PA STATE SYSTEM OF HIGHER EDUCATION Shared Administrative System TM Travel Management Process for Advances
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- Lionel Clarke
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1 A travel advance may be issued (if university policy allows it) prior to a trip for expenses that are anticipated to be incurred during the time of travel. Advances entered into the SAP Travel Management module will serve an informational purpose only. Advance processing will be handled manually, outside of SAP Travel Management. General Processing Steps: 1. Create Travel Request (with Advance) a. Submit Travel Request to workflow (i.e. Save & Send for Approval) b. Approval via workflow c. Post trip to Financial Accounting (automated process) i. This is a zero posting but it changes the Processing Status of the Request to transferred to FI 2. Create invoice in Accounts Payable via FB60 to pay the Advance a. Debit Advance; Credit - Vendor b. Since AP is the last step in workflow, they will know from the item details and/or form that an advance is being requested. i. Exact procedures to be determined by each university 3. Issue Payment for Advance via F Create Travel Expense Report for Travel Request created in Step 1 (upon return from trip) a. Submit Travel Expense to workflow (i.e. Save & Send for Approval) b. Approval via workflow c. Post trip to Financial Accounting (automated process) 5. Create credit memo in Accounts Payable via FB65 to adjust for the Advance a. Debit Vendor; Credit - Advance b. Since AP is the last step in workflow, they will know from the item details and/or form that an advance was issued for the trip. i. Exact procedures to be determined by each university 6. Issue Payment for Trip via F110 a. Amount will be the net of the Travel Expense Report less the Advance 7. Clear the advance account (automated process) File:I:\Finance\Travel Management\Training\TM -.docx Page 1 of 10 Revised: 05/2014
2 EXAMPLE Employee creates a Travel Request including an Advance for $100. File:I:\Finance\Travel Management\Training\TM -.docx Page 2 of 10 Revised: 05/2014
3 Trip Details per Travel Request form. PA STATE SYSTEM OF HIGHER EDUCATION File:I:\Finance\Travel Management\Training\TM -.docx Page 3 of 10 Revised: 05/2014
4 When the Request is Saved and Sent for Approval, the commitment in Funds Management is statistical. When the Request is Approved, the commitment in Funds Management becomes real. File:I:\Finance\Travel Management\Training\TM -.docx Page 4 of 10 Revised: 05/2014
5 Accounts Payable creates an invoice via FB60 to pay the Advance Is it recommended that the Trip Number be entered in the Reference field to faciliatate clearing of the Advance account (128410). Next, payment is issued for the above via F110. File:I:\Finance\Travel Management\Training\TM -.docx Page 5 of 10 Revised: 05/2014
6 Upon completion of trip, create the Expense Report for the Travel Request. Trip Details per Travel Expense Report form. File:I:\Finance\Travel Management\Training\TM -.docx Page 6 of 10 Revised: 05/2014
7 When the Expense Report is Saved and Sent for Approval, the commitment in Funds Management remains real and is adjusted to the actual cost of the trip. When the Expense Report is Approved, the commitment in Funds Management remains the same as above. When the Expense Report is Posted to FI, the commitment is liquidated and replaced with an actual. File:I:\Finance\Travel Management\Training\TM -.docx Page 7 of 10 Revised: 05/2014
8 Here is the entry that was posted to FI. ** Note: The payable to the traveler has not been adjusted for the Advance. This is because the Advance recorded in SAP Travel Management is for informational purposes only. In order to adjust for the Advance and reimburse the traveler the appropriate amount, a credit memo must be entered via FB65. Accounts Payable creates a credit memo via FB65 to adjust for the Advance Is it recommended that the Trip Number be entered in the Reference field to faciliatate clearing of the Advance account (128410). File:I:\Finance\Travel Management\Training\TM -.docx Page 8 of 10 Revised: 05/2014
9 Next, payment is issued for the above via F110. The below items in the Travel Advance account can now be cleared. File:I:\Finance\Travel Management\Training\TM -.docx Page 9 of 10 Revised: 05/2014
10 Accounting entries for the above steps: PA STATE SYSTEM OF HIGHER EDUCATION File:I:\Finance\Travel Management\Training\TM -.docx Page 10 of 10 Revised: 05/2014
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