Scheduling
Scheduling FAQ
How Do I Charge for Travel in Company Vehicles?

How Do I Charge for Travel in Company Vehicles?

Overview

When a Support Worker uses a company vehicle, your billing arrangement may charge the Participant for kilometres without paying a worker kilometre allowance. Astalty stores charge and pay behaviour separately so you can record that setup.

You need access to Scheduling and permission to create or update the support. Charging kilometres also requires the matching Travel Charge Item on the support's Charge Item Set.

Astalty allows you to separate charge behaviour (what is billed to the Participant) from pay behaviour (what is paid to the Support Worker), giving you flexibility to configure travel correctly.

Setting Up Travel in Company Vehicles

Create the Support
- Go to Scheduling and set up the support as normal.
- Select the Participant(s).
Open Travel Settings
- Scroll down to the Travel section.
- Choose the type of travel (e.g., Travel During, Travel To Support, or Travel From Support).
- Add a Travel row and open its settings.
Configure Pay and Charge Behaviours
- For Travel During, set Charge Behaviour to Kilometres only and Pay Behaviour to None.

For Travel To Support or Travel From Support, one example is Time & km for Charge Behaviour and Time only for Pay Behaviour.

Select the combination that matches the Participant's service agreement, the worker's employment arrangement, and your organisation's policy.
Save the Support
- Once your travel preferences are configured, scroll down and click Create Support.
- The saved behaviours are used when Astalty creates travel charges and payroll work records. Review the actual distance and duration during shift approval.

Video Overview