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SAP Travel and Expense Management Business Blueprint

SAP Travel and Expense Management Business Blueprint


SIGN OFF
Prepared By
Name
Date
Ngee Koon Khoo
05/01/07

Checked By
Name
Date

Deepak Bhatter

05/12/07

Version

Date

1.0

05/01/07

Initial draft

1.5

05/12/07

For review and approval

1.5

05/19/07

Added company code 1010 VLSI

Name

Approved By
Date

VERSION CONTROL
Description

Pg 1 of 73

SAP Travel and Expense Management Business Blueprint

Table of Contents
1. INTRODUCTION.............................................................................................................................................................................................................................. 2
2. ENTERPRISE STRUCTURE............................................................................................................................................................................................................ 2
2.1. Operating Concern..................................................................................................................................................................................................................... 2
2.2. Controlling Area.......................................................................................................................................................................................................................... 2
2.3. Chart of Accounts....................................................................................................................................................................................................................... 2
2.4. Company Codes......................................................................................................................................................................................................................... 2
2.5. Cost Centre Hierarchy................................................................................................................................................................................................................ 2
2.6. Personnel Area and Subarea...................................................................................................................................................................................................... 2
2.7. Summary.................................................................................................................................................................................................................................... 2
3. MASTER DATA................................................................................................................................................................................................................................. 2
3.1 General Ledger........................................................................................................................................................................................................................... 2
3.2 G/L Account................................................................................................................................................................................................................................ 2
3.3 G/L Account Group..................................................................................................................................................................................................................... 2
3.4 Accounts Payable....................................................................................................................................................................................................................... 2
3.5 Vendor Account Group................................................................................................................................................................................................................ 2
3.6 Reconciliation Account................................................................................................................................................................................................................ 2
3.7 Cost Centre Accounting.............................................................................................................................................................................................................. 2
3.8 Primary Cost Elements............................................................................................................................................................................................................... 2
3.9 Secondary Cost Elements.......................................................................................................................................................................................................... 2
3.10 Cost Element Group................................................................................................................................................................................................................... 2
3.11 Cost Centre Category................................................................................................................................................................................................................. 2
3.12 Cost Centre Group..................................................................................................................................................................................................................... 2
4. SAP CONFIGURATIONS.................................................................................................................................................................................................................. 2
4.1. Financial Accounting and Controlling.......................................................................................................................................................................................... 2
4.1.1. General Ledger.................................................................................................................................................................................................................... 2
4.1.2. Fiscal Year Variant................................................................................................................................................................................................................ 2
4.1.3. Posting Periods.................................................................................................................................................................................................................... 2
4.1.4. Field Status Variant.............................................................................................................................................................................................................. 2
4.1.5. Document Types.................................................................................................................................................................................................................. 2
4.1.6. Posting Keys........................................................................................................................................................................................................................ 2
4.1.7. Exchange Rate Type............................................................................................................................................................................................................ 2
4.1.8. Taxation................................................................................................................................................................................................................................ 2
4.1.9. Accounts Payable................................................................................................................................................................................................................ 2
4.1.10. Payment Terms.................................................................................................................................................................................................................... 2
4.1.11. Payment Methods................................................................................................................................................................................................................ 2
4.1.12. Automatic Payment Run....................................................................................................................................................................................................... 2
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SAP Travel and Expense Management Business Blueprint


4.1.13. Payment Block..................................................................................................................................................................................................................... 2
4.1.14. Cost Centre Accounting....................................................................................................................................................................................................... 2
4.1.15. Automatic Account Assignment............................................................................................................................................................................................ 2
4.2. Travel Management.................................................................................................................................................................................................................... 2
4.2.1. Trip Number Ranges............................................................................................................................................................................................................ 2
4.2.2. Trip Provision Variants......................................................................................................................................................................................................... 2
4.2.3. Trip Schema......................................................................................................................................................................................................................... 2
4.2.4. Activity Types....................................................................................................................................................................................................................... 2
4.2.5. Expense Types..................................................................................................................................................................................................................... 2
4.2.6. Field Status Control.............................................................................................................................................................................................................. 2
4.2.7. Expense Types Attributes..................................................................................................................................................................................................... 2
4.2.8. Permissibility........................................................................................................................................................................................................................ 2
4.2.9. Exchange Rates................................................................................................................................................................................................................... 2
4.2.10. Expense Type to Wage Type Assignment............................................................................................................................................................................ 2
4.2.11. Wage Type to Symbolic Account Assignment....................................................................................................................................................................... 2
4.2.12. Symbolic Account to Expense G/L Account Assignment...................................................................................................................................................... 2
4.2.13. Posting Runs Number Range............................................................................................................................................................................................... 2
4.2.14. Trip Transfer Document Number Range.............................................................................................................................................................................. 2
4.3. Human Resources...................................................................................................................................................................................................................... 2
4.3.1. PDR SAP HR Interface..................................................................................................................................................................................................... 2
4.3.2. Personnel Number Ranage.................................................................................................................................................................................................. 2
4.3.3. Personnel Actions................................................................................................................................................................................................................ 2
4.3.4. Actions (Infotype 0000)........................................................................................................................................................................................................ 2
4.3.5. Organizational Assignment (Infotype 0001).......................................................................................................................................................................... 2
4.3.6. Personal Data (Infotype 0002)............................................................................................................................................................................................. 2
4.3.7. Address (Infotype 0006)....................................................................................................................................................................................................... 2
4.3.8. Bank Details (Infotype 0009)................................................................................................................................................................................................ 2
4.3.9. Travel Privileges (Infotype 0017).......................................................................................................................................................................................... 2
4.3.10. Corporate Functions (Infotype 0034).................................................................................................................................................................................... 2
4.3.11. Communications (Infotype 0105)......................................................................................................................................................................................... 2
5. BUSINESS PROCESSES................................................................................................................................................................................................................. 2
5.1. Employee Create/Update........................................................................................................................................................................................................... 2
5.2. Pre-Approval............................................................................................................................................................................................................................... 2
5.3. Expense Entry............................................................................................................................................................................................................................ 2
5.4. Expense Approval....................................................................................................................................................................................................................... 2
5.5. Expense Settlement................................................................................................................................................................................................................... 2
5.6. Expense Reimbursement........................................................................................................................................................................................................... 2
6. DEVELOPMENT............................................................................................................................................................................................................................... 2
6.1. Forms......................................................................................................................................................................................................................................... 2
6.2. Reports....................................................................................................................................................................................................................................... 2
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SAP Travel and Expense Management Business Blueprint


6.3. Interfaces.................................................................................................................................................................................................................................... 2
6.4. Conversions................................................................................................................................................................................................................................ 2
6.5. Enhancements............................................................................................................................................................................................................................ 2

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SAP Travel and Expense Management Business Blueprint

1. INTRODUCTION
This Business Blueprint describes the To-Be scope and design for KLA-Tencor Travel and Expense application on SAP.

2. ENTERPRISE STRUCTURE
This section details the SAP organizational setup necessary for travel and expense management.

2.1. Operating Concern


An operating concern is a representation of an organizational unit for which the sales market is structured in a uniform manner. It is the valuation level
for Profitability Analysis. When data is transferred to Profitability Analysis, the system derives the appropriate operating concern from the controlling
area. One operating concern may have one or multiple controlling areas.
The operating concern for KLA-Tencor will be defined as follows:
Operating Concern
WWOC

Description
KT WW Operating Concern

Currency
USD

2.2. Controlling Area


Controlling area is the highest organizational unit in SAP, which represents a closed system used for cost accounting purposes. A controlling area may
contain one or more company codes, which can operate in different currencies, if required. The company codes within a controlling area will use the
same chart of account and same fiscal year variant.
All company codes in KLA-Tencor will use one controlling area WWOC as defined below.
Controlling Area
WWOC

Description
KT WW Controlling Area

Currency
USD

2.3. Chart of Accounts


One global chart of accounts WWCA will be setup for all KLA-Tencor company codes.
Chart of Accounts

Description

WWCA

KT WW Operating Chart of Accounts

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SAP Travel and Expense Management Business Blueprint

2.4. Company Codes


Company code is the smallest organizational unit for which complete, independent accounting can be carried out and fulfils the legal requirement for
accounting
The following company codes are relevant for T&E processing and will be defined in SAP T&E system.
Company Code

Company Name

Company Code Currency

1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3080
3090
3110
3130
3160
4010
4020
4040

KLA-Tencor Corp US
VLSI Standards Inc. USA
KDC (KLA-Tencor APAC)
K-T Technology Inc. USA
K-T LTD United Kingdom
K-T LTD Netherlands
K-T LTD Ireland
K-T G.M.B.H. Germany
K-T SARL France
K-T Italy S.R.L.
K-T LTD Japan
K-T Inc Korea
K-T International Taiwan
DYS Taiwan
K-T Trd Co Ltd Shanghai
KLA-Tencor (Thailand)
KLA-Tencor (Malaysia)
K-T India
K-T China R&D
KLA-Tencor (Singapore)
K-T Corp Israel
K-T Israel Service
K-T Integrated Metrology

USD
USD
USD
USD
GBP
EUR
EUR
EUR
EUR
EUR
JPY
KRW
TWD
TWD
CNY
THB
MYR
INR
CNY
SGD
ILS
ILS
ILS

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SAP Travel and Expense Management Business Blueprint

2.5. Cost Centre Hierarchy


Cost center hierarchy represents the cost center grouping based on the organizational structure and budget responsibility. Following is the high-level
cost center hierarchy at KLA Tencor. For further details at the cost center level, go to t. code OKENN and refer to cost center hierarchy STD-CORP.
Hierarchy

Cost Center
Group

Description

STD-000001

MIKE KIRK

Cost Center
Group

Description

STD-000005
STD-000517
STD-000763
STD-000764
STD-000009

0IG
DENNIS FORTINO
CPG SOFTWARE
LITHO
CTO SYSTEMS

STD-000056
STD-000004
STD-000055
STD-000007

CORP-ENG-SOFTWARE
CUSTOMER GROUP
RAPID
SERGIO EDELSTEIN

STD-000735
STD-000767
STD-000768
STD-000726
STD-000654
STD-000596

ADE INTEGRATION
THERMAWAVE
ADE JAPAN (JAL)
CRP-KT LABS
CRP-PROFIT SHARING
CRP-HISTORICAL UNASSIGNED
REGION-HISTORICAL
UNASSIGNED
CORP MANUFACTURING
CORP ADMIN
CORP-ISR-OTHER
CORP-ISR-SERVICE-CO.(CIL)
CORP IT

STD-CORP

STD-000002

STD-000003

RICK WALLACE

JOHN KISPERT

STD-000601
STD-000496
STD-000011
STD-000464
STD-000477
STD-000013
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SAP Travel and Expense Management Business Blueprint


Hierarchy

Cost Center
Group

STD-000006

STD-000008

Description

Cost Center
Group
STD-000014
STD-000017
STD-000015
STD-000049
STD-000678
STD-000679
STD-000677
STD-000590
STD-000493

Description

STD-000765
STD-000516

CORP HR
CORP LEARNING CENTER
CORP FINANCE
DIAMOND
CORP ELIM
KTT
AQUEST
CANDELA
GSS-KTC
GSS-PROCESS MGMT
SOLUTION (PROMISE)
GSS

STD-000760
STD-000044
STD-000045
STD-000046
STD-000047
STD-000048
STD-000050
STD-000589
STD-000588
STD-000508

MEG-ENG
WATCHER
PAD
OMD
OCD
CDSEM
COMET
EBR/Ranger
CoE
PSG-GROUP

STD-000010
STD-000018
80044
80252
80266

CORP MKTG
CORP MOLECULAR IMPRINT
CRP-8-MGT-PROJECT
CRP-8-JDP
CRP-8-MGT-NEW BUSINESS

STD-000118

PROCESS EQUIPMENT GROUP

AVI COHEN

GARY BULTMAN

STD-000602

JOE LAIA

STD-000705

DENNIS RALSTON
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SAP Travel and Expense Management Business Blueprint


Hierarchy

Cost Center
Group

Description

STD-000734

JORGE TITINGER

Cost Center
Group
40095
40099
80364
STD-000703
STD-000512

Description
CRP-4-OTHER-OCRD-1
CRP-4-SW-GLOBAL
CRP-Admin-Global Business
Process
CORP-KT-INDIA-US
CORP-KT-INDIA-India

2.6. Personnel Area and Subarea


The personnel area and subarea are used to define the administrative setup of employee records in SAP HR and can also used for
security/authorization and reporting functions.
The personnel areas and subareas for KLA-Tencor will be defined as follows:
Company
Code
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3130
3080

Personnel
Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3130
3080

Personnel Area description


KLA-Tencor Corp US
VLSI Standards Inc. USA
KDC (KLA-Tencor APAC)
K-T Technology Inc. USA
K-T LTD United Kingdom
K-T LTD Netherlands
K-T LTD Ireland
K-T G.M.B.H. Germany
K-T SARL France
K-T Italy S.R.L.
K-T LTD Japan
K-T Inc Korea
K-T International Taiwan
DYS Taiwan
K-T Trd Co Ltd Shanghai
K-T China R&D
KLA-Tencor (Thailand)

Personnel
Subarea
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3130
3080
Pg 9 of 73

Personnel Subarea description


San Jose
San Jose
San Jose
San Jose
Wokingham
Nijmengen
Dublin
Munich
Meylan
Milan
Yokohama
Seoul
Hsin-Chu
Taipei
Shanghai
Shanghai
Bangkok

SAP Travel and Expense Management Business Blueprint


Company
Code
3090
3110
3160
4010
4020
4040

Personnel
Area
3090
3110
3160
4010
4020
4040

Personnel Area description


KLA-Tencor (Malaysia)
K-T India
KLA-Tencor (Singapore)
K-T CORP ISRAEL
K-T ISRAEL SERVICE
K-T INTEGRATED METROLOGY

Personnel
Subarea
3090
3110
3160
4010
4020
4040

Pg 10 of 73

Personnel Subarea description


Kuala Lumpur
Chennai
Singapore
Migdal Haemek
Migdal Haemek
Migdal Haemek

SAP Travel and Expense Management Business Blueprint

2.7. Summary
The following summarizes the Enterprise Structure for KLA-Tencor in SAP T&E system.

HR Enterprise Structure

Finance Enterprise Structure

Operating Concern
WWOC

Controlling Area
WWCO

Chart of Account
WWCA

Company
Code

3010
KT
Japan

3030
KT
Korea

3040
KT
Taiwan

3050
DYS
Taiwan

3060
KT
China

3130
KT China
R&D

3080
KT
Thailand

3090
KT
Malaysia

3110
KT
India

3160
KT
Singapore

4010
KT Corp
Israel

4020
KT Israel
Service

4040
KT Israel
Metrology

Country
Grouping

22
Japan

41
Korea

42
Taiwan

42
Taiwan

28
China

28
China

26
Thailand

14
Malaysia

40
India

25
Singapore

IL
Israel

IL
Israel

IL
Israel

Personnel
Area

3010

3030

3040

3050

3060

3130

3080

3090

3110

3160

4010

4020

4040

Personnel
Sub Area

3010

3030

3040

3050

3060

3130

3080

3090

3110

3160

4010

4020

4040

Employee
Group

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Employee
Sub Group

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

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SAP Travel and Expense Management Business Blueprint

HR Enterprise Structure

Finance Enterprise Structure

Operating Concern
WWOC

Controlling Area
WWCO

Chart of Account
WWCA

Company
Code

1000
KT Corp

1010
VLSI

1020
KDC

1030
KT Tech
USA

2010
KT UK

2030
KT
Netherlands

2040
KT Ireland

2050
KT Germany

2060
KT France

2070
KT Italy

Country
Grouping

10
USA

10
USA

10
USA

10
USA

08
GB

05
NL

11
IE

01
DE

06
FR

15
IT

Personnel
Area

1000

1010

1020

1030

2010

2030

2040

2050

2060

2070

Personnel
Sub Area

1000

1010

1020

1030

2010

2030

2040

2050

2060

2070

Employee
Group

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Z
Employee

Employee
Sub Group

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

Z1
Employee

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SAP Travel and Expense Management Business Blueprint

3. MASTER DATA
3.1 General Ledger
General ledger in SAP serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts.
Actual individual transactions can be checked at any time in realtime processing by displaying the original documents, line items, and transaction
figures at various levels such as:

Account information

Journals

Totals/transaction figures

Balance sheet/profit and loss evaluations

3.2 G/L Account


G/L account master records contain the data that is always needed by the general ledger to determine the account's function. The G/L account master
records control the posting of accounting transactions to G/L accounts and the processing of the posting data. Before you can make postings to a G/L
account, you have to create a master record in the system for the account. Following GL accounts are relevant for KLA Tencor expense function.

GL Account
600520
615027
621000
622000
625000
640100
640101
641000
641001
641002
642000
642100
642201
643000

Short Text
Misc Expense
Staff Presents
Employee Activities
Employee Training Se
Relocation Charge
Domestic Travel Exp
Travel-Overseas
Meals/EntertainmentMeeting Expense
Meals/EntertainmentMeals-Overtime
Meals-Travel
Meals-Intl
Lodging

GL Account Long Text


Miscellaneous Expenses
Staff Presents
Employee Activities
Employee Training Seminars
Relocation Charge
Domestic Travel Expense
Travel-Overseas
Meals/Entertainment-External
Meeting Expense
Meals/Entertainment-Internal
Meals-Overtime
Meals-Travel
Meals-Intl
Lodging
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SAP Travel and Expense Management Business Blueprint


GL Account
644000
645000
646000
660100
660300
664000
690200
691500
691501
691505
691510
693000

Short Text
Auto-Rental
Air Fare
Auto Allowance
Dept Supplies & Mat
Computer Supplies
Small Tools & Non-Ca
Postage Expense
Telephone ExpDomest
Telephone-Overseas
Comm-Cell Phone
Remote Access Exp
License, Dues, & Sub
Advance - Travel

GL Account Long Text


Auto-Rental
Air Fare
Auto Allowance
Dept Supplies & Materials
Computer Supplies
Small Tools & Non-Capital Equipment
Postage Expense
Telephone Exp-Domestic
Telephone-Overseas
Communications-Cell Phone
Remote Access Expense
License, Dues, & Sub

3.3 G/L Account Group


Account group is hierarchal grouping of accounts to facilitate reporting, allocations and planning. At KLA Tencor
EXP02-1700 i.e. TRAVEL AND ENTERTAINMENT account group is maintained in relation to travel expense. Account groups are only valid in Profit
Center Accounting.

3.4 Accounts Payable


Accounts payable function at KLA-Tencor records and administers account data for all vendors. Payables are paid with the payment program. The
payment program supports all standard payment methods (such as checks and transfers) in printed form as well as in electronic form. Postings made
in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved.

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SAP Travel and Expense Management Business Blueprint

3.5 Vendor Account Group


Account group helps to combine vendor masters with specific characteristics. When creating a vendor account, an account group must be specified.
With vendor account group, following are determined.

The interval for the account numbers

Whether the number is assigned internally by the system or externally by the user (type of number assignment)

Whether it is a one-time account

Which fields are ready for input or must be filled when creating and changing master records (field status)

At KLA-Tencor, all the vendor masters will be using external number range and the vendor account group to be used for employee vendor is ZEM.
Following are the field status groups for vendor account group.
Field Status
ZEM
General Data
- Address

Field Description
Employee

Suppress

Name 1
Form of address
Search term
Name 2
Name 3, name 4
Postal code, city
Street
Location
Region
PO Box
P.O. box postal code
P.O. Box city
Search term B
c/o name
Street 2
Street 3
Street 5
Pg 15 of 73

Req. Entry

Opt. Entry

Display

SAP Travel and Expense Management Business Blueprint


Buildings
Floor
Room number
Company postal code
Comments
Time zone
Delivery district
Street 4
Regional structure groupin
Alternative place of resid
P.O. box without number
PO box country
PO Box Region
Undeliverable Street
Undeliverable Postbox
- Communication
Telex, fax, tel.
Teletex
Telebox
Data line
Language
Standard comm.type
Internet address
Internet mail address
Mobile Telephone
- Control
Customer
Corporate group
Tax code 1
Sales equalization tax
International location number
Fiscal address
Industry
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SAP Travel and Expense Management Business Blueprint


VAT registration number
Train station
Existing quality assur.systems
Tax office responsible
Authorization
Trading partner
Reference account group (OTA)
Tax jurisdiction code
Tax code 2
Taxes on sales/purchases
Natural person
Person subject to withhold.tax
Carrier details
Transport statistics
Credit information
Transportation zone
Ext. manufacturer
Business place
Tax type
Social insurance
Tax number 3
Tax number 4
Tax split
Reduced tax base
Tax categories
Reserved for IS Automotiv
Reserved for IS Automotiv
Proof of delivery
- Payment
Transactions
Bank details
Alternative payee account
Alternative payee in document
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SAP Travel and Expense Management Business Blueprint


DME details
POR subscriber number
Company Code
Data
- Account
management

Reconciliation account
Cash management group
Previous account number
Sort key
Head office
Authorization
Preference indicator
Minority indicator
Withholding tax code (1)
Wthld.tax exempt., wthld.ta
Interest calculation
Withh.tax cat.,exemp.reason
Withholding Tax Country
Personnel number
Release Group
Gross income tax

X
X

- Payment
Transactions
Terms of payment
Double invoice validation
Payment block
Payment methods
Alternative payee account
Clearing with customer
Bill of exchange limit
Cashed checks duration
Invoice verification tol.group
Tolerance group
Pg 18 of 73

SAP Travel and Expense Management Business Blueprint


House bank
Payment advice via EDI
Single pmnt, grp key, PM supl.
Credit memo terms of payment
Alternative payee in document
-Correspondence
Acctng clerk's commu
Dunning data
Local processing
Account at vendor
Accounting clerks
Users at vendor
Account memo
Bank Statement
- Withholding tax
data, w/h tax 2
Withholding tax code,w/h tax 2
W/holding tax exemp.,w/h tax 2
W/hold.tax country, w/h tax 2
W/holding tax cat., w/h tax 2
W/holding tax reg. number (2)
Withholding tax category
Purchasing Data

Not applicable

Pg 19 of 73

SAP Travel and Expense Management Business Blueprint

3.6 Reconciliation Account


The reconciliation account in G/L accounting is the account which is updated parallel to the subledger account for normal postings (for example, vendor
invoice or employee vendor payment). For special postings (for example, advance payment), this account is replaced by another account (for example,
advance payment to the vendor' instead of 'payables').
At KLA-Tencor, following reconciliation accounts are used
Sr. No.
1
2

Account
150405
221600

Description
Advance - Employee
A/P - Employees

3.7 Cost Centre Accounting


Cost center accounting is used for controlling purposes within the organization. By assigning the cost to the cost centres lets organization determine
the costs incurred within the organizations.
At KLA-Tencor, CCA helps to record and plan costs by area of responsibility.

3.8 Primary Cost Elements


Primary cost element is a vehicle which carries the cost from GL to the controlling for internal accounting purposes. Following are primary cost elments
related to Employee travel and expenses at KLA-Tencor. These are originated from P&L accounts.
Primary Cost
Elements

Primary Cost Element Text


600520
615027
621000
622000
625000
640100
640101
641000
641001
641002
642000

Miscellaneous Expenses
Staff Presents
Employee Activities
Employee Training Seminars
Relocation Charge
Domestic Travel Expense
Travel-Overseas
Meals/Entertainment-External
Meeting Expense
Meals/Entertainment-Internal
Meals-Overtime
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SAP Travel and Expense Management Business Blueprint


Primary Cost
Elements

Primary Cost Element Text


642100
642201
643000
644000
645000
646000
660100
660300
664000
690200
691500
691501
691505
691510
693000

Meals-Travel
Meals-Intl
Lodging
Auto-Rental
Air Fare
Auto Allowance
Dept Supplies & Materials
Computer Supplies
Small Tools & Non-Capital Equipment
Postage Expense
Telephone Exp-Domestic
Telephone-Overseas
Communications-Cell Phone
Remote Access Expense
License, Dues, & Sub

3.9 Secondary Cost Elements


A cost element that is used to allocate costs for internal activities.
Secondary cost elements do not correspond to any G/L account in Financial Accounting. They are used only in Controlling and consequently cannot be
defined in FI as an account. At KLA-Tencor following secondary cost elements are used in relation to T&E.
To be updated.

3.10

Cost Element Group


An organizational entity that combines cost elements of the same type.
Cost element groups can serve various purposes. For example, they can be used to create reports or to process several cost elements in one business
transaction
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SAP Travel and Expense Management Business Blueprint

3.11

Cost Centre Category


It is an attribute which determines the type of cost center. It also helps to map functional area for operating expenses reporting in P&L. At KLA-Tencor,
following cost center categories are used.
Cost
center
Category

Cost Center Category Description


1
3
4
5
6
7
8
9
A
B
C
D
E
F
G
H
I

3.12

Division Install
Apps
R&D
Manufacturing
Marketing
Sales
Admin
Service
RPM
Division Srvc. Other
CG Admin
HQ Overhead (Indir)
HQ Direct
Field Overhead (Adm)
Field Variable (CSE)
Logistics OH (Admn)
Logistics Variable

Cost Centre Group


A hierarchical group of cost centers defined and organized according to organizational structure and criteria. In order to capture all the associated cost
center groups, please refer to Cost center group STD-CORP in t. code KSH3. Also refer to cost center hierarchy.

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SAP Travel and Expense Management Business Blueprint

4. SAP CONFIGURATIONS
4.1. Financial Accounting and Controlling
4.1.1.

General Ledger

4.1.2.

Fiscal Year Variant

4.1.3.

Posting Periods

4.1.4.

Field Status Variant

4.1.5.

Document Types

4.1.6.

Posting Keys

4.1.7.

Exchange Rate Type

4.1.8.

Taxation

4.1.9.

Accounts Payable

4.1.10. Payment Terms


4.1.11. Payment Methods
4.1.12. Automatic Payment Run
4.1.13. Payment Block
4.1.14. Cost Centre Accounting
4.1.15. Automatic Account Assignment

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SAP Travel and Expense Management Business Blueprint

4.2. Travel Management


Travel Management supports all processes involved in handling business trips. It enables users to request approval for travel, create travel expense
reports, and transfer expense data to other functional areas. This section details the design and configuration for Travel Management.
4.2.1.

Trip Number Ranges


Every trip entered is stored in SAP under a Trip Number. We will be using internal number assignment, where SAP automatically assign Trip
Number upon saving. The following Trip Number ranges will be defined for KLA-Tencor company code and personnel area.
For KLA-Tencor, the company code has one-to-one relationship to personnel area.
Company Code
1000 - KLA-Tencor Corp US
1010 - VLSI Standards Inc. USA
1020 - KDC (KLA-Tencor APAC)
1030 - K-T Technology Inc. USA
2010 - KT LTD United Kingdom
2030 - K-T LTD Netherlands
2040 - K-T LTD Ireland
2050 - K-T G.M.B.H. Germany
2060 - K-T SARL France
2070 - K-T Italy S.R.L.
3010 - KT Japan
3030 - KT Korea
3040 - KT Taiwan
3050 - DYS Taiwan
3060 - KT China
3080 - KT Thailand
3090 - KT Malaysia
3110 - KT India
3130 - KT China R&D
3160 - KT Singapore
4010 - KT Corp Israel
4020 - KT Israel Service
4030 - KT Israel Int. Metrology

Personnel Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3080
3090
3110
3130
3160
4010
4020
4030

No Range
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
Pg 24 of 73

Range Type
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal

From
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001

To
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999

Numbers Allowed
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999

SAP Travel and Expense Management Business Blueprint

4.2.2.

Trip Provision Variants


A Trip Provision Variant is a classification of trip provisions according to area of validity (such as public sector, private enterprise) or trip expenses
accounting method (for example, US receipt accounting, US high-low accounting, US M&IE accounting). Trip provisions are the rules for
determining the reimbursement of trip expenses.
The trip provisions are defined for each individual trip provision variant. Depending on different factors (such as trip type, trip activity type, trip area,
reimbursement groups), they determine the per diem, maximum and flat amounts.
KLA-Tencor company codes will be assigned to standard SAP Country Grouping and Trip Provision Variant based on their countries.
Trip Provision Variant
01
05
06
08
15
10
14
22
25
26
28
40
41
42
IL

4.2.3.

Description
German accounting
Dutch accounting
French accounting
British accounting
Italian accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting
Israel accounting

Country Grouping
01 Germany
05 Netherland
06 France
08 GB
15 Italiy
10 US
14 MY
22 JP
26 SG
26 TH
28 CN
40 IN
41 KR
42 TW
IL Israel

Company Code
2050
2030
2060
2010
2070
1000, 1010, 1020, 1030
3090
3010
3160
3080
3060, 3130
3110
3030
3040, 3050
4010, 4020, 4030

Trip Schema
Trip Schema defines the field control and dialogs in travel request and travel expense entry. Via trip schemas, we can simplify travel expenses entry
for the users. For each trip schema, there are a certain fields made accessible and certain fields suppressed or filled with default values.
For KLA-Tencor, two Trip Schemas will be defined for each country: (1) Normal Trip and (2) Trip Request
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SAP Travel and Expense Management Business Blueprint


Trip Prov. Variant
01
05
06
08
15
10
14
22
25
26
28
40
41
42
IL

Description
German accounting
Dutch accounting
French accounting
British accounting
Italian accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting
Israel accounting

Trip Schema
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request

In Trip Schema 01 Normal Trip, the following controls will be activated and applied across all country groupings.
Field
Several-day trip
Overlapping trip
Additional destinations
Advances
Activity type
Additional information

Status
Active
Active
Active
Active
Active
Active

Description
Employee will be allowed to create trips with duration of more than one day.
Employee will be allowed to create trips where travel dates overlap.
Employee will be allowed to create trips with multiple destinations or stopovers.
Employee will be allowed to enter trip advances
Employee will be able to specify the type of trip when creating an expense report.
Comment field will be activated

For ER, there are some overall customizations done on the expense entry page and there are some country specific customizations.
For overall customization, we have:
1. Entertainment related expense type once entertainment related expense type is selected, users will need to key in the name, title, and
company of the participants.

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SAP Travel and Expense Management Business Blueprint

For region specific:


1. India wanted to indicate the different rate of the mileage for different method of conveyance.

Pg 27 of 73

SAP Travel and Expense Management Business Blueprint

2. Japan wanted trip type to indicate whether the trip is permitted to claim mileage. Trips which are less that 100KM is not allowed to claim mileage.
And Japan is not using the perdiem at the header level.

3. Korea wanted to show the payment method of the receipts and also the credit card information. They also need the entertainment related
expense type to show the department details of the participants.
For corporate card, information is stored in an encrypted table and retrieved from the HR master data. Credit card details have to be manually
maintained for all employees. Business registration number is needed when the credit card is chosen and the currency is KRW.

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SAP Travel and Expense Management Business Blueprint

In Trip Schema 02 Trip Request, the following controls will be activated and applied across all country groupings.
Field
Additional destinations
Advances

Status
Active
Active

Description
Employee will be allowed to create a trip request with multiple destinations.
Employee will be allowed to enter trip advances
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SAP Travel and Expense Management Business Blueprint


Activity type
Additional information

Active
Active

Employee will be able to specify the type of trip when creating a trip request.
Comment field will be activated

In Trip Schema 02 Trip Request, customizations have been done to breakdown the estimated cost and to store the details in a customized table.

4.2.4.

Activity Types
Trips can be classified according to their activity types (e.g. seminar, training, customer visit, etc.).
For trip schema 01 Normal Trip, the following activity types will be defined.

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SAP Travel and Expense Management Business Blueprint


Trip Schema
01 Normal Trip
01 Normal Trip
01 Normal Trip
01 Normal Trip

Key
S
T
M
V

Activity Type
Sales
Training
Meeting
Service

For trip Schema 02 Trip Request, the following activity type will be defined. These activity types will influence the pre-approval workflow
(If urgent trip, auto approval. If normal trip or training related, normal workflow requiring approval from direct manager).
Trip Schema
02 Trip Request
02 Trip Request
02 Trip Request
02 Trip Request

4.2.5.

Key
U
N
T
Z

Activity Type
Urgent Trip
Normal Trip
Training
Non-Travel

Expense Types
Expense types are category of expenses potentially incurred by the employees. Expenses are recorded in the expense report via expense types.
Expense types can be grouped into the following:
(1) Receipts actual incurred, claim by the amount stipulated on the receipt or invoice, e.g. hotel bills, meal expense, gasoline.
(2) Flat rate claim by fixed amount as stipulated by T&E policy, normally based on travel duration or distance, e.g. meals per diem,
accommodation per diem, mileage.
For KLA-Tencor, the following Expense Types will be defined and assigned to the Trip Provision Variants defined in section 4.2.2.
Expense Type
Z001
Z002
Z003
Z004
Z005
Z006

Expense Type Description


Airfare - Company Paid
Airfare - Employee Paid
Auto Repair/Maintenance
Car Rental - Employee Paid
Car Rental - Company Paid
Cash Advance - US Bank
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SAP Travel and Expense Management Business Blueprint


Z007
Z008
Z009
Z010
Z011
Z012
Z013
Z014
Z015
Z016
Z017
Z018
Z019
Z020
Z021
Z022
Z023
Z024
Z025
Z026
Z027
Z028
Z029
Z030
Z031
Z032
Z033
Z034
Z035
Z036
Z037
Z038
Z039

Cash Advance Fee


Cell Phone
Computer Supplies/Peripherals
Department Supplies & Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
Licenses, Dues, Subscription
Lodging/Hotel
Hotel Room Charge Company Paid
Hotel Room Charge Employee Paid
Lodging per diem
Meals - International Travel
Meals - Domestic Travel
Meals - Per Diem - International
Meals - Per Diem - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous
Other Trans (Taxi, Train)
Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
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SAP Travel and Expense Management Business Blueprint


Z040
Z041
Z042
Z043
Z044
Z045
Z046
Z047
Z048
Z049
Z050
Z051

Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Telephone (Hotel)
Trade Shows
Medical

The following expense types will need to be itemized:


Expense Type
Expense Type Description
Z020
Lodging/Hotel
* Please indicate if other expense types need to be itemized
The following expense types will have employee paid and company paid options:
Expense Type
Z001
Z002
Z004
Z005
Z021
Z022
4.2.6.

Expense Type Description


Airfare Employee Paid
Airfare Company Paid
Car Rental Employee Paid
Car Rental Company Paid
Hotel Room Charge Employee Paid
Hotel Room Charge Company Paid

Field Status Control


Field status control defines the data input requirement of each expense type. We can define if a particular field is required, optional or defaulted with
values. Refer to document KT TE Expense Type Field Status.xls in T&E sharepoint for field status control of the expense types.

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SAP Travel and Expense Management Business Blueprint


4.2.7.

Expense Types Attributes


This section describes the attribute of each expense type. An expense type can be classified into one of the following:

Receipt amount based on actual incurred, no limit


Receipt with maximum rate amount based on actual incurred but up to a maximum limit
Flat Rate fixed amount based on T&E policy

The attributes of KT expense types are defined as follow:


Expense Type

Expense Type Description

Z001
Z002
Z003
Z004
Z005
Z006
Z007
Z008
Z009
Z010
Z011
Z012
Z013
Z014
Z015
Z016
Z017
Z018
Z019
Z020
Z021
Z022
Z023
Z024

Airfare - Company Paid


Airfare - Employee Paid
Auto Repair/Maintenance
Car Rental - Employee Paid
Car Rental - Company Paid
Cash Advance - US Bank
Cash Advance Fee
Cell Phone
Computer Supplies/Peripherals
Department Supplies & Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
Licenses, Dues, Subscription
Lodging/Hotel
Hotel Room Charge Company Paid
Hotel Room Charge Employee Paid
Lodging per diem
Meals - International Travel

Receipt,
no limit
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X

Receipt with
max limit

Flat Rate

X
X
X
X
X
X
X
X
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SAP Travel and Expense Management Business Blueprint


Z025
Z026
Z027
Z028
Z029
Z030
Z031
Z032
Z033
Z034
Z035
Z036
Z037
Z038
Z039
Z040
Z041
Z042
Z043
Z044
Z045
Z046
Z047
Z048
Z049
Z050
Z051

4.2.8.

Meals - Domestic Travel


Meals - Per Diem - International
Meals - Per Diem - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous
Other Trans (Taxi, Train)
Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Telephone (Hotel)
Trade Shows
Medical

X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X

Permissibility
In KLA-Tencor, employees have to be on the Approved User List in order to claim some types of expenses (e.g. cell phones, home broadband). This
can be setup in SAP T&E system via permissibility, whereby employees are assigned to different groupings and where each group is entitled to
claim different types of expenses. The following employee groupings will be defined for KLA-Tencor:

Pg 35 of 73

SAP Travel and Expense Management Business Blueprint


Employee Group
1
2
3
9

Description
Common Expense Types + Cell + Broadband/Internet
Common Expense Types + Broadband/Internet, no Cell
Common Expense Types + Cell, no Broadband/Internet
Common Expense Types

Employees in group 1 are entitled to claim the common expense types plus cellphone and broadband/internet
Employees in group 2 are entitled to claim the common expense types plus broadband/internet but not cellphone
Employees in group 3 are entitled to claim the common expense types plus cellphone but not broadband/internet
Employees in group 9 are the general population, they are not entitled to claim cellphone or broadband/internet
Employee feed from PDR will default to group 9. Upon management approval, Finance will have to update this field in the employee HR record to
either group 1, 2 or 3.
4.2.9.

Exchange Rates
This section describes the setting for exchange rates for expense entry.
For KLA-Tencor, standard SAP setting will be adopted, i.e. to default exchange rate type Z.
Trip Prov. Variant
IL
10
14
22
25
26
28
40
41
42

Description
Israel accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting

Proposed Value
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z

4.2.10. Expense Type to Wage Type Assignment


This section describes the assingment of Expense Types to Wage Types. This assignment is required for subsequent assignment to G/L accounts.
For KLA-Tencor, there will be one-to-one relationship between the Expense Type and Wage Type. The assignments are as follow:

Pg 36 of 73

SAP Travel and Expense Management Business Blueprint


Expense Type
Z001
Z002
Z003
Z004
Z005
Z006
Z007
Z008
Z009
Z010
Z011
Z012
Z013
Z014
Z015
Z016
Z017
Z018
Z019
Z020
Z021
Z022
Z023
Z024
Z025
Z026
Z027
Z028
Z029
Z030
Z031
Z032

Expense Type Description


Airfare - Company Paid
Airfare - Employee Paid
Auto Repair/Maintenance
Car Rental - Employee Paid
Car Rental - Company Paid
Cash Advance - US Bank
Cash Advance Fee
Cell Phone
Computer Supplies/Peripherals
Department Supplies & Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
Licenses, Dues, Subscription
Lodging/Hotel
Hotel Room Charge Company Paid
Hotel Room Charge Employee Paid
Lodging per diem
Meals - International Travel
Meals - Domestic Travel
Meals - Per Diem - International
Meals - Per Diem - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous

Wage Type
7001
7001
7003
7004
7004
7006
7007
7008
7009
7010
7011
7012
7013
7014
7015
7016
7017
7018
7019
7020
7020
7020
7020
7024
7025
7024
7025
7028
7029
7030
7031
7032
Pg 37 of 73

Expense Type Description


Airfare
Airfare
Auto Repair/Maintenance
Car Rental
Car Rental
Cash Advance - US Bank
Cash Advance Fee
Cell Phone
Comp Supp/Peripherals
Dept Supplies & Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
License, Dues, Subscription
Lodging/Hotel
Lodging/Hotel
Lodging/Hotel
Lodging/Hotel
Meals - International
Meals - Domestic
Meals - International
Meals - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous

SAP Travel and Expense Management Business Blueprint


Z033
Z034
Z035
Z036
Z037
Z038
Z039
Z040
Z041
Z042
Z043
Z044
Z045
Z046
Z047
Z048
Z049
Z050
Z051

Other Transportation (Taxi, Train)


Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Rmt Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Telephone (Hotel)
Trade Shows
Medical

7033
7034
7035
7036
7037
7038
7039
7040
7041
7042
7043
7044
7045
7046
7047
7048
7048
7050
7051

Other Trans (Taxi, Train)


Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Telephone/Fax
Trade Shows
Medical

4.2.11. Wage Type to Symbolic Account Assignment


This section describes the mapping of Wage Type to Symbolic Accounts.
For KLA-TENCOR, the Wage Type to Symbolic Account assignments are as follow:
Wage Type
7001
7003
7004
7006
7007
7008

Expense Type Description


Airfare
Auto Repair/Maintenance
Car Rental
Cash Advance US Bank
Cash Advance Fee
Cell Phone

Symbolic Account
101
103
104
106
107
108
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SAP Travel and Expense Management Business Blueprint


7009
7010
7011
7012
7013
7014
7015
7016
7017
7018
7019
7020
7024
7025
7028
7029
7030
7031
7032
7033
7034
7035
7036
7037
7038
7039
7040
7041
7042
7043
7044
7045
7046

Comp Supp/Peripherals
Dept Supplies&Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
License, Dues, Subscription
Lodging/Hotel
Meals - International
Meals - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous
Other Transportation (Taxi, Train)
Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital

109
110
111
112
113
114
115
116
117
118
119
120
124
125
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
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SAP Travel and Expense Management Business Blueprint


7047
7048
7050
7051
MJ90
MJ95

Spousal/Family Travel
Telephone/Fax
Trade Shows
Medical
Advance
Cash Adv.

147
148
150
151
190
195

4.2.12. Symbolic Account to Expense G/L Account Assignment


This section describes the assignment of Symbolic Accounts to G/L Accounts.
For KLA-TENCOR, the Symbolic Account to G/L Accounts assignments are as follow:
Wage Type
7001
7003
7004
7006
7007
7008
7009
7010
7011
7012
7013
7014
7015
7016
7017
7018
7019
7020
7024
7025
7028

Expense Type Description


Airfare
Auto Repair/Maintenance
Car Rental
Cash Advance US Bank
Cash Advance Fee
Cell Phone
Comp Supp/Peripherals
Dept Supplies&Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
License, Dues, Subscription
Lodging/Hotel
Meals - International
Meals - Domestic
Meals & Entertainment Clients

Symbolic Account
101
103
104
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
124
125
128
Pg 40 of 73

G/L Account
645000
646001
644000
?
600520
691505
660300
660100
621000
615027
622000
622300
600520
640100
691505
640100
693000
643000
642201
642100
641000

SAP Travel and Expense Management Business Blueprint


7029
7030
7031
7032
7033
7034
7035
7036
7037
7038
7039
7040
7041
7042
7043
7044
7045
7046
7047
7048
7050
7051
MJ90
MJ95

Meals & Entertainment KT EE's


Meeting Expense
Mileage - Personal car
Miscellaneous
Other Trans (Taxi, Train)
Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Trade Shows
Medical
Advance
Cash Adv.

129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
150
151
190
195

641002
641001
640100
600520
640100
642000
660500
640100
640101
690200
662000
694400
651000
663000
624000
691510
651003
664000
613000
691500
650100
?
150600
150600/150601?

4.2.13. Posting Runs Number Range


For KLA-Tencor, the following Posting Runs number range will be defined for run type TR (Travel)
Run Type
TR

Description
Posting Travel Expense

No. Range
01

Range Type
Internal

Pg 41 of 73

From
0000000001

To
9999999999

Numbers Allowed
9999999999

SAP Travel and Expense Management Business Blueprint


4.2.14. Trip Transfer Document Number Range
For KLA-Tencor, the following Trip Transfer Document number range will be defined:
Doc Type
TRV

Description
Posting Docs

No. Range
01

Range Type
Internal

From
0000000001

To
9999999999

Numbers Allowed
9999999999

4.2.15. Security Roles Setup Rules

All users should also be provided with PORTAL access which is generic role assigned by basis and not part of this spreadsheet.

For users who have access to SAP backend (e.g Finance for processing of expenses or Management who would run Travel Management
Reports) they should be not assigned generic roles (i.e. Z:FI_XX_EMP_00) but country specific/derived roles.

As Z:FI_XX_EMP_00 is automatically assigned to a user upon creation of the employee record; this role must be manually removed, and
derived role assigned (e.g. Z:FI_TW_EMP_00 for Taiwan users )

4.2.16. Security Design


For KLA-Tencor, the following security design to satisfy requirements such as no edition after submission and no deletion of TR after ER is created:
TASK/ROLE

Transaction Code

Description

Authorization
Object

Org Levels

Values

F_TRAVL

Authorization Level
(AUTHC)
Personnel Number Check
(AUTHP)
Company Code
Cost Center
Personnel Area
Employee Group
Employee SubGrp

T&E Entry - Portal


(Employee)
My Trips and Expenses
Create Travel Request
Create Expense Report
Universal Worklist

Pg 42 of 73

E, O
*
*
*
*
*

SAP Travel and Expense Management Business Blueprint


P_TRAVL

P_ORGIN

Operations and "Old Status"


(AUTHF)

D10, R*, W, W10, W21,


W22, W24, W30

Personnel Number Check


(AUTHP)
"New Status" (AUTHS)
Company Code
Cost Center
Personnel Area
Employee Group
Employee SubGrp

E, O

Authorization Level
(AUTHC)
Infotypes
Personnel Area
Employee Group
Employee SubGrp

10, 11, 30, 31


*
*
*
*
*

*
*
*
*

T&E Entry - Portal


(Region Admin)
Done by portal admin

Same as
above

Same as above

Same as above

Done by portal admin

Same as
above

Same as above

Same as above

Trip Advances

P_TRAVL

Operation and "Old Status"


Personnel Number Check
New Status When Saving
Trip

*
E, O
*

Switch Personnel Number


T&E Entry - Portal
(BPA) - VIEW Access
only
My Trips and Expenses
Create Travel Request
Create Expense Report
Switch Personnel Number

Universal Worklist
Travel Advance
PR03

Pg 43 of 73

SAP Travel and Expense Management Business Blueprint


Company Code

Cost Center
Personnel Area
Employee Group
Employee Subgroup
Employee Grouping for
Travel M
Organizational Key

1000 (US), 3010


(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*
*
*

Travel Request
TRIP

Travel Manager

Same as
above

Same as above

Same as above

PR02
PR04
PR05

Travel Calendar
Travel Weekly Report
Travel Expense Manager

P_TRAVL

Operation and "Old Status"


Personnel Number Check
New Status When Saving
Trip
Company Code

*
E, O
*

Travel Expense

Cost Center
Personnel Area
Employee Group
Employee Subgroup

Pg 44 of 73

1000 (US), 3010


(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*

SAP Travel and Expense Management Business Blueprint


Employee Grouping for
Travel
Organizational Key

''

Operations and "Old Status"


(AUTHF)
Personnel Number Check
(AUTHP)
"New Status" (AUTHS)
Company Code

Expense Approval
PRAP

Expense Approval

P_TRAVL

0001

Organizational Assignment

0017

Travel Privileges

Cost Center
Personnel Area
Employee Group
Employee SubGrp
P_ORGIN

*
*
1000 (US), 3010
(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*

Authorization Level
(AUTHC)
Infotypes
Personnel Area
Employee Group
Employee SubGrp

Operations and "Old Status"


(AUTHF)
Personnel Number Check
(AUTHP)
New Status" (AUTHS)

X41

*
*
*

Expense Posting
PRAA

Creation/Update of Employee Vendors

PREC

Settlement of Trip Data

PRFI

Create Posting Run

Pg 45 of 73

P_TRAVL

E
*

SAP Travel and Expense Management Business Blueprint


PRRW

Transfer/Posting of Expenses

Company Code

FB01
FB03

Post Document
Display Document

Cost Center
Personnel Area
Employee Group
Employee SubGrp

F_TRAVL_RW

P_ORGIN

1000 (US), 3010


(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*

Activity

Display, Delete, Post,


Check, Model, Dsicard

User name
Posting run: Simulation
indica

'
' ', X

Authorization level
(AUTHC)
Infotype

M, R

Personnel Area
Employee Group
Employee Subgroup

*
*
*

Company Code

1000 (US), 3010


(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130

0000, 0001, 0006, 0009,


0017, 0034, 0105, 0185

T&E Manager Reports


S_AHR_61016401

General Trip Data/Trip Totals

Pg 46 of 73

SAP Travel and Expense Management Business Blueprint


(China - R&D)

S_AHR_61016402
S_AHR_61016403
S_AHR_61016405
S_AHR_61016406
S_AHR_61016408
S_AHR_61016411

Personnel Area
Employee Group
Employee SubGrp
Infotypes

*
*
*
*

ZTR_TREQ
ZTR_JEE

Trip Receipts
Trip Receipts Without General Data
Trip Data/Total/Receipts/Cost Assignments
Search for Trip Destination
Travel Expense Reporting by Period
Determination of Employees with
Exceeded Trip Days
Cost Assignment for Trip
Cost Assignment for Trip Without General
Data
Employee Location Report
Travel Report by Cost Center and Cost
Center Group
Travel Request Report by Activity Type
Entertainment/Meeting Expense Report

S_AHR_61016401

General Trip Data/Trip Totals

Company Code

S_AHR_61016402
S_AHR_61016403
S_AHR_61016405
S_AHR_61016406
S_AHR_61016407
S_AHR_61016408
S_AHR_61016409

Trip Receipts
Trip Receipts Without General Data
Trip Data/Total/Receipts/Cost Assignments
Search for Trip Destination
Find Documents
Travel Expense Reporting by Period
Income-Related Expense Statement

Personnel Area
Employee Group
Employee SubGrp
Infotypes

1000 (US), 3010


(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*

S_AHR_61016404
S_AHR_61018613
ZTR_TRIP
ZTR_CCNTR

T&E Finance Reports

Pg 47 of 73

SAP Travel and Expense Management Business Blueprint


S_AHR_61016410
S_AHR_61016411
S_AHR_61016404
S_AHR_61018613
PTRV_PAYMENT_HISTORY
PTRV_QUERY
PTRV_BSTAT
ZTR_TRIP
ZTR_CCNTR
ZTR_TREQ
ZTR_JEE

Input Tax Recovery


Determination of Employees with
Exceeded Trip Days
Cost Assignment for Trip
Cost Assignment for Trip Without General
Data
Travel Expenses Payment History
Travel Management Queries
Create/Maintain Trip Statistics
Employee Location Report
Travel Report by Cost Center and Cost
Center Group
Travel Request Report by Activity Type
Entertainment/Meeting Expense Report

Workflow
Administrator
Workflow builder
SWDD
PFTC_INS
PFTC_CHG
PFTC_DIS
SWIA
SWI1
SWI2_FREQ
SWU3
SWPR
OOCU_RESP

Create workflow
Change workflow
Display workflow
Process work item as administrator
Selection report for work items
Work items per task
Workflow customizing
Workflow restart after error
Workflow responsibility rule

Pg 48 of 73

SAP Travel and Expense Management Business Blueprint

4.3. Human Resources


This section details the design and configuration for the HR module in SAP T&E system. It will be setup to support T&E processing only, day-to-day HR
administration functions will continue in PeopleSoft system.
4.3.1.

PDR SAP HR Interface


KLA-Tencor is currently using PeopleSoft to administer its HR functions globally. Non-confidential employee information is subsequently fed into
PDR (People Data Repository) which in turn feeds the employee data to other downstream systems. SAP T&E will be one of the downstream
systems. It requires employee data from PDR to create SAP employee master records which are pre-requisites for T&E processing in SAP.
PDR

PeopleSoft

Hourly
PeopleSoft
Employee
Data

PDR
Employee
Data

Middleware

Realtime

VITRIA
Middleware
Extraction
Program

SAP T&E System

Realtime
RFC Z_HR_UPDATE_HRMASTER

eg. Hiring,
Leaving,
Org. reassignment

SAP HR
Mini
Master

ZTHR_EMP_MGR
Employee
Manager Mapping
Table

Step 1 Extraction of PDR Employee Records


A Vitria middleware program will be developed to extract employee information from PDR on a realtime basis and update into SAP T&E system.
Only permanent employees who are required to submit expenses via SAP T&E system will be extracted. Employee records with the following
changes will be extracted:
Employees that are newly hired into the company
Employees that have left the company
Employees that are transferred to another cost center within the same company
Employees that are transferred to another country
Pg 49 of 73

SAP Travel and Expense Management Business Blueprint

Employees with changes in last name, first name and title (if any)
Employees with changes in userid (if any)
Employees with changes in email address (if any)

Step 2 Creation of SAP Employee Records


The Vitria middleware program then triggers a remote function call (RFC) to SAP T&E system using Z_HR_UPDATE_HRMASTER. The RFC
Z_HR_UPDATE_HRMASTER performs personnel actions (e.g. hiring, leaving or org. reassignment) in SAP T&E system resulting in the creation or
update of SAP HR mini master data. The RFC will also update the employee and manager relationship into a customized table ZTHR_EMP_MGR
(Employee Manager Mapping table). This customized table will be used to determine manager and 2 nd level manager during workflow routing.
4.3.2.

Personnel Number Range


The personnel number range will be externally defined in order to follow personnel number that is generated by PeopleSoft.

4.3.3.

Personnel Actions
The Personnel Actions represent the crucial employee movement activities (or events that mark an employees career development / progression
within the company) that can happen to any one employee during his/her career lifetime with the company. Examples of personnel actions are
hiring and leaving.
Personnel actions are set up based on the following key information:
1. Action the title of the action e.g. Hiring
2. Action reason the possible reasons for an action to happen
3. Applicable screens the screens (or infotypes) that are associated with each personnel action in order to define the information that
must be updated when a particular personnel action happens.
The infotypes that are associated with each personnel action are defined as follows:
Action
Hiring

Infotype
0001
0002
0006
0017
0105
0105
0185

Description
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs

Seq. of Infotype
01
03
05
07
09
11
13
Pg 50 of 73

Remarks for Action

Subtype 1 (Permanent residence)


Subtype 0001 (System user name)
Subtype 0010 (E-mail)
Subtype S1 (Peoplesoft ID)

SAP Travel and Expense Management Business Blueprint


Action

Infotype

Description

Seq. of Infotype

Organizational
Reassignment

0001
0002
0006
0017
0105
0105
0185
0017
0105
0105
0001
0002
0006
0017
0105
0105
0185
0001
0002
0006
0017
0105
0105
0185
0017
0105
0105

Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Travel Privileges
Communication
Communication
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Travel Privileges
Communication
Communication

01
03
05
07
09
11
13
01
03
05
01
03
05
07
09
11
13
01
03
05
07
09
11
13
01
03
05

Leaving

Rehiring

International
Transfer (in)

International
Transfer (out)

The reason for action in infotype 0000 (Actions) will be set up as follows:

Pg 51 of 73

Remarks for Action

Subtype 1 (Permanent residence)


Subtype 0001 (System user name)
Subtype 0010 (E-mail)
Subtype S1 (Peoplesoft ID)
Subtype 0001 (System user name)
Subtype 0010 (E-mail)

Subtype 1 (Permanent residence)


Subtype 0001 (System user name)
Subtype 0010 (E-mail)
Subtype S1 (Peoplesoft ID)

Subtype 1 (Permanent residence)


Subtype 0001 (System user name)
Subtype 0010 (E-mail)
Subtype S1 (Peoplesoft ID)
Subtype 0001 (System user name)
Subtype 0010 (E-mail)

SAP Travel and Expense Management Business Blueprint


Action
Hiring
Organizational Reassignment
Leaving
Rehiring
International Transfer (in)
International Transfer (out)

Reason Code
31
31
31
31
31
31

Reason Description
New Position
Transfer
Leaving
Rehiring
International Transfer (in)
International Transfer (out)

4.3.4.

Actions (Infotype 0000)


This infotype stores all the important changes relating to the employees career development or progression within the company. These changes
are represented by personnel actions.

4.3.5.

Organizational Assignment (Infotype 0001)


This infotype captures details on the employees placement within the company. Among the information that are captured are the organizational
assignment date, the employees payroll area, personnel area/subarea and position.For KLA-Tencor, for the purpose of T&E processing, all
employees will be hired to a default position 99999999. The payroll area will be defined as follows:
Code
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46

Payroll Area
HR-JP: Monthly
HR-IN: Monthly
HR-CN: Monthly
HR-KR: Monthly
HR-IL: Monthly
HR-SG: Monthly
HR-MY: Monthly
HR-TH: Monthly
HR-TW: Monthly
HR-US: Monthly
HR-GB: Monthly
HR-NL: Monthly
HR-IE: Monthly
HR-DE: Monthly
HR-FR: Monthly
HR-IT: Monthly
Pg 52 of 73

SAP Travel and Expense Management Business Blueprint


4.3.6.

Personal Data (Infotype 0002)


This infotype captures basic personal data of the employee. The Last Name and First Name of the employee will be captured.

4.3.7.

Address (Infotype 0006)


This infotype stores the address of employee. It is required for the automated creation of employee vendor record based on employee HR record.
Standard SAP address type Permanent Residence will be used but to store company address instead. The company address will be auto populated
during employee feed from PDR.
Code
1

4.3.8.

Address Type
Permanent residence

Bank Details (Infotype 0009)


This infotype is used to store employees bank details, such as bank key and bank account number, for expense reimbursement via bank deposit.
It is required for the automated creation of employee vendor record. This infotype will need to be maintained manually by Finance.
The following bank details type will be defined:
Code
0

4.3.9.

Bank details type


Main Bank

Travel Privileges (Infotype 0017)


This infotype is required for T&E processing. It is used in conjunction with Permissibility as defined in section 4.2.8.
In this infotype, employees are assigned an employee group which permits them to claim certain expense types. By default, employees will be
assigned employee group 9. Upon approval by management, Finance will need to update this field with the relevant group (1, 2 or 3).
Employee Group
1
2
3
9

Description
Common Expense Types + Cell + Broadband/Internet
Common Expense Types + Broadband/Internet, no Cell
Common Expense Types + Cell, no Broadband/Internet
Common Expense Types

Pg 53 of 73

SAP Travel and Expense Management Business Blueprint


4.3.10. Corporate Functions (Infotype 0034)
This infotype will be used to indicate if an employee belongs to Top Management positions such as General Manager or President. It will be
referenced by workflow to prevent travel request or expense report from being escalated further if approvers already belong to Top Management.
This field will not be populated by the employee feed from PDR, as the general population do not belong to top management. Finance will have to
maintain this manually during go-live and update as needed.
Subtype 91 will be defined as Top Management:
Code
91

Subtype
Top Management

4.3.11. Communications (Infotype 0105)


This infotype captures employees SAP user ID and email address. This will be used by workflow to determine approvers and send email
notifications.
The subtypes will be defined as follow:
Code
0001
0002
0010

Communication Sub Type


System user name (SY-UNAME)
SAP2
E-mail

4.3.12. Personal IDs (Infotype 0185)


This infotype is used to store personal id information.
The subtype will be defined as follow:
Code
S1

Subtype
Peoplesoft ID

Pg 54 of 73

SAP Travel and Expense Management Business Blueprint

5. BUSINESS PROCESSES
This section describes key T&E business processes for KLA-Tencor. It details the activities within a particular business process, roles performing the activities
and the systems where the activities are performed.

5.1. Employee Create/Update


Employee master is the pre-requisite of SAP T&E processing. KLA-Tencor employee master will be created automatically via employee feed from PDR
1. Employee Feed from PeopleSoft / PDR
1.0
Start

1.1
HR Admin
Functions on
PeopleSoft

Hourly

People Data
Repository (PDR)

Several
times a
day

1.2

1.3
Create/Delimit
SAP User ID

Create/Update
Employee Vendor

SAP HR

SAP T&E

SAP T&E

2. Manual Update by Finance


1.6
Change in Regions
GM / Top Mgmt
Position

Update Infotype 34
(Corp. Function)

End

1.7
Start

Employee Added
to Approved User
List

Update Infotype 17
(Travel Privileges)

End

1.8
Start

Employee Provides
Bank Account
Details

Update Infotype 9
(Bank Details)

1.5

Create/Update
Employee

- Hiring
- Leaving
- Org. reassignment
- Transfer btw companies
- Update employee record

Start

1.4

End

Pg 55 of 73

ALE

Create/Update
Employee Vendor

SAP R/3

End

SAP Travel and Expense Management Business Blueprint


Activity
1.0 HR Admin
Functions on
PeopleSoft

Description
HR performs administrative HR functions on PeopleSoft

Responsibility System
HR
PSOFT

1.1 PDR

Employee data is updated from PeoplseSoft into PDR on an hourly basis

Automated

PDR

1.2 Create/Update
Employee

Employee data is updated from PDR into SAP HR several times a day.
Employee is created, terminated or updated.

Automated

SAP T&E

1.3 Create/Delimit
SAP User ID
1.4 Create/Update
Employee Vendor in
SAP T&E

Auto create SAP and Portal users and assign appropriate security roles

Automated

SAP T&E

Create or update employee vendor based on employee master

Scheduled job

SAP T&E

1.5 Create/Update
Employee Vendor in
SAP R/3

Create or update employee vendor based on step 1.4

ALE

SAP R/3

Finance

SAP T&E

1.7 Update infotype 17 Update infotype 17 (travel privileges) when an employee is added into the approved user list Finance

SAP T&E

1.6 Update infotype 34 Update infotype 34 (corporate function) when there is a change in GM or Top Management
position. This will be checked by workflow to determine if escalation is required.

1.8 Update infotype 9

Update infotype 9 (bank details) with employees bank account details

Pg 56 of 73

Finance

SAP T&E

SAP Travel and Expense Management Business Blueprint

5.2. Pre-Approval
There are 4 scenarios in pre-approval:
Normal approval traveler submits travel requests for normal trips, these requests will be subjected to managers approval
Urgent approval traveler submits travel requests for urgent trips, these requests will be auto approved by system
Non-travel approval employee submits request for non-travel related expenses such as entertainment expense.
Exempted from approval traveler does not need to submit travel requests, mainly for frequent domestic travel.
1. Normal Approval Requires Managers Approval
Traveler Submits
Travel Request

Managers
Approval

Email Notifications to
Traveler & Travel
Desk

Traveler Goes On
Trip

Traveler Returns
from Trip

Traveler Submits
Expense Report

Email Notifications
to Traveler, Travel
Desk, Manager &
Cost Centre Owner

Traveler Goes On
Trip

Traveler Returns
from Trip

Traveler Submits
Expense Report

Email Notifications
to Employee

Employee Incur
Non-Travel
Expenses

Employee Submits
Expense Report

2nd Level
Managers
Approval

2. Urgent Approval Auto Approval


Traveler Submits
Travel Request

System Auto
Approves

3. Non-Travel Approval
Employee Submits
Non-Travel
Request

Managers
Approval

2nd Level
Managers
Approval

4. Exempted from Approval

Employee Goes
On Trip

Employee Returns
from Trip

Employee Submits
Expense Report

Pg 57 of 73

SAP Travel and Expense Management Business Blueprint


The following illustrates Normal Approval workflow where managers approvals are required:
1.0
Start

Traveler
Submits
Travel Req.

1.2

1.1
Cost Centre
Override?

No

Notify
Manager via
Email

Respond
in 2 Work
Days?

Yes

Yes

Approve?

No

End

Yes

No

1.3

1.4
Parallel Approval by
Managers and Cost
Centre Owner

Notify Traveler
of Rejection

2nd Level
Approval
Required?

Escalate to 2nd
Level Manager

No

Notify Traveler,
Travel Desk of
Approval

End

Yes

Auto Reject
No

2.0
Notify 2nd Level
Manager via
Email

Respond
in 2 Work
Days?

2.1
Yes

Approve?

No

Yes

Notify Traveler
of Rejection

End

2.2
Notify Traveler,
Travel Desk of
Approval

Legend

End

Deadline Monitoring
Managers Approval

Level of Approval Check


3.0

User Decision Point

Level of Approval
1

Manager Approval

2nd Level Manager Approval

Cost Centre Approval (if override)

Notify Cost
Center Owner
via Email

3.2
Respond
in 2 work
days?

Yes

Approve?
No

No
Auto Reject

Yes

Approval
from All
Parties?
No

3.1
Notify Traveler of
Rejection

Pg 58 of 73

End

Yes

Notify Traveler,
Travel Desk of
Approval

End

SAP Travel and Expense Management Business Blueprint


The following describes the Roles within the Pre-Approval process:
Roles
Traveler
Direct Manager
Alternate Manager
2nd Level Manager
2nd Level Alternate Manager
Cost Centre Owner
Travel Desk

Description
Employee who needs to travel and raise travel request
in SAP T&E system
Travelers direct manager as defined in PeopleSoft
Manager who will approve or reject on behalf of Direct
Manager, e.g. when Direct Manager is on PTO
Manager of Direct Manager as defined in PeopleSoft
Manager who will approve or reject on behalf of 2nd
Level Manager
Owner of cost centre, based on user ID maintained in
cost centre master
Assist Travelers with travel arrangements, such as hotel
and flight booking

The following describes the Travel Request and Pre-Trip Approval process in detail:
Activity
1.0 Traveler Submits
Travel Request

Description
Traveler logins to T&E homepage to create travel request.
In the process, Traveler distinguishes between an urgent and normal trip. An urgent trip is
defined as travel to be undertaken in less than 48 hours.
Traveler enters the following information into the travel request:
Trip start date and time
Trip end date and time
Trip type (urgent vs. normal, customer visit, service call, training, etc.)
Destination and country
Reason for trip
Estimated travel cost
Cash advance if required
Override cost centre (if cost to be charged to a cost centre different from Travelers)
When Traveler submits the travel request, system determines nature of trip based on Trip
Type entered by Traveler:
If urgent trip, the travel request will be approved automatically
If normal trip, the travel request will need to be approved by relevant Managers

Pg 59 of 73

Responsibility System
Traveler
SAP T&E

SAP Travel and Expense Management Business Blueprint


Activity
1.1 Notify Direct
Manager via Email
1.2 Notify Traveler of
Rejection

Description
Responsibility System
SAP T&E
System determines Direct Manager based on the mapping table ZHRTD_001 which stores Workflow
the employee - manager relationships. The relationships are derived from PDR and updated
on a daily basis. An email will be sent to request Direct Manager to review the travel request
Workflow
SAP T&E

If Direct Manager rejects the travel request, an email will be sent to notify Traveler of
the rejection. The workflow ends here.

1.3 Notify Traveler,


Travel Desk of
Approval

1.4 Escalate to 2nd


Level Manager

If Direct Manager approves and only 1 level manager approval is required, an email
will be sent to notify Traveler and Travel Desk of the approval. The workflow ends here.

Workflow

SAP T&E

If Direct Manager did not respond within 2 working days, system escalates to 2nd Level
Manager

2nd Level Manager is Direct Managers Manager and is determined based on the
employee manager mapping table ZHRTD_001

If 2nd Level Manager approval is required (country setting or due to escalation), an


email will be sent to request 2nd Level Manager to review the travel request

If 2nd Level Manager rejects, an email will be sent to notify Traveler of the rejection.
The workflow ends here.

If 2nd Level Manager did not respond within 2 working days, system will auto reject
and send an email to Traveler to notify the rejection. The workflow ends here.

If 2nd Level Manager approves, an email will be sent to notify Traveler and Travel Desk
of the approval. The workflow ends here.

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

3.0 Notify Cost Centre


Owner via Email

SAP T&E

3.1 Notify Traveler of


Rejection

Workflow
Travelers own HR cost centre will be defaulted in Travel Request.
If Traveler overrides the cost centre, system will initiate a parallel workflow to request
approval from the Cost Centre Owner. An Outlook email will be sent to notify Cost Centre
Owner. This process execute in parallel with approval workflow for Direct Manager.

The Cost Centre Owner will be determined from cost centre master.
Workflow

If Cost Centre Owner rejects, an email will be sent to notify Traveler of the rejection.

If Cost Centre Owner did not respond within 2 working days, system will auto reject
and send an email to Traveler to notify the rejection. The worflow ends here.
Workflow

If Cost Centre Owner and Managers approve, the travel request is considered
approved, an email will be sent to notify Traveler, Travel Desk of the approval. The workflow
ends here.

SAP T&E

2.0 Notify 2nd Level


Manager via Email
2.1 Notify Traveler of
Rejection

2.2 Notify Traveler,


Travel Desk of
Approval

3.2 Notify Traveler,


Travel Desk of
Approval

SAP T&E

A customized table will be setup to maintain Level of Approvals by company code (1 level vs. 2 level approvals). Workflow will reference this table to
determine if routing to 2nd level Manager is required.
Pg 60 of 73

SAP Travel and Expense Management Business Blueprint


The following summarizes the conditions for Pre-Approval:
No.
1

Scenario
Without cost centre override

With cost centre override

Condition for Approval


1 level - Direct Manager approval only
2 level - Direct Manager and 2nd Level Manager approvals
1 level - Direct Manager and Cost Centre Owner approvals
2 level - Direct Manager, 2nd Level Manager and Cost
Centre Owner approvals

The following summarizes the email notification rules on when and to whom an email will be sent during Pre-Approval:
No.
1

Email Event
Traveler submits urgent travel
request

Traveler submits normal


travel request

Employee submits non-travel


request

Deadline expiry or
2nd level approval

Approval of travel request

Rejection of travel request

Return for correction

Email Recipients
Message Type = Approval Notification
Traveler, Direct Manager
Cost Centre Owner (if cost centre override)
Travel Desk (common T&E mailbox, one per region)
Message Type = Request for Approval
Direct Manager
Alternate Manager (if applicable)
Cost Centre Owner (if cost centre override)
Message Type = Request for Approval
Direct Manager
Alternate Manager (if applicable)
Cost Centre Owner (if cost centre override)
Message Type = Request for Approval
2nd Level Manager
Alternate 2nd Level Manager (if applicable)
Message Type = Approval Notification
Traveler
Travel Desk (common T&E mailbox), not relevant for nontravel
Message Type = Rejection Notification
Traveler
Message Type = Return Notification
Traveler

The following will not be included in the Pre-Approval workflow:


Pg 61 of 73

SAP Travel and Expense Management Business Blueprint

Signature level based on Limit of Authorization Matrix. Ad-hoc re-route will be available.

Pg 62 of 73

SAP Travel and Expense Management Business Blueprint

5.3. Expense Entry


The following illustrates the process flow for Expense Entry.
1.0
PreApproval

Login to Portal
My Trips and
Expenses

1.1

1.2

Select Approved
Trip

Record Expense
Receipts

1.4
Submit?

Yes

Save & Submit

1.5
Expense
Report
Approval

No

1.8
Exempted,
Non-Travel

1.3

Login to Portal
Create Expense
Report

1.6
Save

Print Expense
Report, Attach
Receipts and
Submit to Finance

1.7
Expense
Settlement

End

The following describes the Expense Entry process in detail:


Activity
1.0 Login to Travel
Portal
1.1 Select Approved
Trip

Description

Traveler access Travel homepage and My Trips and Expenses area.

Responsibility System
Traveler
KT Intranet

Traveler

SAP T&E

1.2 Record Expense


Receipts

Traveler

SAP T&E

Traveler selects pre-approved trip.


Traveler click on Create Expense Report to begin expense entry. There is no need to
enter General Trip Data like Trip Start Date or Trip End Date, only amend if required.

Pg 63 of 73

SAP Travel and Expense Management Business Blueprint


Activity
1.3 Save
1.4 Save & Submit

Description
Upon completion of expense entry, Traveler have the following options

Traveler click Save to create expense report without releasing it for approval

Traveler click Save & Submit to create expense report and releases it for approval.

Responsibility System
Traveler
SAP T&E

1.5 Expense Report


Approval

Workflow

SAP T&E

1.6 Print Expense


Report, Attach
Receipts and Submit
to Finance
1.7 Expense
Settlement

Traveler

SAP T&E

1.8 Create Expense


Report

Upon Save & Submit, expense approval workflow is triggered.

Traveler print out hardcopy of the expense report if required, attach paper receipts
and submit to Finance for settlement.
Finance perform audit and settlement

For trips exempted from pre-approval and non-travel expenses, Travelers click on the
link Create New Expense Report. When finished, system will generate new trip numbers.
Travelers will have to enter all required details.

Pg 64 of 73

Finance

Traveler

SAP T&E

SAP Travel and Expense Management Business Blueprint

5.4. Expense Approval


The following illustrates the process flow for Expense Report Approval.
1.2
1.0
Start

Traveler Submit
Expense
Report

1.1
Cost Centre
Override?

No

Notify
Manager via
Email

Level of Approval

Send
Reminder
Email

No

1.3

Respond
in 5 Work
Days?

Respond
in 5 Work
Days?

Yes

Yes

No

Escalate to 2nd
Level Manager

Go to 1.6

Manager Approval

2nd Level Manager Approval

GM Approval

Cost Centre Owner Approval

Yes

1.4
Manager
Approve?

Parallel Approval by
Managers and Cost
Centre Owner

No

Return to
Traveler

Yes

No

2nd Level
Approval
Required ?

No

Finance
Approve?

Start

1.5
Yes

Notify Traveler
of Approval

1.6

Yes

Notify 2nd Level


Manager via
Email

End
Also check if
expense report
> 6 months

2.1
Respond
in 3 Work
Days?

2nd Level
Manager
Approve?

Yes

No

Auto Return to
Traveler

Notify Cost
Center Owner
via Email

Yes

CCO
Approve?
No

No

Yes

Approval
from All
Parties ?

Auto Return to
Traveler

Return to
Traveler

Start

Start

No

Start

2.2

Finance
Approve?

Yes

Notify Traveler
of Approval

Respond
in 30 Work
Days?

Yes

GM +
Finance
Approve?

End

Yes
Start

Yes Notify Traveler


of Approval

End

No

3.0
Notify GM of
Exception

3.2

3.1

4.2

4.1

Expense No
Report > 6
Months ?

Managers Approval
GM Approval

4.3
Respond
in 3+2 work
days?

Return to
Traveler

Yes

2.0
4.0

No

Pg 65 of 73

No

3.3

Yes Notify Traveler


of Approval

No

Auto Return to
Traveler

Return to
Traveler

Start

Start

End

SAP Travel and Expense Management Business Blueprint


The following describes the Expense Report Approval process in detail:
Activity
1.0 Traveler Submits
Expense Report

Description
Traveler complete expense entry and click on Save & Submit. This triggers expense
approval workflow.

1.1 Notify Direct


Manager via Email

System determines Direct Manager based on the mapping table ZHRTD_001 which stores Workflow
the employee - manager relationships. The relationships are derived from PDR and updated
on a daily basis. An email will be sent to request Direct Manager to review the expense
report.

If Direct Manager did not respond within 5 working days, a reminder email will be sent Workflow
to Direct Manager (or Alternate Manager if applicable).

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow
2nd Level Manager can approve, return or reject the expense report
In case of return, the expense report is returned to Traveler for correction, Traveler will
be notified of return via email

In case of reject, Traveler will be notified of rejection via email. The workflow ends
here.
Workflow

If 2nd Level Manager approves, the workflow item will be routed to Finance for
validation and final approval.

SAP T&E

1.2 Send Reminder


Email
1.3 Escalate to 2nd
Level Manager

1.4 Return to Traveler

1.5 Notify Traveler of


Approval

1.6 Notify 2nd Level


Manager via Email
2.0 Auto Return to
Traveler
2.1 Return to Traveler

2.2 Notify Traveler of


Approval

If Direct Manager still did not respond within the following 5 working days, system
escalates to 2nd Level Manager.

2nd Level Manager is Direct Managers Manager and is determined based on the
employee manager mapping table ZHRTD_001.

Direct Manager can approve, return or reject the expense report

In case of return, the expense report is returned to Traveler for correction, Traveler will
be notified of return via email.

In case of reject, Traveler will be notified of rejection via email. The workflow ends
here.

If Direct Manager approves and only 1 level approval is required, the workflow item
will be routed to Finance for validation and final approval.

If Finance approves, then the expense report is considered approved. An email will be
sent to notify Traveler of the approval. The workflow ends here.

If Finance return to Traveler, an email will be sent to notify Traveler of the return (1.4)

If 2nd Level Manager approval is required (country setting or due to escalation), an


email will be sent to request 2nd Level Manager to review the expense report

If 2nd Level Manager did not respond within 3 working days, system will auto return to
Traveler, an email will be sent to notify Traveler of the return.

Pg 66 of 73

Responsibility System
Traveler
SAP T&E

SAP T&E

SAP T&E

SAP Travel and Expense Management Business Blueprint


Activity

3.0 Notify GM of
Exception
3.1 Auto Return to
Traveler
3.2 Notify Traveler of
Approval

Description
Responsibility System

If Finance approves, then the expense report is considered approved. An email will
be sent to notify Traveler of the approval. The workflow ends here.

If Finance return to Traveler, an email will be sent to notify Traveler of the return (2.1)
Workflow
SAP T&E

If expense report is more than 6 months old (based on trip end date), the expense
report will be routed to regions GM for approval. An email will be sent to notify GM to review
the expense report.
Workflow
SAP T&E

If GM did not respond within 30 working days, system will auto return to Traveler, an
email will be sent to notify Traveler of the return.

If GM approves, the workflow item will be routed to Finance for validation and final
approval.

If Finance approves, the expense report is considered approved. An email will be sent
to notify Traveler of the approval. The workflow ends here.
3.3 Return to Traveler
If GM returns the expense report to Traveler for correction, Traveler will be notified via
email

If GM rejects the expense report, Traveler will be notified of the rejection via email.
The workflow ends here.
4.0 Notify Cost Centre
If Traveler overrides the cost centre, system will initiate a parallel workflow to request
Owner via Email
approval from the Cost Centre Owner. An Outlook email will be sent to notify Cost Centre
Owner. This process execute in parallel with approval workflow for Direct Manager.

The Cost Centre Owner will be determined from cost centre master.
4.1 Auto Return to

If Cost Centre Owner did not respond within 5 working days, a reminder email will be
Traveler
sent to Cost Centre Owner.

If Cost Centre Owner still did not respond within the following 5 working days, system
will auto return to Traveler, an email will be sent to notify Traveler of the return.
4.2 Return to Traveler
If Cost Centre Owner returns the expense report to Traveler for correction, Traveler
will be notified via email

If Cost Centre Owner rejects the expense report, Traveler will be notified of the
rejection via email. The workflow ends here.
4.3 Notify Traveler of

If Cost Centre Owner and Managers (and GM if > 6 months old) approved, the
Approval
expense report is considered approved, an email will be sent to notify Traveler of the
approval. The workflow ends here.
The following summarizes the conditions for Pre-Approval:

Pg 67 of 73

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

Workflow

SAP T&E

SAP Travel and Expense Management Business Blueprint


No
1

Scenario
Without cost centre override

With cost centre override

Expense Report more than 6


months old

Condition for Approval


1 level - Direct Manager (and Finance) approval
2 level - Direct Manager and 2nd Level Manager (and
Finance) approvals
1 level - Direct Manager and Cost Centre Owner (and
Finance) approvals
2 level - Direct Manager, 2nd Level Manager and Cost
Centre Owner (and Finance) approvals
The above plus GM approval

The following summarizes the email notification rules on when and to whom an email will be sent during Expense Report Approval:
No.
1

Email Event
Traveler submits expense
report

Deadline expiry, trigger


reminder
Deadline expiry, trigger
escalation

3
4

Rejection of expense report

Return of expense report

Auto return of expense report

Expense report more than 6


months old

Email Recipients
Message Type = Request for Approval
Direct Manager, Alternate Manager if applicable
Cost Centre Owner (if cost centre override)
Message Type = Reminder
Direct Manager, Alternate Manager if applicable
Message Type = Request for Approval
2nd Level Manager and Alternate Manager if applicable
Message Type = Rejection Notification
Traveler
Message Type = Return Notification
Traveler
Message Type = Return Notification
Traveler
Message Type = Request for Approval
General Manager

The following will not be included in the Expense Approval workflow:


Signature level based on Limit of Authorization Matrix. Ad-hoc re-route will be available.
Email notification to Finance

Pg 68 of 73

SAP Travel and Expense Management Business Blueprint

5.5. Expense Settlement


The following illustrates the process flow for Expense Settlement.
Travel Advance
PreApproval

1.0
Expense
Approval

1.1
Expenses
Comply with
T&E Policy?

Finance Perform
Audit

Yes

1.2
Perform
Settlement

Create Posting
Run

1.3
Execute Posting
Run

Expense
Reimburse
ment

FI Doc
Generated

No

1.4
Notify Employee
of Non
Compliance

1.5
Employee
Rectify Non
Compliance

The following describes the Expense Process in detail:


Activity
1.0 Finance Perform
Audit

Description
Finance check employees expense report and supporting documents/receipts.

Responsibility System
Finance
n/a

1.1 Perform
Settlement

Finance settles the expense report or trip.

Finance

SAP T&E

1.2 Create Posting


Run

Finance

SAP T&E

1.3 Execute Posting


Run

Finance

SAP T&E

Finance create posting run.


Finance execute posting run to generate FI document. This activity can be perform
manually or via scheduled job.

Pg 69 of 73

SAP Travel and Expense Management Business Blueprint

5.6. Expense Reimbursement


Upon settlement of expense report or trip for employee, finance will proceed with AP to pay the employees. In all the cases except the US, employee
will be paid through vendor payment program and payment to be deposited in employee bank account or paid by check.
In case of US, settlement details of the expense report will be sent to the payroll provider ADP through an interface.

Activity
Description
1.0 Payment Proposal Create payment proposal to vendors to make payments
1.1 Payment program

Execute payment run in order to pay the vendors

1.2 Bank
Interface/Check
printing
1.3 Report/Vendor
Line items

Responsibility System
Finance
SAP R/3
Finance

SAP R/3

Either send the payment file to the bank to remit amount to employee back account or Finance
print checks and physically deliver the check.

SAP R/3

Finance

SAP R/3

To get confirmation of employee vendor payments

Pg 70 of 73

SAP Travel and Expense Management Business Blueprint

6. DEVELOPMENT
This section details the development required for KT travel and expense management.

6.1. Forms
No.
1

Form
Employee Expense
Report

Description
Printable expense report to be
submitted to Finance along with paper
receipts

Development Requirement
Some countries require approvers names
to be printed on the expense report. Local
audit requirements

Countries
Japan
Taiwan
China

No.
1

Report
Trip Receipt Report

Description
Report by trip number, employee and
expense type

Countries

Employee Location
Report

China Statutory
Report

List employees by country,


destination, travel dates, etc.
Standard SAP is missing employee
name
Pending Patrick to provide
requirements.

Development Requirement
1. Include associated expense GL accounts
2. Include expense posting date, posting
period and fiscal year
3. Include comments, business partners,
etc. for expense type Entertainment
4. Include cash advances
5. Report by expense type group
Need to copy standard S_AHR_61016406
and modify to include personnel name

India Travel Tracker


Report

India Travel Cost


Report - Average
by Exp Type by
Country

6.2. Reports

Tracks the number of days each


traveler spent in each country, by
month and year cumulative
Calculates average travel cost by
employee, expense types and country

Pg 71 of 73

China

India

India

SAP Travel and Expense Management Business Blueprint


6

India Travel Cost


Report - CG Field
Apps
India Travel Report
for Accrual

Calculates average travel cost by


employee and country

India

GM Report - Visitor
Forecast

To list travelers visiting a particular


country, based on travel requests
submitted and approved.

Expense report for month end accrual


purpose

Trips approved but not started, and expense


submitted by not yet settled.

India

All

6.3. Interfaces
No.
1

Interface
Employee Feed
from PDR to SAP
T&E system

Exchange Rates
Feed

Description
Creation or update of employee HR
records in SAP T&E system based on
employee information from PDR.
Trigger by Vitria. Also creation of ECC
and portal users.
Upload of exchange rates into SAP
T&E system for the purpose of
expense entry in foreign currencies

Development Requirement
Inbound interface program. Refer to section
4.3.1

Countries
All

Inbound interface program

All

Description
Regions require ability to input travel
cost estimates by expense types
when submitting travel request via
portal.

Development Requirement
1. Portal Enhancement
To add fields in Create Travel Request entry
screen to capture cost estimates by
expense types (e.g. hotel, airfare, etc.)
2. ABAP Enhancement
To create customized table to store cost
estimates entered via portal

Countries
Taiwan
China
India
Israel
Korea
Malaysia

6.4. Conversions
None identified.

6.5. Enhancements
No.
1

Enhancement
Cost Estimates by
in Travel Request.

Pg 72 of 73

SAP Travel and Expense Management Business Blueprint


2

Pre-Approval
Workflow

Workflow to approve travel request


and cash advances

Expense Report
Approval Workflow

Workflow to approve expense report

Refer to section 5.3


1. Auto approval in case of urgent trip
2. Cost centre owner approval in case of
cost centre override
3. Determination of Direct Manager based
on customized mapping table
4. Deadline monitoring based on working
days
5. Escalation to next level Manager
Refer to section 5.5
1. GM approval if more than 6 months old
2. Cost centre owner approval in case of
cost centre override
3. Determination of Direct Manager based
on customized mapping table
4. Deadline monitoring based on working
days.
5. Email reminder
6. Escalation to next level Manager

Pg 73 of 73

All

All

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