Introduction

Where to set this

Different method of travel options

Who can adjust this

Example of the logic applied

In this article we want to explain how you can use transport allowance in CrewPlanner. Based on your settings, the necessary information is recorded for employees such as how they travel and how many miles/kilometres they travel to the project site, so that a correct transport allowance can be allocated.

You have 3 possible levels where you can set information related to mileage allowances, namely the default at CONFIGURATION, in the company file or in the employee profile. Which level is finally applied is determined as follows:

Navigate via SETTINGS to CONFIGURATION, here you can set the default for the transport allowance.

In the field Transport allowance(£/mi. or €/km), enter the amount you wish to grant by default per mile or kilometre (depending on your settings) travelled.

Via the company file, you determine how much transport allowance should be allocated and how the method of travel will be handled for this company's projects, if these should deviate from the default setting.

At the bottom right of the GENERAL tab, you will find two fields relating to this:

These settings will be applied for all employees who are scheduled on projects for this company and where in the employee profile the default is maintained for Method of Travel. More on this in a moment.

If you want to grant certain employees a deviation from the default setting of your environment and the settings for companies, you set this via the employee profile. In the PERSONAL DETAILS tab, via the setting Method of Travel, you determine how this employee receives compensation for commuting to work, so that your payroll processing partner has the necessary data to allocate the correct compensation.

The different options you can select are explained further in the next chapter.

Default is set automatically for all employees, unless a manager modifies this field. Note that if another option is set here, it will always be used for this employee regardless of the default setting or that of the company for which a project is taking place.

When you select private transport, bicycle, or organised transport, you will be asked whether the compensation should be paid single or double.

If default remains set in the employee profile, any different settings from the company file or general settings will be maintained.

If you select off in the company sheet or employee profile, no transport allowance will be applied to these companies or employees.

You select private transport if you wish to reimburse your employees for transport costs from the employee's address to the project address. The reimbursement is calculated per mile or km using the set amount from the configuration page or company sheet. You will also be asked to specify whether the miles/kilometres should be reimbursed single or double.

However, you also have the possibility of setting up a social subscription, based on your own formatted document. This allowance is automatically calculated based on the employee's address and the project address. To learn more about how to set up a Social subscription, consult this article.

You select this option if you want to indicate that the employee always travels by bicycle. In this case, the allowance is allocated per mi./km with the amount set on the configuration page and you can also choose whether the miles/kilometres should be reimbursed once or twice with this option.

When organised transport is selected, the mileage/kilometer allowance for the employee will be calculated based only on the distance from the address set by the department group and the project address. Here again, you determine whether the miles/kilometres should be reimbursed single or double.

Example: This option is ideal if you want to reimburse employees from a gather location, like the office, to the customer.

Only managers with the necessary permissions can change settings relating to transport allowance and method of travel, this either on the configuration page, in the company sheet or in the employee profile.

By default, your company pays £0.18 or €0,18 per mile/kilometre allowance to its employees. You set this on the CONFIGURATION page under Transport allowance. Therefore, if you do not add any further changes, all employees will always receive this allowance for the number of miles/kilometres they need to cover for a one-way journey from their home address to the project address..

However, you have a customer Beta Company for which the employees come to your office first, for example, and then travel together via organized transport to the project address.

You therefore select the option Organised transport under Method of travel in the company file and we choose to grant this allowance single.

However, you also have one employee who always travels by bike and you set this up in Method of travel in the employee profile.

For this employee, the mileage allowance will always be allocated for transport by bicycle, even if he works on a project for your customer Beta Company.

If you do not change the transport allowance settings for other companies or employees, the other employees will always receive the default allowance of £0.18/mi. or €0,18/km.

We hope this article has helped you!

If you still have questions, take a look at our Crew Academy first. You might find the answer in one of our articles.