You can use Access Care Rostering to calculate travel time and mileage when paying your staff, Travel pay is calculated at time of payroll period generation.
⚠️Important: The travel time calculations use Google Maps, so you need to purchase and enable this module prior to configuration.
Configuration
Pay run
You need to link each pay run on the system to the Google Maps travel calculation type. You can do this by following these simple steps.
Click Settings, then click Finance.
Click Payroll, then click Runs.
Next to the relevant pay run, click the arrow button.
On the Travel calculation type list, select Google Maps, then click Save.
Travel pay rate
To create a travel rate sheet, follow the steps below:
Click Settings, then click Finance.
Click Travel, then click Invoice rate sheets.
Under Rate Sheets, click the plus icon, then add your Description.
On the right side, you will see revision. Click the plus button.
🤓Tip: If you're unable to see the plus button, zoom in and out of the page
Enter relevant data into each field, then click Save.
From date | The date the rate applies from. |
Rate To Distance | The rate per mile to pay for the first set of mileage. If you don’t pay mileage, leave it blank. |
Rate During | The rate per mile for any manually entered mileage within a visit is to be paid. You add this to a visit at either a planning or reconciliation stage. |
Rate Per Visit | The rate per mile at which a fixed number of miles would pay. You enter this when configuring the employee’s travel in their record. |
Apply to an employee
Pay run
You now need to apply the configured pay runs to the relevant employees. To do this, follow these steps.
Click HR, then click Employee.
Click Find, and select the relevant employee.
Click the General tab, scroll down to Payroll.
Select your configured pay run, then click Save.
Travel pay
You now need to apply the travel pay rate sheet to the employee.
Click HR, then click Employee.
Click Find, then select the relevant employee.
Click the Travel Details tab, then click the plus button.
Enter the from date and add a reason.
On the type dropdown, select the relevant option.
From the Linked pay rate sheet dropdown, select the pay rate sheet.
Click Save.