This article will explain all aspects of how travel time can work in a rate schedule.

It can be a little confusing when setting up, but here are some basic rules.

Calculating travel in a rate schedule is done by time; it does not measure distance.

To configure a Rate Schedule so that travel time is calculated correctly, adjust the shift points from the default Start on site and Finish on site to Arrive depot (or Leave depot) and Back to depot.

By setting it up this way, the time spent travelling between the depot and the worksite will be automatically recorded as travel time. Workers will still be charged at their standard pay rates, including any applicable overtime, if the total shift exceeds the normal 8-hour workday.

Travel time will include the time spent going to and returning from the site. It will be calculated at the worker’s regular pay rate, automatically added to the total, and shown in the “Travel” field on the docket.

If you set the shift configuration to start and finish at the depot, travel time will be built into the total hours worked. As a result, your client’s invoice will not show a separate “travel time” line item, since those hours are included within the standard hourly rate charged.

Another option is to charge travel time as a separate line item. This allows clients to be billed specifically for the time spent travelling from the depot to the site and back again. This approach is typically used when travel time is not charged at the worker’s standard hourly rate. Instead, a different travel rate is applied, based on what has been agreed upon with the client.

There are three toggles within separate travel time charges, along with a travel time invoicing option. These controls determine who or what the travel time charges will be applied to, ensuring the system correctly allocates the cost.

Within the Rate Schedule Revision Information, where resources are selected to be billed to clients, each billing mode includes a travel rate field.

In this field, you enter the hourly dollar amount to be charged for travel time. This rate will apply based on the selections made in the Separate Travel Time Charges section, specifically:

When this option is toggled on, clients will be charged travel time for staff who are reporting Straight to Site (STS).

A designated travel rate is applied to cover the time spent travelling to and from the site.

Once enabled, all STS staff scheduled for the shift will be billed for travel time according to the amount specified in the Rate Schedule Revision breakdown.

When this option is toggled on, clients will be charged travel time for staff who are required to report to the depot before heading to the site. In most cases, this applies to workers who need to collect or set up a vehicle for the booking and then drive it to the job site.

The travel time charge or rate applied in this case is based on the amount configured in the Rate Schedule Revision.
​

Both of these toggles can be enabled at the same time, ensuring that all staff are billed for travel time to and from the site.

Enabling Round up to nearest 15 minutes will round the travel time recorded on the docket up to the next 15-minute increment. The screenshot below shows the travel time on the docket that will be adjusted and reflected in the client’s invoice.

Choose whether to charge your clients for travel time or a travel rate for the hours your staff spend travelling to and from the site, typically starting and ending at the depot.

Travel time is billed for each individual, based on the longest travel time recorded across all of their dockets within a booking.

Travel time is billed for each vehicle, based on the longest travel time recorded across all of their dockets within a booking.

This option applies travel time charges to both people and vehicles when they are billed separately.

Note: When billing a crew rate, travel charges will not be doubled. The system automatically applies the longest travel time recorded among all crew members.

This section of the rate schedule lets you set a time limit for travel to and from the site. The limit can apply to staff who go straight to the site or to those who must report to the depot first and return afterward.

Travel time limits are specified in minutes and cap the travel time billed to the client, even if the actual travel takes longer.

This setting only affects charges when Separate Travel Time Charges are enabled and applies to the selected people or vehicles being billed for travel time or rate.