The Automatic Mileage Between Two Shifts feature allows Aaniie to automatically calculate and create mileage reimbursement records when caregivers travel between client shifts.
When enabled, the system calculates mileage between qualifying shifts and associates the reimbursement with a designated administrative client and charge code for payroll and reporting purposes.
When a caregiver:
Completes one shift.
Travels to another scheduled shift.
Meets the configured mileage requirements.
Aaniie can automatically calculate mileage between the two shifts and generate a mileage reimbursement record.
Mileage is based on the locations associated with the shifts and the settings configured in Site Settings.
Before enabling Automatic Mileage, you must create an administrative client that will be used to track mileage reimbursements.
Mileage Client
Travel Client
Mileage Reimbursement
Administrative Mileage
When creating the client:
| Field | Recommendation |
|---|---|
| Name | Mileage Client |
| Date of Birth | Any date |
| Phone Number | Agency phone number |
| Address | Agency address |
This client is used only for mileage tracking and reporting purposes.
Menu → Settings → Site Settings
Scroll to the:
Accounting section.
Many Site Settings include an information icon (ⓘ).
Hover over the icon to view a description explaining how the setting functions.
These descriptions can help determine the appropriate configuration for your agency.
Second Shift Must Take Place on Same Day as First Shift
Mileage will only be calculated when both shifts occur on the same calendar day.
Mileage may be calculated even when shifts span multiple days, depending on other configuration settings.
Select the option that best matches your agency's mileage reimbursement policies.
Select the administrative Mileage Client created earlier.
Mileage Client
This client will receive the automatically generated mileage entries.
Enter the maximum number of minutes allowed between two shifts for mileage to be calculated.
If set to:
240 Minutes
Mileage will only be generated when the gap between shifts is four hours or less.
Optional.
Specify the minimum mileage required before reimbursement is created.
5 Miles
Trips shorter than five miles will not generate mileage reimbursement.
Optional.
Specify the maximum mileage allowed for automatic reimbursement.
100 Miles
Trips exceeding the configured maximum will not generate automatic mileage.
Select the charge code that should be associated with mileage reimbursements.
Mileage
Travel Reimbursement
Mileage Expense
The selected charge code is used for payroll and reporting purposes.
After all settings have been entered:
Click:
Save Settings
to activate the Automatic Mileage feature.
Mileage reimbursements are visible through payroll reporting.
Menu → Accounting → Reports
Run:
Payroll Report
The report will display mileage reimbursements generated by the system.
Automatically compensate caregivers traveling between client locations.
Include mileage reimbursements in payroll calculations.
Maintain a record of mileage traveled between client visits.
Track mileage reimbursement activity for reporting and auditing purposes.
Verify:
Automatic Mileage is enabled.
A Mileage Client has been selected.
A Mileage Charge Code has been selected.
The gap between shifts does not exceed the configured maximum.
The mileage falls within any configured minimum and maximum limits.
Verify:
The Payroll Report includes the applicable date range.
The Mileage Client is configured correctly.
Mileage records were generated during the selected period.
Verify that the correct administrative Mileage Client has been selected in Site Settings.
Create a dedicated Mileage Client for reimbursement tracking.
Use a specific Mileage Charge Code.
Review mileage reimbursements regularly through payroll reports.
Establish reasonable minimum and maximum mileage thresholds.
Verify agency reimbursement policies before enabling automatic mileage.
| Setting | Purpose |
|---|---|
| Second Shift Must Take Place on Same Day | Restricts mileage to same-day shifts |
| Auto Mileage Client | Administrative client used for mileage records |
| Max Minutes Between Shifts | Maximum allowable gap between shifts |
| Minimum Miles | Minimum distance required for reimbursement |
| Maximum Miles | Maximum distance allowed for reimbursement |
| Auto Mileage Charge Code | Charge code assigned to mileage entries |
The Automatic Mileage Between Two Shifts feature allows Aaniie to automatically calculate mileage reimbursement between qualifying caregiver shifts. By creating a dedicated Mileage Client, configuring mileage settings, and assigning an appropriate charge code, agencies can streamline mileage tracking and reimbursement while maintaining accurate payroll records.