Cash Advances at Oak Ridge National Laboratory Session 1705 Susan Perkins

Oak Ridge National Lab (ORNL) Oak Ridge National Laboratory (ORNL) is operated by UT-Battelle under a government contract. ORNL conducts basic and applied research and development to create scientific knowledge and technologic solutions that strengthen the nation’s leadership in key areas of science. Current implementation includes: HR, FI, CO, PS, MM, and Travel. SAP 4.6C patch 45

Complex Government Travel Rules We must abide by all the government travel regulations (per diem, American Flag carrier, …many complex rules). Implemented Travel Expenses without Planning. We do A LOT of international travel. Our scientist just make a phone call and their trip is set up for them. Web app for our in-house reservationist. The reservationist and the travel dept advise our employees of the government rules. WEB application for entering expenses – accessable from any computer/any where (mac, pc or scientific workstation)

Payment methods BTA credit cards (ghost cards) – company paid airline tickets and pre-paid lodging and registration fees We create vendor accounts for every traveler and pay our travel settlements through accounts payable – not payroll.

Expense Type Config IMG Config: Financial accounting  travel management  travel expenses Master Data  Travel Expense types  Create travel expense types for individual receipts AIRP LDGP RFEP Master Data  Travel Expense types  Create travel expense types for perdiem/flat rates VORK = K = Cash Advance

Custom Expense Types PC Column indicates Paid by company

Wage Types for Custom Expenses

Wage Types for SAP expenses

Symbolic Account Assignment

Posting Procedures HRP  Customer or Vendor HRT  Expense Postings

Automatic Postings – Accounts *KP  Employee treated as a vendor, search by personal number *DD  Employee treated as a customer

Symbolic Accounts 1 st Position is always 1 2 nd an 3 rd positions are for the symbolic account

Posting Keys 21 and 31 are used for vendors 01 and 11 are used for customers 40 and 50 are used for a clearing account

T-Accounts for Cash Advances EDI entered to Pay employee: Trip AccrEDI entered to Pay employee: Trip AccrualEmp Vendor E ____________ _______________ | | | | Money sent to employee bank account Emp VendorCash - EDI E ___________ ________________ | |

Travel Settlement Approved – Post to Expense Employee spent $50 more than advance: Travel Expenses Trip Accrual Emp Vendor with CO E _______________ ___________ ____________ | | | 50.0 || | $50 sent to employee bank account Emp VendorCash - EDI E __________ ____________ 50.00| | ||

TRVPA CCC = 1 – Credit card clearing is active L+G = 0 – No integration with payroll (we use A/P) PA3 = 0 – do not check settlement period against personnel record EXP = 1 – Settlement records are stored FDE = 4 – travel calendar trips marked approved (we don’t use calendar) WRP = 3 – upon entry trips given ’ trip completed’ status CBW = 4 – weekly report (we don’t use the weekly report)

PR05 – Cash Advance tab No edit allowed in the cash advance tab

TRIP Trip No edit of cash Advance allowed

Travel Expense Form Standard Travel Expense Form

Custom Advance Request Screen

Custom Cash Advance Request

Accounting Document

Vendor Account Postings

Questions?

1705 Session Code: