Setting Up Automated Mileage
Automated mileage and travel time is part of your Payroll report.
Head to Settings > Payroll > Rate plans. For mileage to calculate, it must be included in your specific rate plans. If mileage is not being calculated, ensure your rate plans include mileage or travel time rates. After updating the rate plan, re-run the calculation to verify the mileage data updates correctly.
Define the Journey: In the "Mileage and Travel Time" section, decide if you are paying for the commute (to/from home) or strictly for travel between client visits.
If you pay for the commute, ensure each carer has their Home Address and Travel Method (e.g., Car) updated in their profile, or the system won't know where to start the clock!
You can either edit the existing default rate or add in a new rate with custom mileage and travel time.
Default Rate: The system will use the default rate if not other rate has been created. For example, you can create a weekend rate and keep the default rate for the rest of the days in the week. Or you can create weekday rates, weekend rates, etc and the system will use those instead of the default rate.
Set your mileage rate and travel time (if needed):
Under your rate plan, enter your Mileage Rate (e.g 35pence per mile) and your Travel Time Rate if you pay carers for the time spent driving.
Note: You can leave the pay and mileage rate code in blank.
Custom Rates: You can create different travel rates for weekends or bank holidays. Just tick the Holiday box, and Nursebuddy’s internal calendar will handle the rest!
We use the official government communications to internally set up the dates of the holidays where Nursebuddy operates.
Assign the correct payroll rate plans to your carers, the system will calculate their wages based on the visits they have completed (Payroll module only works with completed visits). Ensure all visits are marked as 'completed' either by carers through the mobile app or manually in the system. Uncompleted visits will not reflect accurately in payroll reports.
Generating a Mileage Report
Once you're ready to pull your staff's payroll report, just click the Payroll button on your menu bar.
Choose the date range and select which fields you wish to pull through. By default mileage is not part of this report so you need to enable these fields from the Select Fields drop down menu. If mileage does not appear in your report despite enabling the fields, double-check the mileage rate configuration in the rate plans and ensure all visits have been properly completed and marked in the system.
2. Your report will now show a detailed breakdown: total hours, pay due, total mileage distance, and travel time pay.
