Integration with Google Maps allows travel miles to be calculated for employees or service users based on travel pay rate or invoice rate sheets. Google Maps Agent runs in the cloud, and all databases point to it. Google Maps no longer requires the Agent to be installed locally or on a client server.
Payroll
Google Maps can calculate the travel miles to be reimbursed to an employee by following these steps.
Click Settings, then click Finance.
Click Payroll, then click Runs.
Select the relevant run.
From the Travel calculation type dropdown, select Google Maps.
Click save.
You'll need to add a travel rate sheet to the employee so their mileage is calculated correctly. To do this, follow this handy guide.
Invoice
Google Maps can calculate the travel miles to be reimbursed to a service user by following these steps.
Click Settings, then click Finance.
Click Invoice, then click Runs.
Select the relevant run.
From the Travel calculation type dropdown, select Google Maps.
Click save.
You'll need to add a travel invoice rate sheet to a funder so their mileage is calculated correctly. To do this, follow this handy guide.
Transport mode
To enable transport mode, you'll first need to enable the travel mode module and function. To do this, raise a case with support via the Access Digital Assistant.
Once this has been enabled, follow these simple steps.
Click Settings, then click HR.
Click Employee, then click Transport.
Click Transport Mode, then click the plus icon.
Complete the relevant details.
Click save.
Link to an employee
Once you have created the transport mode, you'll now need to link it to an employee. To do this, follow these steps.
Click HR, then click Employee.
Click Find, then select the relevant employee.
Click the Travel Tab.
From the Transport Links, select Transport Details.
Click the plus icon, then complete the mandatory fields.
Click save.
Google Maps address
Once Google Maps is enabled, a binoculars icon appears at the end of Address Line 1, allowing addresses to be searched.
To enter the address, start typing it, then select it from the dropdown.
Google Maps timeline
Filters
Once Google Maps is enabled, new filters appear on the planning screen, helping you make more informed choices when allocating visits.
Travel distance and travel time
Filter bars are designed to refine results using four distance options based on the previously known postcode. They also apply journey time filters across five distinct timeframes. These criteria shape the list of employees displayed, tailoring it to match the selected parameters.
Travel bars
When allocating a visit, Google Maps indicates the distance and travel time using visual travel bars. The calculation considers either the employee’s previous visit location or their home address.
Bar colour | Description |
Green | Shortest distance from the previous visit to the next visit. |
Yellow | Address Line 1 and postcode cannot be used to calculate travel between visits, so the system reverts to postcode‑to‑postcode instead. |
Red | Google Maps can't currently calculate the travel miles. |
You can hover over the travel bars to see the number of miles to and from the visit.
Within the timeline screen, when allocating a visit, the route can be displayed from the previous visit or home to the visit, and then on to the next visit or home by selecting the grey square beneath the travel bars. Selecting this opens Google Maps and displays the route.
You can also display an employee’s route for a single visit or an entire day by following these steps.
Right-click the visits, then click Employee.
Click Show Route, then click For Visit or For Day.
This then opens Google Maps within the planning screen.
Reconciliation
It is not possible to review the true mileage calculated for an employee until after the payroll or invoice run has been generated. This is because visits may change or be cancelled whilst at the reconciliation stage.
Run payroll or invoice
If a payroll or invoice run has been linked to Google Maps, the generation status shows as 'working'.
During this stage, the system calculates mileage based on the rates and rules defined in the travel pay or invoice rate sheets. The payroll or invoice job begins processing only after this calculation is complete.
Once the run agent has finished and the payroll or invoice run is complete, the calculated mileage becomes visible for the employee, service funder, or service user.
Mileage details can be viewed in the reconciliation screen by selecting the employee and changing the type to travel.
If the distance needs to be adjusted, it can be amended from this screen, and the payroll or invoice run can then be processed again.