How kilometres and travel time reach the worker’s pay: claims from check-out and the app, approving them on the travel screen, travel between shifts, and the vehicle allowance rate.
Before you begin
- You need Approve travel claims to approve, query or reject, and Edit travel claims to correct kilometres or log travel between shifts.
- You can’t approve your own travel claims.
Where claims come from
- Kilometres a worker enters at check-out (Kilometres with the participant) arrive as claims to approve.
- Workers can claim travel between shifts in the app: More → Travel → Claim travel between shifts.
- Coordinators can log travel between shifts on the web (see below).
- Claims are typed Provider travel, Activity-based transport or Between shifts.
Approve travel claims
- Go to Time → Travel and kilometres and pick the Pay period.
- On Travel claims, filter by Type, Status (including Replied to a query) or Billable.
- Check Route, km, Time, Paid to worker (est.) and Billing for each claim.
- Select Approve on a row, tick rows and select Approve selected, or select Approve {n} claims in the header.
- To correct a claim, select the pencil, change Kilometres (and Billable), give a Reason (kept in the audit trail) and select Save change. Use the query icon to ask the worker, or the cross to Reject claim with a reason.
Time → Travel and kilometres with the Travel claims tab, stat tiles and the Paid vs billed card
Log travel between shifts
- Select Travel between shifts.
- Choose the Worker and Date, and optionally Left at (optional).
- Enter Kilometres and Travel time (minutes), and the From and To places.
- Select Log travel. Approving the claim adds a Travel time line to the worker’s timesheet; it is paid, never billed.
How it is paid
- Approved kilometres are added to the shift’s timesheet line and paid as Vehicle allowance (per km) at the rate on Allowances (select Km rates to open it).
- Travel between shifts is paid time at the worker’s ordinary rate when your settings pay travel time (the default).
- Billable provider travel and activity-based transport go to the next invoice run under the pricing rules.
Tips
- The By worker tab totals provider travel, transport and between-shift kilometres per worker for the period.
- A worker’s own view is in the app under More → Travel.
If something goes wrong
A claim won’t approve because the timesheet line is locked
Approving a claim changes the shift’s line. Open the line, select Unlock, then approve the claim and re-approve the line.
Someone else needs to approve your travel claims
Separation of duties blocks approving your own claims. Ask another approver.
A queried claim is still waiting
The worker hasn’t replied yet. Edit the claim with a reason if you have the right figures.