Description: In this topic, the user will learn about the various transportation types including transportation, client transportation, drive, and mileage.
Role Required: Employee (base user)
Permission Required: N/A
Transportation
The client transportation account type is associated with a service code, authorization, and a client.
Specific to the day program
A way for the funding source to pay the day program for transportation to and from the program
Typically a flat amount
It is not extra pay for the employee who drives the clients to and from the day program. They are paid hourly.
Billable or non-billable
Each entry is a single unit, not time or mileage based.
Selected in the web portal when checking a client into the day program
Is an attendance entry with an hourly unit type that matches the daily units for the client's attendance
Client Transportation
The client transportation account type is associated with a service code, authorization, and a client.
Used when the employee is driving a client (while on the clock for an hourly shift) and needs to track those miles specific to the client and the authorization.
This account type is based on service code settings
Payable or non-payable
Billable or non-billable
Unit type is miles
Punch entries can be entered in real-time in the mobile app or historically in the web portal
*Please note: When entering a punch entry for mileage in the mobile app for multiple stops, click Start Client Transportation and End Client Transportation for each stop to ensure accurate mileage. Round trip is not calculated.
Drive
Drive is not associated with a service code, authorization, or client.
An employee service account must be created to be available for the employee to make punch entries
Used when the employee gets reimbursed for the travel time (hours) spent driving
Example: Employee is reimbursed by the organization for travel time between clients
Non-billable
Unit type is hours
Punch entries can only be entered into the web portal as a historical entry
Mileage (Drive button in the Mobile App)
Mileage is not associated with a service code, authorization, or client.
An employee service account must be created to be available for the employee to make punch entries
Used to track mileage when the employee is driving for work but not while clocked into an hourly shift
Example: Mileage traveled between clients or shifts, not including travel to the first shift/client or home from the last shift/client.
Payable or non-payable, depending on the payable setting on the employee service account.
Punch entries can be entered in real-time in the mobile app by using the drive button, or historically in the web portal using the mileage account type.
Time Entry – Account Type Mileage (Drive button in Mobile App)
*Please note: When entering a punch entry for mileage in the mobile app for multiple stops, click Start Drive and End Drive for each stop to ensure accurate mileage. Round trip is not calculated.
Unit type is miles
Non-billable
Name | Payable or Non -Payable? | Billable or Non -Billable? | Unit Type? | Web Portal or Mobile App? | Service Code or ESA? | Key Characteristics | Example |
Transportation | Payable to the day program, not to an employee | Billable | Single unit - not time or mileage based | Web portal | Service code | Specific to day programs. Associated with a service code, authorization, and a client. | Day program receives funding for providing transportation to and from the program |
Client Transportation | Either | Either | Miles | Either | Service code | Used in conjunction with an hourly shift. Associated with a service code, authorization, and a client. | Used when the employee is driving a client and needs to track those miles specific to the client and the authorization
|
Drive | Either | Non-billable | Hours | Web portal | ESA | Employee gets reimbursed for the travel time (hours) spent driving. ESA required. Not associated with a service code, authorization, or client. | Travel time between clients |
Mileage (Drive button in Mobile App) | Either | Non-billable | Miles | Either (Mileage in the web portal, Drive button in the mobile app) | ESA | Used to track mileage when the employee is driving for work but not while clocked into an hourly shift. ESA required. Not associated with a service code, authorization, or client. | Mileage traveled between clients or shifts, not including travel to the first shift/client or home from the last shift/client |