You can create a travel rate sheet for different types of travel methods, such as driving, walking, and cycling. Then, depending on the method used, the user is paid a different amount based on their travel distance. To create a travel rate sheet, follow these simple steps.
Configuration
Click Settings, then click Finance.
Click Travel, then click Pay Rate Sheets.
Click the plus icon, then enter the name of the rate sheet.
Select the new rate sheet.
Click the Revisions tab, then enter the relevant details.
Click save.
Field | Description |
From date | The date from which the rates start. |
Rate to Distance | The rate per mile for the first x miles at which mileage is paid. If mileage is not paid, please leave this field blank. |
Up to Distance | The number of miles that the Rate To Distance applies to. Any miles exceeding this amount in a year will be paid at the rate specified in the next column, Rate Above Distance. This follows HMRC guidance on paying a different rate for mileage above 10,000 miles. If mileage is not paid, this can be left blank. |
Rate Above Distance | The rate per mile at which mileage is paid, above the Up To Distance field. |
Travel Time Hour Rate | The hourly rate at which travel time is paid. If Travel Time is not paid, this can be left blank. Travel Time may need to be calculated for National Minimum Wage calculations but won't not be paid. |
Rate During | The rate per mile at which any manually entered mileage during a visit is paid. This is entered either at planning or reconciliation within a visit. It is a mandatory field, so if no payment is made, £0.00 must be entered. |
Rate Per Visit | The rate per mile at which a fixed number of miles would be paid. This number of miles is entered when configuring the Employees' travel within 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.