Travel time confirmation

Step-by-step guide to confirming travel time and kilometre entries for payroll

After calculating between-visit kilometres and reviewing transport kilometres, you need to confirm the entries so they flow through to payroll and invoicing. This guide covers the steps to review and finalise travel-related timesheet data.

Setting up travel time export

Before travel time flows through to payroll and invoicing exports, configure the export settings in VCore:

1. Go to Settings → Finance → Kilometre
2. Set the Max minutes between shifts - travel time between shifts that exceeds this threshold is excluded from the calculation
3. Select a Pay Code (Travel Time) from your accounting software to map the travel time entries to
4. Set the Travel Time Charge/Pay option:

Option	Effect
Charge and Pay	Travel time is charged to the client and paid to the worker
Charge but No Pay	Travel time is charged to the client but not paid to the worker
No Charge but Pay	Travel time is paid to the worker but not charged to the client
No Charge No Pay	Travel time is not charged or paid

5. Tick the Export Travel Time checkbox
6. Click Save Changes

The first shift of the day is always excluded from the travel time calculation. Travel time exceeding the Max minutes between shifts threshold is also excluded.

Instructions

1. Open the worker's timesheets

   Go to Timesheets → Timesheets, find the worker, and click Edit to open their timesheet view.

2. Calculate between-visit kilometres

   Click the Calc KM button at the bottom of the screen. This populates the KM No Charge column with automatically calculated distances based on client addresses and the time between shifts.

   The calculation uses settings configured in Settings → Finance → Kilometre. The Max minutes between shifts threshold controls which shifts are included in the calculation. Distances above the Max KM warning threshold are flagged with a warning for review.
3. Review transport kilometres

   Check the KM column for any transport kilometres recorded by workers in the Vworker app. Override any incorrect values if needed.

4. Lock finalised values

   If you’ve overridden any between-visit kilometre values, tick the Lock KM No Charge column for those entries. This prevents the values from reverting when you click Calc KM again.

5. Save your changes

   Click Save Changes to confirm all travel time and kilometre entries.

Always save after calculating or making changes to kilometre values. Unsaved changes are lost when you navigate away from the page.

Running into issues?

See Timesheet troubleshooting for common errors and fixes.

Related articles

Travel time and kilometres

Overview of how Visualcare captures transport and between-visit kilometres

Roster time settings

Configure shift timing, late shift thresholds, and roster behaviours

Payroll settings

Configure kilometre charge rates and pay codes for export