Module Navigation

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 go from location A to location B.

To accommodate this, we would advise creating a cost code to denote their travel time such as "Travel" or "Drive Time."

When employees need to track their travel time, they would clock in with "Travel" or "Drive Time" cost code. When they arrive at the following location, they would clock in and select a different cost code.

We also have a travel policy that can be used to ensure that an employee's travel time is attributed to the location they are driving to or the location they are driving from. This is done automatically by matching the location for a time record with a travel cost code with 

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. For more information regarding the creation of a new policy group, please refer to the following article: How To Create A New Employee Policy Group

    Tracking_Travel_Time_For_An_Employee__360007942153__Policies_-_Group_Circled.png

  • Enable and click the Travel policy option towards the right.

    ETC_-_Policies_-_Travel_-_00.png

  • Set up the Travel policy based on your company's needs. 
    • 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.

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.

ETC_-_Reports_-_Travel_Time_-_00.png

Was this article helpful?
0 out of 0 found this helpful