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How to Track Travel Time for an Employee

When employees are traveling between locations, it may be useful to track how long it takes for them to travel between locations and attribute the travel time from their departure/destination location.

To accommodate this, we would advise creating a travel cost code to denote their travel time such as "Travel" or "Drive Time" and use our Travel policy so the location used with your travel cost code will automatically update itself to the location of the previous or following time record. 

When they arrive at the following location, they would clock in and select a different cost code and begin working.

Table of Contents

Enabling the Travel Policy

  • Go to Manage and click on Policies.

    Connect_-_Menu_-_Manage_-_12.png

  • Click on the policy group to adjust or create a new group. If you are unfamiliar with creating a new policy group and other policy options, you can refer to the dedicated article.

    Tracking_Travel_Time_For_An_Employee__360007942153__Policies_-_Group_Circled.png

  • Enable the Travel policy and look towards the right for the options. 

    ETC_-_Policies_-_Travel_-_00.png

  • Customize the Travel policy based on your company's needs to the policy group. 
    • Specify if the travel time should go towards the location they are leaving from (Departure Location), or the location they are driving to (Destination Location).
    • Specify the cost code that denotes travel. If you need help with creating a travel cost code, you can refer to the following article.
    • Specify how long the travel cost code must be used before the travel policy applies. This is typically set to 0h00m.

    ETC_-_Policies_-_Travel_-_02.png

  • Click Save when finished.
  • If you need to assign the policy group to an employee, you can do so from the employee's profile or the policies page.

What Employees Do On ExakTime Mobile

Whenever an employee clocks in, it is best to have them clock in to the location that they are standing at. So when employees are clocking in to begin traveling, they would clock in to their current location and the travel cost code. When they arrive at the following location, they will clock in to their new location and the appropriate cost code.

In the example below, the employee was working at the Acton location and will be traveling to the Calabasas location to continue working. 

The overall process will be:

  1. He clocks in to Acton at the start of this day.
  2. He will then clock in to Acton and select the "Travel" cost code.
  3. When he arrives at Calabasas, he will clock in to Calabasas and the appropriate cost code.
  4. Once he has completed his day, he will clock out by pressing Stop.

Tracking_Travel_Time_For_An_Employee__360007942153__Clock_In_Process.png

 Employee Resource

If you would like to provide instructions to your employees on what they would do, you can provide the following article.

Reviewing Travel Time

With Time Card Details

Using the example above for the employee clocking in on ExakTime Mobile, his time card will appear like so on Exaktime Connect. 

Tracking_Travel_Time_For_An_Employee__360007942153__Travel_Time_Card_Editr.png

As we can see, the Travel policy has adjusted the location that the employee selected into the following location so the Travel time is associated with the destination. If you try to change the location for the travel time record, the policy system will automatically correct it to ensure that the travel time is associated with the departure or destination location.

  • Please Note: The Tracking_Travel_Time_For_An_Employee__360007942153__Outside-GeoFence.png next to the start time indicates that the location data from when the employee clocked in, places them outside the Geofence of the location for the time record. This is expected as when he started traveling, he was actually at the previous location.

    Tracking_Travel_Time_For_An_Employee__360007942153__Travel_Time_Card_Circle_Outside.png

With Reports

If you need to generate a report to review an employee's travel time, you can generate any report with the cost code filter set to the "Travel" cost code of your system. As the report will only show time records that use the "Travel" cost code, it can be a quick and easy way to track how long your employees are spending when traveling for job costing, reimbursements, etc.

For more information about report filters, you can refer to the following dedicated article.

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