The user experience for those with FBT is not very different from the experience for users who are not subject to FBT. The main differences are shown below.
- Attendee Status
When a user adds an expense that requires attendees, they must indicate the traveling status of themselves and any other employees at the event. The status of the employees can be set to Traveling or Not Traveling. The system uses this status to determine whether that portion of the expense is subject to FBT.
Note
The Status field is not supported in the SAP Concur mobile application, meaning that a user cannot add attendees to FBT eligible expenses via the mobile platform. Many customers opt not to use the Status field for this reason. An alternative configuration outlined is below.
- Employee Attendee Types
If you think that your users will use the mobile app on a regular basis, there is an alternative configuration involving Attendee Types, which will result in multiple Attendee Types to represent employees.
As you can see below, there are two different Attendee Types for employees: Employee Traveling and Employee Not Traveling. This serves the same function as the Status field but is supported on the SAP Concur mobile application.
- Travel Diary
When a user travels domestically for more than consecutive five days, or internationally for any length of time, they must submit a Travel Diary with their expense report. This diary is a simple listing of where the user was, how long they were there, and what they were doing while there.
If your company is using the NextGen UI, your users access the Travel Diary from the Report Details menu within an open expense report.
If your company has not yet started using NextGen, your users can add the Travel Diary on the Expense Report Header or from the Report Details menu within an open expense report.
Audit Rules can be built to check for the presence of a Travel Diary and force the user to create one when required.
Now that you know what the user has to do when they are subject to FBT, let's take a look at the configurations required to enable FBT, starting with a decision you must make.