SAP Travel OnDemand Travel and Expense Management

1. SAP Travel OnDemandTravel and Expense Management Close Introduction Business Scenario Explorer Introduction • The Scenario Explorer provides you with comprehensive information about the various aspects of a scenario. Use the navigation pane to learn more about the following: • Scenario and Processes (details about the scenario, processes, and process steps – click here) • Business Areas (details about where in the system you perform specific tasks – click here) • Business Value(details about the major benefits of using the SAP Business ByDesign solution for the scenario - click here) • Scenario Flow(graphic depicting the entire scenario flow – click here) • The Scenario Explorer is highly interactive – you are able to focus on the topics you are most interested in, navigate to related documents (such as process demos), or display mouse-over information for specific elements. Basic Design Scenario Graphic Navigation Pane Content Area • Interactive Design • Use the navigation pane to select major topics • Click chevrons for process details • Click area icons to focus on specific areas • Use the Info buttons for more information Handling Service Requests i

2. Travel and Expense Management Scenario Overview Click process chevrons for details Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Scenario Explorer Scenario Description Open Legend As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Travel OnDemand provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Travel OnDemand is integrated with SAP ERP. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Travel OnDemand is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Travel OnDemand contains reimbursement rates for all countries, and can be adapted to fit your company’s individual expense policy. Scenario/Processes Business Areas Business Value The following business roles are involved in this scenario: Accounts Payable Accountant Traveler Auditor Approver Travel Assistant

3. Travel and Expense Management Scenario Overview Click process chevrons for details Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Scenario Explorer Scenario Description Open Legend Legend Close Legend As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Travel OnDemand provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Travel OnDemand is integrated with SAP ERP. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Travel OnDemand is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Travel OnDemand contains reimbursement rates for all countries, and can be adapted to fit your company’s individual expense policy. Process mainly driven by the user Process mainly driven by the system Manual process not supported by the system Process that communicates with third-party software (mouse-over for details) Process with relevance to Financials Related scenario Info button with more information Scenario/Processes Business Areas Business Value The following business roles are involved in this scenario: <Role Name> <Role Name> <Role Name> i Accounts Payable Accountant Traveler Auditor Approver Travel Assistant

4. Travel and Expense Management Process Details: Working With Trip Requests Click process chevrons for details X Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Create a trip request Review a trip request Send a decision by e-mail i i i Scenario Explorer Process Description Further Information The traveler submits a trip request in SAP Travel OnDemand, either for their own expenses or on behalf of another traveler. The approver reviews the trip request, and approves or declines it. The traveler is then notified by e-mail of their decision. Performed by Traveler Scenario/Processes Travel Assistant Business Areas Business Value Approver In the Work Centers Travel and Expenses Approvals

5. Travel and Expense Management Process Details: Booking Travel Services Online Click process chevrons for details X Booking Travel Services Online Working With Trip Requests Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Create a travel itinerary online Synchronize data with SAP Travel OnDemand Review a travel itinerary i i i Scenario Explorer Process Description Further Information The traveler books a trip online using one of our integrated online booking tools. Since SAP Travel OnDemand is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool. Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Travel OnDemand, where it will be immediately available in the form of a travel itinerary. This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip. You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor. Performed by Traveler Scenario/Processes Approver Business Areas Business Value In the Work Centers Travel and Expenses Approvals

6. Travel and Expense Management Process Details: Adding Expense Receipts During Trip Click process chevrons for details Adding Expense Receipts During Trip X Working With Trip Requests Booking Travel Services Online Managing Expenses Processing Payables and Payments Add an expense receipt using a mobile device i Click here to display process variants Scenario Explorer Process Description Further Information • During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. • Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Travel OnDemand. • E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Performed by Traveler Scenario/Processes Business Areas Business Value E-MailMobile Devices

7. Travel and Expense Management Process Details: Adding Expense Receipts During Trip Click process chevrons for details Adding Expense Receipts During Trip X Working With Trip Requests Booking Travel Services Online Managing Expenses Processing Payables and Payments Add an expense receipt using a mobile device i Click here to hide process variants Add an expense receipt using e-mail i Scenario Explorer Process Description Further Information • During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. • Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Travel OnDemand. • E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Performed by Traveler Scenario/Processes Business Areas Business Value Mobile Devices E-Mail

8. Travel and Expense Management Process Details: Managing Expenses Click process chevrons for details X Managing Expenses Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Processing Payables and Payments Create an expense report Submit an expense report for approval Review an expense report Post an expense report to SAP ERP i i i i Scenario Explorer Process Description Further Information • The traveler submits their own expenses, or on behalf of another traveler. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their travel request or travel itinerary which has been entered automatically in their expense report. • The "Managing Expenses" process variant allows expenses to then be reimbursed to the traveler automatically. You can easily adapt this process to fit your individual company travel policy. Performed by Traveler/Travel Assistant Scenario/Processes Approver Business Areas Auditor Business Value Accounts Payable Accountant In the Work Centers Travel and Expenses Approvals Postings

9. Travel and Expense Management Process Details: Processing Payments (SAP ERP) Click process chevrons for details X Processing Payments (SAP ERP) Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Reimburse expenses using SAP ERP i Scenario Explorer Process Description Further Information The payment run in SAP ERP Financial Accounting (FI) or SAP ERP HCM takes place. Payment is then sent to the traveler by bank transfer and/or check. Performed by Accounts Payable Accountant Scenario/Processes Business Areas Business Value SAP ERP

10. Travel and Expense Management Business Areas Click area pictograms for details Working With TripRequests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Scenario Explorer Business Areas Business Area Description Nearly every business process involves the flow of cash, both within your company and between your company and its external business partners and customers. With SAP Travel OnDemand, you have full control over the financial aspect of each and every step of your business processes. You can set up your own expense and reimbursement policies, monitor your employee's expenses, and reimburse all approved expenses quickly and easily. Cash Flow Management Scenario/Processes Business Areas Travel and Expense Management Business Area Description SAP Travel OnDemand is integrated with the leading online booking tools. You can configure these tools to fit your individual company's travel policy, which helps you to ensure compliance with travel policies in regards to costs and preferred vendor rules. This will enable your company to economize on your travel expenditure, and speed up the booking process. Business Value

11. Travel and Expense Management Business Value Claim Review Approve Settle Create expense report Review expense report Sign off expense report Post to general ledger Reimburse expenses Forward tax information to HR Scenario Explorer Overview Key Benefits • Allow the business traveler to conveniently manage travel anytime, anywhere • Provides integrated travel planning, booking, and approvals of business trips based on travel policies and guidelines • Enables the traveler to find the most convenient travel options available, within corporate and regulatory policies • Streamlines the submission, approval and reimbursement of travel expenses through the web and mobile devices • Increases compliance with travel policies and visibility into travel behavior • Enables the deployment of a travel solution quickly without the need for extensive training to reduce IT and training spend • Integrates with SAP ERP FI and SAP ERP HCM to leverage financial processes for faster expense reimbursement Travel smartly and spend money wisely, by managing your trips anytime, anywhere, and using a consumer-grade experience that allows you to focus on getting business done instead of on administrative processes. Save time by submitting travel expenses effortlessly, and get reimbursed quickly through faster reconciliation and integration with SAP ERP. Meet your business goals and remain compliant by staying within corporate travel policies, and gaining visibility into travel trends and costs. Scenario/Processes Business Areas Business Value