The mileage report enables office staff to audit and export your carers mileage and travel time data across a timeframe they choose. The mileage report can be exported to Excel and PDF for further analysis.
Running the report
To run a mileage report:
Choose Reports in the main navigation
Select the report Type as Mileage
Choose a timeframe for the report
Pick the teams from the dropdown
Click View Report in the bottom right
Subjects
In the top left, you can choose a Subject. By default, this will be Carers, meaning each row in the report will show the mileage and travel time for each carer in the chosen teams. If you'd like to see the mileage and travel time for a specific Booking Type, Client, Service Contract Type, or Carer Contract Type instead of a specific carer, you can use the dropdown to change the subject.
Groups
In the top right, you can choose a Group. By default, this will be Subject, meaning the report will show overall totals. However, you can choose a different grouping method from the dropdown - such as Date or Week - if you'd like to break down the report into more detailed groups, instead of overall totals.
Filters
At the top, the Carers filter can be used to only see the mileage and travel time applicable to a single carer. To do this, open the Carers tab at the top and choose the carer from the dropdown.
Refreshing
If someone changes a carer, client, address, contract, or booking relevant to this report, please click the Refresh button on the right to retrieve the latest data.
Exporting
You can export the mileage report to PDF to send off or Excel for further analysis.
Columns
The mileage report consists of six columns spanning three categories:
The Booked Columns
The Booked columns are an overview of how far your carers have travelled, showing all mileage and travel time for the timeframe and teams chosen.
ℹ️ Booked columns will include all mileage and travel time, both between visits and to and from home, even if you're not paying or billing for it.
The Payable Columns
The Payable columns are a predicted forecast of how much of their booked mileage and travel time should be paid, based on the carers' contracts.
ℹ️ If you've already run payroll, the payable columns will only change when it's recalculated. Otherwise, it'll change whenever the journey data is updated.
The Paid Columns
The Paid columns show how much of their payable mileage and travel time is currently inside a payroll run. This may change if a payroll run is recalculated.
ℹ️ Paid columns won't update when the booked and payable mileage change unless the relevant payroll run is recalculated.
Not what you're expecting?
Read more about how to correct mileage and travel time figures here: Mileage and Travel Time.
How fast do the columns update?
When you make a change that impacts journey data, the mileage and travel time figures are not recalculated instantly. Instead, the recalculations are queued for processing, and may take longer than normal if there are more processes to perform.
ℹ️ Refreshing the mileage report will only pull through the latest mileage and travel time data after the recalculations are finished.
If the mileage and/or travel time is already inside a payroll run, you may need to recalculate the payslip before refreshing to retrieve the latest data.