel. |
Deductions |
On this tab, users enter the deductions from the flat-rate overnight fees and meals fees. |
Advances |
On this tab, users can request advances, which, for example, can be paid out through payroll. |
Remarks |
On this tab, users can enter explanatory remarks. |
Approval, Settlement, Transfer of Duty Allocation Periods
You can approve, settle and transfer individual duty allocation periods just like an individual business trip. You can simulate and print the settlement of a duty allocation period. Furthermore, if necessary, you can recalculate individual duty allocation periods that have already been transferred. You can trigger the settlement of an individual period from within the duty allocation maintenance transaction and the period manager. You can run a mass settlement of duty allocation periods analogous to the mass settlement of business trips.
In the period overview of a duty allocation, the individual duty allocation periods have a context menu, which users can use, for example, to simulate or run the settlement of a period.