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Why wasn't travel paid to staff or charged to the client?

Check approval, actual kilometres, billing codes and vehicles when travel is missing from pay or invoices.

Key Points

  • Travel is only paid to staff, or charged to a client, once it's approved and has actual kilometres recorded. Rostered kilometres on their own aren't paid or charged.

  • Travel is only charged to the client if it has a billing code (service item). Without one, the staff member is paid but the client isn't charged.

  • The vehicle chosen decides who's paid: Personal is paid to staff, a company vehicle isn't, and No Trip isn't paid or charged. Personal and company vehicle travel is only charged to the client if a billing code is added.

  • Kilometres are only paid if the staff member's cost category has kilometres set up with an export code.

Travel not paid to staff

Check these on the shift or timesheet:

  1. Actual kilometres are recorded. Rostered kilometres alone pay nothing.

  2. The travel is approved. Travel at Sent is usually approved when the timesheet is approved.

  3. The vehicle is Personal. No Trip and company vehicles aren't paid to staff.

  4. The staff member's cost category pays kilometres and has an export code for them. Ask your payroll administrator to check.

  5. Kilometres aren't capped. Your organisation may only pay up to the rostered kilometres.

Travel not charged to the client

  1. A billing code is selected on the travel. Without one the client isn't charged.

  2. The travel is approved and has actual kilometres.

  3. The vehicle isn't No Trip.

  4. The client's funding allocation is current and includes the travel service item. Expired allocations hide their codes.

  5. Kilometres aren't capped to the rostered kilometres for invoicing.

Good to know

  • Travel has its own status, separate from the shift. Approved travel on a cancelled shift is still paid and charged.

  • Repeating a shift copies its travel, including the approved status.

  • Moving a shift to a new date doesn't move its travel.

Change how travel works

Your organisation's travel settings - such as which fields staff see, whether billing codes are required, and whether kilometres are capped - are set by FlowLogic. Contact our Support team to change them.

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