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Travel Tool
FlowLogic has a native Travel Management tool which enables
staff and admins to record and claim travel time during shifts. If this is not
currently enabled within your system, please contact your Data Captain.
FlowLogic has two versions of the travel tool, the legacy
version and the latest version which moving forward will be referenced as Travel Tool V2.0.
View A:
View B:
View A is the legacy version of the travel tool which will allow you to enter:
– The staff member
– Add / View Participants
o This allows you to set the participant and billing code as well as add multiple participants and their billing codes.
– The travel duration
– Travel start and end locations
– Rostered Kilometres (The expected KMs for the trip)
o The rostered kilometres is not a limit on the KMs that can be entered unless a system setting has been enabled at your request.
– The reason for travel
– Notes for the trip
– The trips status which, typically, is defaulted to “Sent”
View B is the latest version, which we are calling “Travel Tool v2.0”, of the travel tool which you may or may not have enabled. If it is not enabled and you would like it enabled, please contact your Data Captain. View B contains similar options but in a new layout.
In Travel Tool v2.0 we can add or remove additional fields, below is a list of the fields and their configuration options.
| Travel Configuration Chart | ||
| Field | Options | Details |
| Passengers/Participants | No | Field is hidden. |
| Optional | Field is visible but not mandatory to submit data. | |
| Required | Field must be populated when creating a new travel item. | |
| Location Start/End | No | Field is hidden. |
| Editable by Admins only | Visible to All but only editable by Admin Users. | |
| Editable by All | Visible and editable by all users that have edit rights in the given context. | |
| Mandatory Location | No | No value is required. |
| Yes | At least one value is required. | |
| Odometer Reading | No | Field is hidden. |
| Yes | When enabled, odometer values are required to generate the “Actual KMs” in the timesheet context. This is not required to generate new travel items within the roster. | |
| Reason | No | Field is hidden. |
| Editable by Admins only | Visible to All but only editable by Admin users. | |
| Editable by All | Visible and editable by all users that have edit rights in the given context. | |
| Notes | No | Field is hidden. |
| Yes | Field is editable. | |
| Mandatory Notes | No | Notes are not required for submission |
| Yes | Field must be populated when creating a new travel item or when adding “Actual KMs” into an existing trip in the Timesheet context. | |
| Billing Items | No | Field is hidden. |
| Editable by Admins (hidden) | Visible and editable by Admin Users only. | |
| Editable by Admins (visible) | Visible to All but only editable by Admin Users. | |
| Editable by All | Visible and editable by all users that have edit rights in the given context. | |
| Mandatory Billing Items | No | Field is not required for submission. |
| Yes | At least one item per passenger is required. | |
| Billing Percent | No | Field is hidden. |
| Yes | Individual charges can be manually adjusted with a % value. | |
| Billing Quantity | No | Field is hidden |
| Yes | Field is visible to all | |
| Manual Quantity | No (Auto) | Quantity field is automatically populated by the system by applying an equal distribution of the Actual Kms among all Passengers. Each Passenger receives the same portion of Actual Kms when multiple charges are applied. |
| Yes (Semi-Auto) | Quantity field can be manually populated by a User with editing rights. If a quantity value is provided at creation in the Roster context, this will be locked and won’t be edited by the automated system distribution of Actual Kms. If no quantity value is provided at creation in the Roster Context, the automated equal distribution is applied as described above. Special case: when a combination of manual quantities and empty (zero) billing items is encountered, the system will apply an equal distribution of the Actual Kms, minus the predefined quantities, to the available empty (zero) slots. | |
| Link to Vehicle | No | Field is hidden. |
| Point to Section ID | The list of Primary Records from the specified Section is pulled in to generate the list of available vehicles. Each User can select:
| |
| Link to Log Book | No | Travel data does not generate a new record upon Approval. |
| Configure Field Mapping | On Approval a new record is generated to mirror the travel details. | |
These settings are controlled within the System Settings for FlowLogic, to adjust these settings please contact your Data Captain to discuss these changes.
Logbook Section
The travel system can be linked to a Logbook form in order to store all travel details relevant to each vehicle record. Please contact your Data Captain to organise a session to assist you with the initial set-up for this.
System Requirements for Automatic Logbook tracking
A dedicated section must exist to collect all Vehicle details as Primary Records and to drive the Vehicle selection element.
A secondary form is required to drive the Logbook data entry.
The Logbook form must contain the relevant fields to mirror the travel entry as described below, not all fields are necessary and can be adjusted depending on the relevancy to your system.
Field Options
– Staff field: must be a single-select dropdown pointing to the Staff Section.
– Client field: must be a multi-select dropdown pointing to the Client section.
– Date field: must be a date field.
– Duration field: must be a time field.
– Location Start / End: must be a text field.
– Odometer Start / End: must be a text or number field.
– Actual KMs: must be a text of number field.
– Reason: must be a text field.
– Note: must be a text field.
Shift Travel
The Travel Tool is used to record information regarding staff travel. Trips, in between shifts or with participants, can be pre-emptively organised via the Roster or they can be generated on the Timesheet if your system is set up to cater for that.
Allocate travel in Rostered Shifts
To allocate a trip to a rostered shift, follow these steps:
- Create, or click into, a rostered shift to enter the Shift Details
- Create a new Travel Item from the Shift Details view by clicking the “+” button
- Depending on your system you will either be presented with view A or view B. If you have a preference of the other view please consult your Data Captain for changes to be made.
View A:
View B:
To add multiple participants to a trip in view B, please click the “Actions” button on the right-hand side and then select “Add passenger”. This will add a new line for you to input the next participant and their billing code.
Once the necessary fields have been filled in click the “Confirm” button at the top right of the trip for view B and for view A click the “Save & Close” button.
Allocating Travel during Timesheet Submission
When submitting a timesheet, the system will automatically suggest available trips set on the roster, based on the matching roster shift.
Users can fill in the missing details (e.g., Odometre reading) or adjust the information according with the trip conditions.
The elements that are available to the user for editing will differ according with the chose configuration setup.
Dependent on the configuration setup, users may also be able to create a trip within a timesheet.
This process is like creating a trip within the roster where users can click the + button to create a new trip.
The user can then enter the necessary information (depending on your travel tool configuration) required for the trip.
Once that information has been entered you can click the “Confirm” button and the trip will then be saved to the timesheet.
Travel Management (Travel Approval Process)
Just like Timesheets, the Travel Tool has a Travel Management page which allows users with permission to access that area, to manage the trips within your system. This includes editing and approving trips.
Travel Management can be found underneath the “Finance and Payroll” button.
Once you are in the Travel Management area, you can set your required filters and click the “Show Trips” button to find the trips within the range you’re looking for.
Trip Information
The preview of the trip contains key information including
the date, staff, client, locations for the trip and the KMs.
The grey KMs in the screenshot above are the “Rostered” KMs,
what we allocated when the trip was created.
The green KMs are the “Actual” KMs, what was travelled and
what will be billed.
The “Actions” button contains a few options including:
View
o Which will allow you to view the trip
- Edit: Which will allow you to edit the trip, which includes:
- Changing the staff
- Add / View Client
- This allows you to change or add a client and/or the billable for the trip by clicking on the blue button
- You will then be presented with a window that shows the client and the billable item for that client.
- To add another client/participant, click the “Add Participant” button. This will give you two additional fields to list the client and their billable item.
- Sent – The trip has not yet been approved or declined
- Declined – The trip may be declined for a number of reasons. When a trip is declined, that trip will not be billed
- Approved – The trip is ready to be claimed/billed
Remove: This allows you to essentially delete a trip
- Please note that removing a trip is irreversible
Within Travel Management you also have a “CSV” button which will generate a CSV file containing all the information for the trips you have filtered for.
Timesheet Approval in Relation to Travel
The Timesheet approval and auto-approval process will affect the associated travel items.
Once approved the system will distribute the amount of Actual KMs accord with the available billing slots.
By default the system will distribute the KMs equally among all available passengers, if a passenger has multiple billing slots available, these will be populated with the same KMs value, thus allowing the total to be broken-down among the multiple billing items which is driven by the % value provided.
If manual entry mode is enabled, admin users will have the option to preventively provide a quantity value that will not be edited by the systems automated distribution as well as being able to manually affect the post-approval distribution of KMs among the passengers and their billing slots.
If you have the link to a Log Book form enabled, a new Log Book record is generated on approval of the trip.
Billing in Relation to Travel
All billing slots added to a single trip are processed independently for billing purposes according with the service item provided and the relevant information associated to the Participant, as indicated in the individual Funding Allocation.
Below is an example of a simple billing scenario:
Below is an example of a complex billing scenario:
Payroll in Relation to Travel
Approved travel items are processed for payroll if the following conditions are met:
Approved travel items are processed for payroll if the following conditions are met:
- Employee is entitled to receive a travel allowance paid by the KM and all the details are setup in the relevant Cost Category
- The trip has a positive, greater than 0, amount of Actual KMs and the trips status is Approved
- If the vehicle selection is not enabled, the all travel items are processed if they were performed with a private vehicle. If the vehicle section is enabled, the “Personal” vehicle option must be selected (selecting a vehicle or selecting No Trip will cause the system to ignore this travel item for payroll purposes.)
- The Travel Item must be associated with an Approved timesheet entry.
Below is an example of what travel looks like in the timesheet exporter when the above conditions are met:
