1. Cash Advances at Oak Ridge National Laboratory Session 1705 Susan Perkins Perkinssg@ornl.gov

2. 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

3. 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)

4. 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.

5. 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

6. Custom Expense Types PC Column indicates Paid by company

7. Wage Types for Custom Expenses

8. Wage Types for SAP expenses

9. Symbolic Account Assignment

10. Posting Procedures HRP  Customer or Vendor HRT  Expense Postings

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

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

13. 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

14. T-Accounts for Cash Advances EDI entered to Pay employee: Trip AccrEDI entered to Pay employee: Trip AccrualEmp Vendor 90500502 E123456 ____________ _______________ 900.00| | 900.00 | | Money sent to employee bank account Emp VendorCash - EDI E12345615000000 ___________ ________________ 900.00 | | 900.00

15. Travel Settlement Approved – Post to Expense Employee spent $50 more than advance: Travel Expenses Trip Accrual Emp Vendor 44000620 with CO 90500502 E123456 _______________ ___________ ____________ 950.00 | | 900.00 | 50.0 || | $50 sent to employee bank account Emp VendorCash - EDI E12345615000000 __________ ____________ 50.00| | 50.00 ||

16. 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)

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

18. TRIP Trip No edit of cash Advance allowed

19. Travel Expense Form Standard Travel Expense Form

20. Custom Advance Request Screen

21. Custom Cash Advance Request

22. Accounting Document

23. Vendor Account Postings

24. Questions?

25. 1705 Session Code: