Country Version for Slovakia

The Travel Expenses application component of SAP Travel Management has been adapted to conform to the statutory and business requirements for private business in Slovakia. A new trip provision variant, 31, is available for Slovakia; the following Slovakia specific functions are available in 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 = Fuel Consumption × Fuel Price).
You can use the Travel Privileges (0017) infotype to maintain various fuel consumptions. When you edit trip information using Travel Expense Manager, and specify a consumption type on Trip Segment tab page, the system reads the corresponding fuel consumption value from the infotype.

The employee needs to provide receipts 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 to use the 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) .

Note Note

You must maintain all the amounts in the currency EUR4.

End of the note.

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 editing trip information, you select 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 need to activate the function in Customizing activity Travel Expenses Control (Expert View) by selecting value 1 to Meal Settlement checkbox No. 25.
To define the per diem for pocket money in specific trip country, you must define them in Customizing for Travel Expenses under Trip Reimbursement Amounts Reimbursement Amounts for Pocket Money Define Pocket Money Per Diems (PMPD) .
Alternatively, you can use the Generate Pocket Money Per Diem Based on Meals Per Diem (CZ/SK) report to generate the per diem for pocket money from existing settings for meal per diem.

Note
The report result will overwrite the existing entries that have been made in the Define Pocket Money Per Diem (PMPD) Customizing activity.

End of the note.

Reimbursement for Meals Per Diem

Domestic Trips

If multiple short trips take place in less than two days and each trip lasts less than five hours, you can combine them together in one trip entry in Travel Expenses Manager. You separate trips by inserting trip breaks in between.

By doing so, the system calculates reimbursement for meals per diem according to the total trip hours from all segments.

Note Note

For the domestic trips, you must maintain the amounts of meal per diem in the currency EUR4.

End of the note.

International Trips

The system separately calculates the reimbursement for domestic and foreign parts of a trip. On the Travel Expenses Report, the reimbursement amounts are displayed separately with different trip countries.
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 a trip is comprised of traveling to 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 in that particular day, and 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 corresponding amount from the granted per diem. In Slovakia, the deduction amount is jointly determined by the following parameters:

Trip country
Meal types, including breakfast, lunch or dinner
Timing of free meals.
This parameter is only used in 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 the 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 setting in Define Per Diems for Meals/Hours.

Determine the deduction by type of meals as shown in the following tables:

Meal Per Diem Deduction for Trips

Type of Free Meal	Deduction
Breakfast	25% of the meal per diem for trip lasting 24 hours
Lunch	40% of the meal per diem for trip lasting 24 hours
Dinner	35% of the meal per diem for trip lasting 24 hours

This deduction rule applies to both domestic trips and international trips. In addition, when processing international trips, the system decides using domestic or foreign rates to calculate the meal reimbursement by checking which trip segment the pre-defined time of a meal falls. You can change meal time to reflect the real trip situation.

Note Note

You must maintain all the amounts in the currency EUR4.

End of the note.

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

Now you 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 you enter in the Additional Trip Information section.

Recommendation

Enter the city first, then name of 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 calculate the final reimbursement amount. When you maintain trip data, if you select the Round checkbox in the PD/FR Reimbursement section, the system uses pre-defined rounding rules to calculate the reimbursement amount according to currency. The rounded amount is displayed on the Travel Expense Report, and posted to financial accounting.

Prerequisites

You have assigned the rounding rules to 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 new expense type Rounded Receipt in Customizing for Travel Expenses, under Master Data Travel Expense Types Create Travel Expense Types for Individual Receipts .

Note Note

You must maintain the relevant amounts in the currency EUR4 for calculating the following per diems:

Mileage
- Per diems for miles
- Per diems for fuel consumption
Deductions for meals per diem

The system calculates the total amount in EUR4 first and then rounds it to two decimal places. If you define Slovakia-specific rounding rules for EUR4, the system applies these rules. Otherwise, the system applies arithmetic rounding.

End of the note.

Reference Date for Currency Exchange

This function is available only for trips that require a currency conversion.

To complete a reimbursement for a trip, if currency conversion is involved, the system needs to determine a reference date. The currency exchange rate on that date is used to convert the currency during financial accounting.

The system determines the reference date according to the following rules:

If the employee received an advance payment, the reference date varies for different reimbursements as follows:
- For meal per diems and pocket money, reference date is the first day of the calendar month in which the trip starts.
- For other reimbursements, the reference date is what you enter in the Date field of PD/FR Reimbursement section.
If the employee did not receive any advance payment, the reference date for all reimbursements is the date on which the foreign part of the trip ends.