The Automatic Travel Time Shifts feature allows Aaniie to automatically create travel time shifts when a caregiver travels between scheduled client visits at different addresses. These travel time shifts can be used to compensate caregivers for travel time between visits and ensure compliance with agency travel pay policies.
When enabled, the system calculates travel time based on the client addresses and automatically generates a travel shift between qualifying visits.
When a caregiver:
Clocks out of one client visit.
Travels to another scheduled client visit at a different address.
Clocks into the next scheduled visit.
Aaniie can automatically create a Travel Time shift between the two visits. The travel time is calculated using Google Maps estimated drive times between the client addresses.
Automatic Travel Time shifts are only created when the caregiver performs normal clock-in and clock-out activity on their scheduled shifts.
Travel Time shifts are not automatically created when management manually creates punchcards.
Navigate to:
Menu → Settings → Site Settings
Locate the:
Accounting section.
Enable:
Enable Automatic Travel Time Shifts
Once enabled, additional configuration options become available.
Select an administrative client that will be used to store and associate Travel Time shifts.
Many agencies create a dedicated administrative client such as:
Travel Time
Mileage Client
Travel Pay
This setting determines the maximum number of minutes allowed between two shifts before Travel Time is no longer automatically generated.
If set to:
240 minutes
Travel Time shifts will only be created when the gap between visits is 240 minutes or less.
The guide references 240 minutes (4 hours) as a commonly used threshold, but agencies should consult their own legal or HR advisors regarding travel pay policies.
Allows additional paid minutes to be added beyond the calculated travel time.
If Google Maps estimates:
15 minutes
And Extra Minutes is set to:
10 minutes
The Travel Time shift would pay:
25 minutes
This setting is commonly used when agencies want to provide additional time between visits.
This setting determines the hourly wage paid for Travel Time shifts.
The rate entered here becomes the agency default unless overridden at the caregiver level.
Optional charge codes can be assigned for:
Regular Travel Time
Time-and-a-Half Travel Time
Double-Time Travel Time
These charge codes assist with payroll tracking and reporting.
Facilities can be excluded from automatic Travel Time generation.
If a caregiver is moving between clients located within the same facility, the agency may choose not to pay travel time because no meaningful travel occurs.
Excluded facilities will not generate Travel Time shifts when caregivers move between clients within that same facility.
After all settings have been configured:
Click:
Save Settings
to activate the feature.
Travel Time pay rates can be customized for individual caregivers.
Menu → Staff → Staff Management
Locate the caregiver.
Click the + next to their profile picture.
Locate the Travel Time Rate field.
Selecting:
Agency Default
uses the Travel Time hourly rate configured in Site Settings.
Enter a specific amount if the caregiver should receive a different Travel Time rate than the agency default.
Entering:
0.00
prevents Travel Time shifts from being created for that caregiver and disables Travel Time pay.
Menu → Scheduling → Scheduling Dashboard
Schedulers continue creating client shifts normally.
When qualifying shifts exist, the system automatically creates the Travel Time shift between them.
Travel Time is based on:
Client Address A
Client Address B
Google Maps estimated drive time
The system creates a shift representing the travel period between visits.
Travel Time shifts are visible to caregivers:
The automatically generated shift appears on the caregiver's punchcard.
Travel Time shifts also appear in the caregiver mobile app for review.
Caregivers do not clock into or out of Travel Time shifts.
The shifts are created automatically by the system.
Travel Time shifts contain notes explaining how the payout was calculated.
To review:
Open the Travel Time shift.
Select Shift Notes.
The notes provide details regarding the generated travel time and any adjustments applied.
Automatic Travel Time creation does not occur when:
Management manually creates punchcards.
Auto-punch functionality is used for clock-ins and clock-outs.
In these situations:
Open the Scheduling Dashboard.
Create a manual shift.
Select the Travel Time client.
Select the Travel wage type.
These manually created Travel Time shifts appear in green on the Scheduling Dashboard.
Travel Time shifts can be assigned a dedicated Shift Tag for reporting and filtering purposes.
Navigate to the Travel Time client profile.
Open the client profile.
Go to Priority Info.
Edit the Default Shift Tag.
Select the desired Travel Time tag.
Save the changes.
Once assigned, Travel Time shifts can be:
Filtered on the Scheduling Dashboard
Included in reporting filters
Easily identified in payroll reporting
Separated from regular client care shifts
Automatically compensate caregivers traveling between client homes.
Maintain documentation of paid travel time.
Use Shift Tags to isolate Travel Time shifts in reports.
Exclude facilities where travel compensation is not applicable.
Verify:
Automatic Travel Time Shifts is enabled.
The caregiver clocked into and out of both visits normally.
The time between shifts does not exceed the configured maximum.
The caregiver's Travel Time Rate is not set to 0.00.
Review:
Client addresses
Google Maps estimated drive time
Extra Minutes configuration
Shift Notes
Travel Time must be entered manually when using auto-punch functionality.
| Setting | Purpose |
|---|---|
| Auto Travel Time Client | Administrative client used for Travel Time shifts |
| Max Minutes Between Shifts | Maximum gap allowed for Travel Time creation |
| Extra Minutes | Additional paid travel time |
| Default Hourly Rate | Travel Time pay rate |
| Excluded Facilities | Prevents Travel Time creation within selected facilities |
| Travel Time Rate | Caregiver-specific override |
| Default Shift Tag | Reporting and filtering |
Automatic Travel Time Shifts allow Aaniie to automatically create and pay travel time shifts between qualifying client visits. By configuring Travel Time settings, assigning appropriate rates, and utilizing Travel Time shift tags, agencies can streamline travel pay management while maintaining accurate payroll and reporting records.