Travel Time Settings

Travel Time Settings

Travel Cap
Travel Threshold
Examples
Travel Time Payroll Settings

Conditions

The following settings are conditions that must be met in order for Travel Time entries to be accepted into the report. 

• The Travel Cap sets a limit to how much travel can be accepted per entry.
• The Travel Threshold sets a limit to how much time between shifts is recognized as travel.

Tip: Both conditions influence which entries are eligible to appear on the report.

Travel Cap

1. Go to Settings > Manage Account > Settings subtab
2. Enter your limit in the box labeled: Travel Cap (minutes)
3. Click Save

How does it work?

Use the Travel Cap setting to limit the amount of travel time you will pay per entry.

• For example, you pay employees for up to 30 minutes of travel between locations.
  • If an employee travels for 40 minutes
  • The entry will be capped at 30 minutes of payable travel time.

Why is this Important?

The Travel Cap setting helps prevent large accumulations of Travel Time that need to be edited down one by one to a payable amount before payroll.

• This saves you time and manual work while processing payroll
• Helps to ensure that employees are not being overpaid for travel
• Leaves less room for user error while editing entries down to payable amounts

Travel Threshold

1. Go to Settings > Manage Account > Settings subtab
2. Enter your limit in the box labeled Travel Threshold (minutes)
3. Click Save

How does it work?

Use the Travel Threshold condition to tell the system when NOT to calculate Travel Time by setting a limit to the amount of time that should be recognized as travel between shifts.

• Any shifts that are farther apart than the Threshold will NOT be eligible to receive a payable travel entry on the report.
• For example, we don't want to create a capped entry when an employee
  • Goes home and comes back a few hours later
  • Clocks out for the day and comes back to work the next day

Why is this Important?

The Travel Threshold setting helps prevent the system from adding a Travel entry when an employee did not go directly to another location to continue working.

• Setting the Threshold saves you time by not having to manually check shift times and remove unwanted entries
• Prevents employees from being paid for travel when they shouldn't be.

Tip: The Threshold must ALWAYS be higher than the Cap

 

Why?

Let's do an example where the Threshold is LOWER than the Cap.

• The Cap is set to 60 minutes
• The Threshold is set to 40 minutes
• If the Cap says "We will pay for up to 60 minutes of Travel Time between Location A and Location B." 
• And then the Threshold says "We do not want to count travel time if it takes longer than 40 minutes between clock out from Location A and clock in at Location B."

What will show up on the report?

• If an employee clocked in at Location B 0-40 minutes after clocking out from Location A, an entry will be added to the report for the number of minutes between clock out and clock in.
• If an employee clocked in at Location B 41 minutes or longer after clocking out from Location A, no Time Travel entries will be added to the report.

What does this mean?

• This means all employees who traveled between 41-60 minutes that you wanted to pay Travel Time for will NOT have entries added to the report.

Let's use the same example, but this time the Threshold is HIGHER than the Cap.

• The Cap is set to 40 minutes
• The Threshold is set to 60 minutes
• If the Cap says "We will pay for up to 40 minutes of Travel Time between Location A and Location B." 
• And then the Threshold says "We do not want to count travel time if it takes longer than 60 minutes between clock out from Location A and clock in at Location B."

What will show up on the report?

• If an employee clocked in at Location B 0-40 minutes after clocking out from Location A, an entry will be added to the report for the number of minutes between clock out and clock in.
• If an employee clocked in at Location B between 41-60 minutes after clocking out from Location A, a 40-minute entry will be added to the report.
• If an employee clocked in at Location B 61 minutes or longer after clocking out from Location A, no Time Travel entries will be added to the report.

Where do I find the Travel report?

To view the In between travel report where these settings will be reflected, go to Reports > Time > In Between Travel

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.