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Enhancement of miles/kilometers cumulation ( RELNFI_TV_45A_A0007 )

Enhancement of miles/kilometers cumulation ( RELNFI_TV_45A_A0007 )

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Enhancement of miles/kilometers cumulation

Description

With miles/kilometers cumulation, the travel flat rates can be scaled according to the distance traveled by the employee within a certain time period (cumulation period). As of Release 4.5A, enhanced functions with the following innovations are available:

  • Additional cumulation procedures
  • Choice of cumulation procedure depending on vehicle type and class
  • Cumulation of miles/kms per vehicle type, vehicle class and trip area

Additional cumulation procedures:
In addition to the existing 'cumulation according to period parameter', as of 4.5A there are two new cumulation procedure options: 'yearly cumulation with employee-specific period beginning' and 'cumulation per trip'. The different procedures differ in regard to the type of cumulation periods they are based on.

  • For 'cumulation according to period parameter', you define the period parameter you wish to use in the view ' Define period parameter'. For these period parameters, you then store the relevant time periods (calendar intervals) for the intended period duration under freely defined period names. These cumulation periods apply for all employees who have the relevant period parameter stored in their Travel Privileges (Infotype 0017).
  • For 'yearly cumulation with employee-specific period beginning', the cumulation period lasts for the duration of one year. The beginning date of the first cumulation period is stored for each individual employee in Travel Privileges (Infotype 0017). The beginning and end of the subsequent cumulation periods are determined automatically.
  • For 'cumulation per trip', the cumulation period lasts the duration of the respective trip. For each trip, cumulation begins at zero miles/ kilometers.

Choice of cumulation procedure depending on vehicle type and class:
As of Release 4.5A, you can choose whether you want to use just one of the cumulation procedures described above that applies for all vehicle types and classes, or whether you want to use different cumulation procedures according to vehicle type or class. You make this decision in the view ' Define miles/kilometers cumulation'. If you decide there to use different cumulation procedures depending on vehicle type and class, in the view ' Assign cumulation procedures to vehicle types/classes', you can store the procedure that is to apply for the respective combination of vehicle type and class.

Cumulation of miles/kilometers per vehicle type, vehicle class and trip area:
As of Release 4.5A, you can decide whether an employee's miles/kms are to be cumulated according to different vehicle types, vehicle classes and trip areas separately or for all characteristics of the respective control parameter together. When you decide, you can choose for each of these three control parameters whether separate cumulation is to take place:

  • Not at all
  • For all miles/kilometers traveled
  • For domestic miles/kilometers only
  • For international miles/kilometers only

The necessary settings can be made per trip provision variant in the view 'Define miles/kms cumulation'.

Example 1

In a company, the employees use their private cars (vehicle type C) and motor cycles (venicle type M) when they take business trips. The employees are to be paid the following miles/kilometers flat rates:

VTyp up to 1000 m/km per calendar month from 1001 m/km per calendar
month
C 0,80 DEM 0,40 DEM
M 0,50 DEM 0,25 DEM

No distinction of miles/kms flat rates is to be made by vehicle class (for example, according to cubic motor capacity) or trip area in which the distance was traveled.

For employees who travel both by car and by motorcycle, the miles/kms of the two vehicle types should be cumulated separately, that is, the total miles/kilometers for a calendar month are only calculated for the respective vehicle type. This should be valid regardless of whether the distances were for domestic or international trips.

To reproduce this scenario in the SAP System, the following settings for miles/kilometer cumulation are required:

  • Since in this example the same cumulation procedure is to apply for both vehicle types (the miles/kms flat rates for both vehicle types are scaled according to the employee's distance traveled per calendar month), in the view ' Define miles/kilometers cumulation' for the trip provision variant used, under 'Cumulation procedures', the 'same cumulation procedure for all vehicle types and classes' must be chosen.
  • The cumulation periods for this example are calendar months which have the same beginning and end dates for all employees. Consequently, the cumulation procedure 'Cumulation according to period parameter' must be used. The procedure which is to apply for all vehicle types and classes is also set up in the view ' Define miles/kilometers cumulation'.
  • Since only the miles/kms of the respective vehicle type are to be considered for the employee's distance traveled per calendar month, under 'Vehicle type' in the view ' Define miles/kilometers cumulation' 'Miles/Kilometers are cumulated separately according to vehicle type' must be chosen. Since no distinction is to be made as to vehicle class or trip areas, 'miles/kms of all vehicle classes/trip areas are cumulated together'.
  • Since the cumulation procedure 'Cumulation according to period parameter is being used, in the view ' Define period parameters' a valid period parameter must be defined and a relevant text must be stored (for example, M = monthly). Then the valid cumulation periods for this period parameter must be entered in the view ' Define periods'. Possible entries for the example used here are:
PerParam Beginning End PerName
M 01.01.1998 01.31.1998 011998
M 02.01.1998 02.28.1998 021998
M 03.01.1998 03.31.1998 031998

  • Also, the period parameter M must be entered in the Travel Privileges (Infotype 0017) for all employees for whom the scenario described here is to apply.
VTyp PerParam M/KmLimit Reimburs.amount Tax-frAmount
  C M 1000 0,80 DEM 0,52 DEM
  C M 99999 0,40 DEM 0,52 DEM
  M M 1000 0,50 DEM 0,23 DEM
  M M 99999 0,25 DEM 0,23 DEM

Variation of example:
Other than in the above example, for vehicle M (motorcycle) the following miles/kilometers scaling is to apply per trip:

VTyp up to 100 m/km per Reise from 101 m/km per trip
M 0,50 DEM 0,25 DEM

Since different cumulation procedures are used here, in the view ' Define miles/kms cumulation' for the trip provision variant used, the following must be chosen under 'Cumulation procedure': 'Cumulation procedure depends on vehicle type and class'. In addition, in the view ' Assign cumulation procedure to vehicle types/ classes, the relevant cumulation procedure must be stored for each vehicle type:

VTyp VClass Cumulation procedure
  C   Cumulation according to period parameter
  M   Cumulation per trip

Also, the entries in the view 'Define flat rates for travel costs' must be changed as follows:

VTyp PerParam M/KmLimit Reimburs.amount Tax-frAmount
  C M 1000 0,80 DEM 0,52 DEM
  C M 99999 0,40 DEM 0,52 DEM
  M   100 0,50 DEM 0,23 DEM
  M   99999 0,25 DEM 0,23 DEM

Example 2

For the use of private cars on business trips, Danish legislation allows, for the first 12,000 domestic kilometers (Denmark) per calendar year, the tax-free reimbursement of 2,24 DKK. From 12,000 domestic kilometers on, the rate of 1,17 DKK, which is also used for international kilometers, applies. Kilometer cumulation consequently has to be separate for domestic and international kilometers.

This scenario is reproduced in the SAP System in Danish Standard Customizing (trip provision variant 09). The following settings for miles/kilometers cumulation were necessary:

  • In Danish Standard Customizing, the Danish regions Copenhagen and Faeroes are grouped together for travel costs accounting in trip area Denmark Region SPACE (Assign trip country groups).
  • Since different tax-free reimbursement rates apply for domestic and international miles/kilometers, in the view ' Define influence of control parameters: Travel costs', under 'Trip area', 'Different travel rates for domestic and international' must be chosen.
  • Since in this example only the vehicle type CAR exists, for which the miles/kms rates are scaled according to the employee's distance traveled per calendar year, in the view ' Define miles/kms cumulation' for the trip provision variant used, under 'Cumulation procedure', 'Same cumulation procedure for all vehicle types and classes' must be chosen.
  • In this example, the cumulation periods are calendar years, which have the same beginning and end date for all employees. Therefore, the cumulation procedure 'Cumulation according to period parameter' must be used. You set the procedure valid for all vehicle types and classes also in the view ' Define miles/kms cumulation'.
  • Since cumulation is to be separate for domestic and international, under 'Trip area' in the same view, the option 'Domestic miles/kms are cumulated separately by regions' must be chosen. Thus, all international miles/kms are lumped together. The domestic kilometers for Denmark are already cumulated together (see 'Assign trip country groups'), so there are two cumulation 'containers' (one for domestic miles/kilometers and one for international miles/kms).
  • The period parameter for yearly cumulation and corresponding periods are already defined in the standard version (see example 1).
  • The period parameter J must be entered in the Travel Privileges (Infotype 0017) for all employees for whom the scenario described here is to apply.
VTyp PerParam M/KmLimit Country Region Tax-frAmount
  P J 12000 DK _ 2,24 DKK
  P J 99999 DK _ 1,17 DKK
  P J 99999 _ _ 1,17 DKK






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