Functional System Requirement(Sample)- Travel Management

SAP-TM is an integrated function under Financial accounting module. The main

modules involved are as follows:
 Financial Accounting
 Personnel Management
 HR
 Personnel Administration

Travel Personnel Acounting

Management Management Company codes
Travel Request Employee profile and areas
Travel Privileges Payment options
Trip creation and Roles trip settlements
editing bank details trip payments
P e rs o n n e l A re a

User level:
There will be three user levels in the system

Administrator/H
R

Approver

User

Travel Management:
Generally employees in an organization travel to different countries or places
depending on their business requirements. The Travel Management
functionality in SAP allows users with smooth flow up of requesting for a travel,
going for a travel and then getting paid by company for the travel in simple steps.

1. Requesting for travel:

Existing process:
 Users have to send a request to HR or travel department
 Then the travel department after checking with HR will procure
tickets
 Employee then goes for travel.
New Process:
 Employee who are entitled to travel will be given privileges in the
system.
 Employees can directly book tickets with the associated vendors
and plan their travel.
 Employee goes for travel once the tickets are procured or
sometimes approved with a simple workflow and advance
payment.
2. Travelling:
Existing process:
 Users go to travel with their pocket money or sometimes cash or
money transferred to bank account.
New process:
 Employees directly given corporate credit card and expenses can
be directly incurred from the card.
3. Raising a Request for Reimbursement:
Existing Process:
 Employee has to manually submit the expenses to the travel
department.
 After verification of physical receipts and manually approved by
manager or admin, it is sent for settlement.
New Process:
 Employee creates a trip directly in the system and the workflow
directly triggers to manager and once approved on the go will be
sent for payment.

Personnel Management:
Existing Process:
 The sole discretion of travel is under the HR and manually checked
whether an employee is eligible for travel or not.

New Process:
 Integrated system to HR. All privileges are given on the go and
payments including bank details are auto interfaced.

Accounting:
Existing process:
 Once the approved documents are received in Finance department,
then the expenses are reimbursed one by one to the employee.
New Process:
 Already employees’ are setup as Vendors in the system and
corporate card expenses are settled and paid directly to the card
vendor.
 Payments are done and cleared via F110 automatically and
electronically.

Reporting:

Existing Process:
 Each and every travel is physically entered in the system and then an
excel is made to know how many trips are made and money is spent.
New Process:
 All employees under one company code can be reported by standard
reports including the total amount paid by company, no of trips and
breakup of the trips in one go.