Creating a Domestic Travel Claim

Location:Travel and Expense Claims > Create Travel Claim

Select one of the following options:
- If you have travel plans that have not been associated with a travel claim, incomplete travel claims or rejected travel claims, select the travel claim/travel plan for which you want to create a travel claim in the Waiting For Completion window. For more information, see Travel and Expense Claims and Travel Plans Waiting for Completion.
- If you do not want to process transactions waiting for completion, click Return in the Waiting for Completion window.
Specify the travel data:
- Company. Default is the company for which you saved domestic or foreign travel or expense claims last time
- Organization unit
- Person. If your user profile allows you to enter travel claims for other persons, you can use the Person Browser to select a user for whom you enter the travel claim.
  Creating an External Person:
  
  Persons are not users in the application, but individuals for whom travel claims can be saved by actual users. To be able to add persons to an application, your user profile must specify the right to Edit via User Browser. You can find this setting in the User Profile screen, on the Functions tab, in section User Data.
  1. A new person is created by opening the Person browser when entering a travel claim.
  2. Check before adding a new person that the person has not yet been created to a company by selecting the correct company in the Company field of the person browser. Then, select the entry All in the Organization Unit field and click on Update.
  3. Add a new person by pressing the New Row button and entering the person's data. Bank account and Social Security Number are required. Select the correct employment type. For expense types, different default postings can be defined for different employment types (Main occupation, Secondary occupation, or No employment). Then, the expense type is posted according to the employment type of the person of the travel claim.
  4. The data is stored with the Save button at the end of the row.
- Business Partner: Enter the business partner or partners related to the travel in the text field.
- Purpose: Enter the purpose of the travel in the text field. If the travel purpose requires an extensive explanation (e.g. the contents of a course), it is advisable that this is done in a separate attachment. For more information, see Processing Transaction Attachments.
- Travel Destination: Write the origin and destination of the travel in the text field. In addition, it is recommended to specify the travel route.
- Time of Departure: Enter or select the start date and time of your journey.
- Time of Return: Enter or select the end date and time of your journey.
If travel includes employer paid meals, enter the received meals by clicking on the Meal button. For more information, see Adding Travel Related Meals.
Select the travel type in the Travel Type menu. Default selection is the travel type that you saved last on a domestic or foreign travel claim.
Enter or choose from the list the posting dimensions (for example, cost center, project, department, etc.) to which you want to target the travel expenses in accounting.
Calculate the Daily Allowance by clicking the Calculate Daily Allowance button. For more information, see Calculation of Daily Allowance.
Enter the expense rows associated with the travel by clicking on the New Row button. For more information, see Addition of Other Travel Costs.
If the postings are defined for different expense types in the expense type data, the travel claim is automatically posted. If the invoice is posted manually or if you want to check the posting, click the Post button. For additional information on automatic posting of travel claims, see Automatic Posting of Travel Claims.
Click on Save. The travel claim is automatically transferred either to the user's superior or to other persons that process travel claims. You can check and edit predefined processors by clicking the Processors button. If you want to continue saving the travel claim later, select Save as incomplete and click Save. The travel claim is saved with the Incomplete status, and will not be submitted to processors' task lists yet.
Note:
You can save a travel claim directly as approved by clicking on the Save, Accept button, in which case you do not have to submit it to the workflow. For this function to work, Travel claims, Acceptance when saving must be allowed in the user profile.

However, users cannot approve their own travel claims. The Save, Accept function can only be used if entering travel claims for other persons.