We explained how to set up the Travel Manager feature in our part one guide. This guide will explain how to review and approve travel and how to use the reports. Travel time must be approved before it will appear on your employees' time cards. You'll be a pro in no time. 🙂
How to Use Travel Manager (Video)
Here's a comprehensive help guide based on the content we've covered so far, designed to assist users with understanding the Travel Manager feature, its functions, and how to run reports.
How to Use Travel Manager (Written Guide)
Approving and Disapproving Travel Time
Once your employees begin recording travel time, you can manage and approve/disapprove their entries in the Travel Manager. We recommend that you review and approve travel every 2-3 days. Travel time is not applied to the employee's time cards or job cost reports until approved. Don't wait until the end of your pay period before approving travel, and discover travel has put people into overtime that could have been easily managed if you were approving travel on a more regular basis.
Approving Travel Time:
Access the Travel Manager:
Go to Travel Manager under Payroll Functions
View the list of employees and their associated travel times.
Review Travel Time:
Check each employee's travel log for accuracy, comparing the system’s estimated travel time with the actual time spent traveling (if applicable).
When you see a "carrot" or triangle next to an employee's name or date, click it to dive deeper into the worksheet.
Approve Travel Time:
If the travel time is accurate or needs no changes, approve the time by clicking the Approve button next to the employee’s entry.
You can approve every time card one at a time or review them all and approve all pending with the grey button at the top of the screen.
The worksheet shows Actual and Map Estimated time. To switch between actual and map estimated, click the gold arrow. The Total Time you will approve shows under the blue bar.
Adjust Travel Time (If Needed):
If you need to adjust the travel time, click on the entry and manually edit the duration.
When you've finished making adjustments, click the approve box.
Disapproving Travel Time:
If the travel time recorded by an employee is inaccurate, click the Disapprove button next to the relevant entry.
Running Time Card Reports
The Travel Manager includes two key employee reports to help you manage time: Employee Activity Summary and Employee Activity Detail reports. Additionally, the Job Activity Detail report shows work and travel hours broken out by job.
Employee Activity Summary
The Employee Activity Summary report provides an overview of each employee’s total work hours and travel time, summarized for the date range.
Access the Employee Activity Summary Report:
Go to the Reports section from the main menu.
Select by Employee, Employee Activity Summary.
Select a Date Range:
Choose the specific dates you need the report for.
Generate the Report:
Click Refresh to pull up the report, displaying each employee’s work hours, travel time, and other relevant details.
Export or Print:
Once the report is generated, you can download it as a PDF, CSV, or print it for your records.
The Employee Activity Detail report shows every shift worked for the date range with all travel trips.
Job Activity Detail
The Job Activity Detail report shows the total work time and travel time per job site, making it easier to track how much time was spent at each location.
Access the Job Activity Detail Report:
Navigate to the Reports section and select by Job.
Select Job Activity Detail
Choose a Date Range:
Select the specific date range for which you need the report.
Generate the Report:
Click Refresh to view the total time spent at each job site, including travel time.
Export or Print:
As with the employee report, you can export the job site report in various formats or print it for physical records.
For help on other topics, check out our Help Center.
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