SAP ESS (Business Travel Management)

The system enables the digital processing of business trip requests as well as the creation and submission of travel expense reports via the SAP Employee Self-Service (ESS).

Employees can use ESS.

Responsibility for the SAP FIORI apps is regulated as follows:

The HR department is responsible for the content-related operation as well as access and the provision of training. The technical operation is ensured by ITS or HeHRZ Darmstadt.

The SAP ESS portal offers an end-to-end workflow for the approval of business trip requests and travel expense reports. The processes are digitized and handled via the web browser - including uploading evidence and automatic form creation. Since summer 2025, ESS has been accessed entirely via SAP FIORI.

There are currently no technical alternatives available.

• Create business trip request
• Workflow & approval: multi-stage process - technical and financial review, automatic commitment of funds.
• Travel expense report: transfer of application data, entry of actual costs, upload of receipts, selection of domestic and international scheme.
• Status overview: Accessible overviews of travel requests, expense reports and their processing status. Possibility to correct, delete or change under certain conditions

• Employees create a business trip request and send it for approval via a workflow.
• After approval, the travelers receive a confirmation and can carry out their trip.
• Once the trip has been completed, the expense report is submitted via the Travel expense report app. All times relevant to the trip, the cost allocation and the receipts are recorded. The trip is then submitted for reimbursement. Documents, invoices etc. can be attached to the travel expense report as a PDF file.
• Once the travel expense report has been completed, the travel expenses are paid out and the traveler is notified by e-mail.

• Browser: Microsoft Edge, Mozilla Firefox, Apple Safari and other browsers
• JavaScript enabled, pop-ups allowed

Employees log in to the FIORI portal with their UniAccount and password. Authorization is currently granted by the Department of Human Resources and Organization.

If you have any other questions, please contact the Human Resources and Organization Department. Please refer to the relevant website for more information.

Website of the Human Resources and Organization Department

No training courses are currently offered.

Approval workflows are traceable and document uploads are digitally archived. Technical security measures (e.g. access restrictions, control mechanisms) are in place in the background.

The process design follows the applicable company travel guidelines and legal requirements.