Transfer to HR Payroll 

Purpose

If Travel Management is integrated with HR Payroll, the travel expense results can be transferred from Travel Management and included in payroll. The transfer makes it possible to pay out travel expenses in payroll.

Regardless of whether payment is to be performed via payroll, transfer is necessary if the company gives its employees payment in kind in the form of meals, for example, or reimbursement rates that are higher than the statutory tax-free rates that must be recorded in payroll for taxation.

General Requirements for Integration of Travel Expenses in HR Payroll

The integration of Travel Expenses in HR Payroll is set up in Customizing for Travel Management. In the feature for settlement control (TRVPA), you specify whether integration with Payroll is to be set up and how the accounting period is to be checked against the payroll period from the personnel control record (PA03).

To be able to process the travel accounting results in Payroll Accounting, the country-specific travel accounting subschemas must be activated in the country-specific payroll accounting schemas. You can activate these subschemas in Travel Management Customizing.

For German Payroll, subschema DREI (transfer of travel expenses to payroll) must be inserted and activated after subschema DT00 (gross pay) in accounting schema D000 (accounting schema for Germany).

Scenario 1: Transfer of Travel Expenses Results Within One Logical System

If Payroll and Travel Management are installed in the same logical system (same SAP system and same client), the payroll program can import the travel expenses results directly from Travel Management and process them.

Prerequisites

The integration of Travel Expenses in HR Payroll must be set up. To transfer travel expense results to HR Payroll, they must have first been created in Travel Expenses of Travel Management.

Process Flow

The payroll program RPRCALCx0 is started in Human Resources Management. For each selected personnel number, the program checks to see if there are settled trips in Travel Expenses that can be included and processed in this payroll run.

Result

The travel expense results have been calculated for taxation in payroll. The travel expenses are paid via payroll if the wage types for travel expenses have been set accordingly.

Scenario 2: Transfer of Travel Expense Results Between Separate Logical Systems

If Travel Management and Payroll are installed in different logical systems, transfer of travel expenses results to Payroll is asynchronous.

Travel Management is installed in a different SAP system than Payroll.

Travel Management and Payroll are installed in the same SAP system but in different clients.

Technical Details Regarding Transfer Between Separate Logical Systems

During transfer via program RPRPAY00, the relevant data is transported from the TE cluster of each trip in the Travel Management logical system to the logical system of Payroll and stored there in the local TE clusters. Payroll accesses these local TE cluster copies. During transfer of travel expenses results, retroactive accounting data and correction indicators may be set (in infotype 0003) for the corresponding personnel numbers.

Travel Management Function Lock in Payroll

To prevent data inconsistencies between the logical systems of Payroll and Travel Management, the Travel Management functions and processes should be locked in the logical system of Payroll. Setting the lock with report RPRTLOCK is only possible at the transaction level and therefore applies to all clients in an SAP system. The lock can be reversed using report RPRTULOC.

If the logical systems of Payroll and Travel Management are installed in different clients but in one SAP system, this lock cannot be effected at the transaction level and therefore cannot be set with report RPRTLOCK. In this case the Travel Management functions and processes must be locked in the client in which Payroll is installed by means of authorization checks to prevent them from being executed.

Prerequisites

The integration of Travel Expenses in HR Payroll must be set up. To transfer travel expense results to Payroll, the travel expenses must first have been created in Travel Expenses of Travel Management. Feature TRVPA must be coded identically in the Payroll and Travel Management systems.

Process Flow

...

       1.      Travel expense results are transferred with program RPRPAY00 in Travel Management.

The relevant trip data is copied to the logical system of Payroll. The program can be started manually by an employee or directly by the travel expense program.

       2.      After the payroll program is started, the travel expense results are read locally in the logical system of Payroll.

Result

The additional amounts for trips have been calculated for taxation via payroll. The travel expenses are paid via payroll if the wage types for travel expenses have been set accordingly.

Posting of Travel Expenses with Payment via HR Payroll

Scenario 1: Direct Posting of Travel Expenses via HR Payroll

If you do not require posting of trip expenses per employee or trip in your company, the travel expenses wage types can be posted with the payroll results to Financial Accounting.

Beginning with Release 4.0 the settlement results can be prepared for posting to Financial Accounting in the HR system by starting the program RPCIPE00. This creates a document in HR. This document can then (possibly as an IDoc) be transferred to Financial Accounting.

However, with this procedure, the personnel number and the trip number are not transferred with the posting document. Thus the line items can not be assigned to individual employees or trips.                 

This scenario can only be used if the only information required to calculate the tax is the input tax code. This means that this scenario cannot be used in the USA or Canada, for example.                                   

Scenario 2: Indirect Posting of Trip Expenses via Own Clearing Account

If travel expenses in your company are to be posted to expense accounts for individual employees and trips, this is the only method you can use.

Beginning with Release 4.0, the travel expense results can be prepared for posting to Financial Accounting in the HR system by starting the program RPCIPE00. This creates a document in HR. This document can then (possibly as an IDoc) be transferred to Financial Accounting.

The travel expenses are then first posted by HR to a clearing account in Financial Accounting. This clearing account must not allow an input tax code or account assignment entry but must expect a personnel number.                                          

In table T52EK (symbolic accounts HR) code the wage types to a symbolic account with the account assignment type 'Q' (balance sheet account with personnel number). You make the assignment between the symbolic wage type and the wage type in the HR table T52EL.                                 

You have to have coded the assignment of wage type to symbolic account  and the conversion of symbolic account to expense account in Customizing so that the travel expenses wage types supply the travel expense accounts and, as the offsetting entry, the clearing account that has already been posted to from HR Payroll (the number of the clearing account is in transaction HRP).

In the Travel Expenses system start the program RPRFIN00 (release < 4.5; batch input) or RPRFIN00_40 (release >= 4.5; Posting Run). This clears the clearing account and the travel expenses accounts can be posted to by individual employee or trip.       

 

Posting via a Clearing Account