Adding Mileage Reimbursements

Here is some information on how caregivers can add mileage claims on their punchcard, as well as, how admin/accountants can add mileage claims via clients' invoicing.

Mileage Claim - Caregiver's Punchcard

Preface: If the Site Setting "Enable Unlimited Punchcard Notes Window" is not enabled, caregivers will only be able to add mileage claims for shifts that have ended within the last 24 hours.  If the Site Setting is enabled, caregivers can add mileage claims for all shifts that have occurred within the last 5 days.  For any shifts that caregivers cannot add mileage claims to, an Admin or Accountant role will have to do so via clients' Invoicing.

1) Go to the shift on your punchcard.

2) Click on the 'Mileage' tab on your punchcard and select "+ Add Mileage Claim".

3) Fill in the required fields to provide documentation for the reason of the claim and the amount of miles.  Be sure to click Save when you're done.

4) You should now see the mileage claim appear on your punchcard!

Mileage Claim - Client's Invoicing (Admin/Accountant roles only)

1) Go to the client in your Client Management and click on their profile picture.

2) Click on 'Invoicing', select the proper billing period, and click 'Load'.  Typically, the billing period chosen will encompass the date of the shift that the claim is for.

3) Navigate to 'Mileage Reimbursements' and click the paper and pencil icon to create a claim.

4) Fill in the required fields of the mileage claim and click Save.  You can also change the Client and Staff Rate per mile while creating this claim.  If you do not want to bill the client for this mileage reimbursement, set the Client Rate to $0.

5)  You will now see the claim appear in the Mileage Reimbursements section, the client's invoice, and your Payroll reports.

**If the invoice has already been created, you will need to regenerate the client's invoice for the claim to appear**

Mileage Reimbursements in Client's Invoicing:

Client's Invoice:

Payroll Report:

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