Kilometres and travel time logged by workers become travel claims. Approved billable claims are picked up by the next invoice run under the Pricing Schedule travel rules.
Before you begin
- Permission to manage travel claims in Time → Travel and kilometres.
- Billing of provider travel is switched on for your organisation (it is by default).
- The worker’s timesheet line for the shift is not yet approved, or you can unapprove it.
How kilometres are captured
- In the support worker app, the check-out screen of a community shift has a Travel section with Kilometres with the participant.
- Workers can also claim Travel between shifts from the app’s travel tool.
- Each entry arrives on Time → Travel and kilometres as a travel claim of type Provider travel, Activity-based transport or Between shifts.
Support worker app check-out screen with the Travel section and Kilometres with the participant field
Approve the travel claims
- Go to Time → Travel and kilometres and choose the Pay period.
- On the Travel claims tab, filter Billable to see what can be invoiced.
- Check each claim’s Route, km and Time. Use the edit icon to correct the km or the billable flag (a reason is kept), the query icon to ask the worker, or reject it.
- Tick the claims and select Approve selected, or select Approve at the top to approve every ready claim.
Invoice the travel
- Run Billing → Invoices → Generate from shifts for the period. Approved billable claims become travel lines on the same invoice as the shift.
- In the preview, check the travel lines in each participant’s drawer and the Rates, catalogue and claim types tile.
- To bill travel by hand, open a draft invoice, choose More → Add a line, and set Line type to Provider travel (km) or Activity transport (km) with the Kilometres.
Tips
- Travel between shifts is paid to the worker through their timesheet, but never billed.
- The Paid vs billed card on the travel page explains how each type is paid and billed: provider travel labour is capped by MMM zone, activity-based transport is per km and split across a group.
- If a shift has no approved travel claim, the km recorded on its approved timesheet line is used.
If something goes wrong
A claim can’t be approved.
Approving a claim needs the shift’s timesheet line unlocked. Unapprove the line in Time → Approve timesheets, approve the claim, then approve the line again.
No travel lines appear in the invoice run.
Check the claims are approved and marked billable, and that provider travel billing is switched on for the branch.
The claim shows Not billed.
It is marked not billable, or it is a between-shifts claim. Edit it with a reason if it should be billed.