Standard

Operating
Procedure
on Travel
1

Management
Module

The tour dairy is to be approved by concern authority after

performing the journey by an employee on monthly basis. TA claim is to
be claimed by an employee after approval of the tour dairy. TA claims
along with approved tour diary is to be sent to accounts wing for processing
of the TA claim as per legacy system same procedure is being mapped with
2

SAP-ERP system through ESS Portal with certain modifications. The

employee can apply tour dairy and TA bill through ESS portal at a time.
Further dearness allowance will be calculated by the system as per existing
TA Rules and further it can also provide print out of Tour Dairy and TA bill.
This is integration process of verifying the tour dairy and TA claim along
with the payment.

TOUR DIARY CREATION BY AN EMPLOYEE:

Employee in the APGENCO/TSGENCO who are having ESS (Employee Self
Service) portal should apply their TA Bill Claim through ESS only. The
following procedure is being applied for procedure for applying Tour Diary
and TA bill through ESS is as follows. For example if an Asst. Engineer (AE)
performing the tour from KTPP plant to HYDERABAD the creation of Tour
Diary is as follows. After performing the tour by an employee has to first
create tour diary through ESS portal.
Employee has to first open internet browser and copy the under given URL
address for entry into ESS portal.
Step1:
The URL for Production Server: http://ess.apgenco.gov.in:/irj/portal

Step:2

Step:3

step:4

1. Click on
General Data

8. Select
review

4. Select HYD from drop box

5.enter destination
6. Select
relevant field
from the drop
box

7. Enter additional
certificates if any

STEP:05

Step6:

Step: 7

TA BILL Creation
Step: 08

Step:09

Step:10

Enter travel fare only. No need to enter DA amount in TA bill system will
be calculated automatically as per the TA rules.
step:11

Step:12

Step:13

Step:14

To verify the status of the tour diary: The following procedure is to be

followed for verifying the status of tour diary.
STEP: 15 In Employee Self-Service select travel work centre

10

Step:16

APPROVAL PROCESS OF TOUR DIARY:

Step:17
Controlling officer (here ADE) has to log on to ESS Portal same as
above.
2. Select refresh
button

1. Select
Tasks &
Notifiation
s

3. Select the relevant tour diary

document number

11

Step:18

1. Reasons may be recorded

2. Forwarded or Reject
the tour diary

The same steps to be followed by all Officer upto final approval authroty
(SE/CE as the case may be).
After final approval the screen will be displayed to the concerned
employee like this in all my travel requests in ESS portal
Step:19

Request Approved

12

Whatever the procedure is followed for approval of tour diary, the same
procedure to be followed for approval of TA bill by the immediate concerned
controlling officer only in ESS Portal.
ACCOUNTS DEPARTMENT APPROVAL PROCESS (Integration of HR
module with FI
After approval of Tour Dairy and Travel Expenses request by the immediate
controlling officer, the same along with Tour Diary will be forwarded to the
Accounts Department usually PRS(Pay Rolls) sections. The procedure for
scrutiny and approval at PRS Sections is as follows.
Step20: The JAO of PRS section is opened his inbox in R/3 System.

Click on sap business work

place

Step:21

1.Click on
work flow

2.click on
work item

13

Step:22

Forward, reject or keep

work item

If the JAO wants to rectify anything he can make changes in the T code
TRIP. If he enters TRIP Tcode the following screen appears
Step:23

Enter the
employee number

14

Step:24

Click on
change
travel
expense
report

Step:25

2. click
on save

1. Click on the any relevant

item and make changes

Message displayed .Your trip was saved in status 'Trip Completed' 'To Be
Settled'

15

For making approval the same steps will be followed by the AAO/AO. After
final approval the JAO of the PRA Section will see the report of approved
TA bills list by the T code PRAP. The following report will be displayed.
Step:26

Step:27

16

Step:28

Step:29

17

Settlement:
Based on the above list concerned AAO/AO will settle trip through T code
PR05
Step:30

1. Enter employee ID
and press enter

Step:31

2. click on
settle

1.Select
the trip

18

Step:32

Click on
this

Simulation:
After settlement AAO/AO will make simulation run. Tcode is PRFI. The
following screen will be displayed.
Step:33

Click on
this
1.Enter
payroll area

2.Enter single or
Multiple numbers
Tick in
the box

19

Step:34

Posting to Accounts: This is the final step by the PRS section. Tcode is PRRW

Step:35

1. Enter the run numbers in

the previous step
2.click
on this

20

Step:36

2.click on this

1.Select
it

Step:37

21

REPORT
After FI posting JAO/PRS will down load the passed travel bills report using
Tcode: Z_HR_TRAVEL_DL same will be forwarded to cash section for
applying LOC and make the payment to employees.
Step:38

Tick the
box

3. Enter
payroll area

2. Enter 1000

Step:39

THE END
22