Back to Back Travel Time Guide

Admin Setup

Create Travel Time Client & Register Job Type

Confirm ‘Travel Time’ is a Registered Job Type

Setup Back to Back Settings from Administration Module

Steps to Track Travel Time & Run Payroll

Back to Back Schedule Report

Reviewing the Travel Time and Distance

Create Back to Back Schedule

Update/Remove Back to Back Schedule

Review Payroll Items

Admin Setup

Create Travel Time Client & Register Job Type

Please ensure your office has a client profile designated for Travel Time. If not, please go to the Clients tab > Add New Clients and enter the following mandatory fields:

First Name: Travel
Last Name: Time
Zip: Enter your territory’s zip code
Job Type: Select ‘Travel Time’
Referred By: Select Client/Family > Clients

Set Travel Time Job Type Rates

From the Administration Module View go to Job types > Private Pay settings.
- Note: If any other payers are covering travel time, please follow these same steps listed from the Insurance Agency Settings.

Assign a default Pay rate for this Job type. This Pay rate would be the default Pay rate that is planned to pay for travel time between the Schedules. The Bill rate would be zero for this Job type, since we are only using the Travel Time client profile for tracking hours.
- Note: It will be up to your office to decide on whether you apply the Holiday Rate on Invoice and/or Payroll.

Confirm ‘Travel Time’ is a Registered Job Type

If you created a new client (Travel Time) in KanTime, then you will see under the “Registered Job Type” section of the profile that they have been assigned Travel Time.
If you do not see ‘Travel Time’ on the profile, you can add it from the “Registered Job Type” section on the bottom lefthand side.
Click on “Edit” button, then the “Registered Job type” pop up screen will appear.

Select the newly Created Job type from the pop-up screen and click on “Save” button at the top.

Setup Back to Back Settings from Administration Module

Sign into the Administration Module and go to “Back to Back Schedule Settings” from Other Settings > Back to Back Schedules Settings (or) click on Back to Back Schedule Settings within the Quick Launch.

Next you will configure the Back to Back Schedule with the criteria below:
- Client: Select the newly created Client from the dropdown.
  - If you see multiple fields for Client, this is due to the option in Care+ to split travel cost by territory. This is typically used by larger agencies with at least 3-4+ territories.
  - If you do not have multiple territories, please reach out to HWCG Products team so that we can consolidate this to only one Client field.

Job Type: Select the newly created Job type from the Job Type dropdown.
Use Caregiver Pay Rate: Since you set the default pay rate for the Travel Time Job Type, you only need to enable “Use Caregiver Pay rate” flag if you wish to pay different rates to your Caregiver for the Travel Time.
Create: When creating Travel time Schedule between the Back to Back Schedules, schedules will be created for the Travel Time client and the assigned schedule Job Type will be ‘Travel Time’. There are 3 options below, however the first two will be the most common: Please note this data will be based on real time data from Google Maps.
- Schedule with Travel Time: will track travel time only and caregivers will self-report mileage driven for back to back shifts
- Schedule with Travel Time and Mileage: will track travel time and mileage
- Only Mileage: will track mileage
Max. Distance Limit warning for Mileage: Enter the required mileage in this field.
- The mileage listed here will be the limit for mileage paid between two shifts.
Max. Shift Payable for Schedules: Enter the required minutes in this field.
- If 60 is entered here, Care+ would pay for the actual gap between two schedules if the gap is up to 60 minutes. If the gap between two visits is over 60 minutes, Care+ would pay for the Travel Time calculated by Google Maps (not for the Gap between schedules).
- Please make sure that you review the state requirements to ensure you are meeting the criteria for the maximum eligible interval of time.

Steps to Track Travel Time & Run Payroll

Back to Back Schedule Report

You can create Schedules/Timesheets for the Travel Time, once the parameters above are set up:

Travel Time client profile is created
‘Trave Type’ Job Type pay rate is set
‘Travel Type’ Job Type is registered to Travel Time client profile
From the Reports tab select Caregiver > Back to Back Schedule Report and update your Date Span to match your accounting period.
Shift Gap filter will display only those Back-to-back schedules of a Caregiver that have a gap of less than or equal to the filter value.
- The recommendation is to pick a larger shift gap such as ‘3 Hr’ to make sure you capture the range of gaps for multiple shifts in a day.
Click on Display button to view the Back to Back Schedules of the Caregiver in the selected date range.

Reviewing the Travel Time and Distance:

The Travel Time quantity paid will be based on the required minutes entered in the Max. Shift Gap Payable for Schedules field from the Admin Module > Back to Back Schedule Settings.
You will need to select the check box to view the Travel time that is paid for the Caregiver.

Using our current example, the Max. Shift Gap Payable for Schedules is set to 60 Minutes.
- If 60 is the Max. Shift Gap Payable, then Care+ would pay for the actual gap between two schedules if the gap is up to 60 minutes.
- If the actual gap between two schedules is over 60 minutes, KanTime would pay for the Travel Time calculated by Google map (not for the Gap between schedules).

In the screenshot below the Actual Shift Gap between two Schedules for caregiver Darth Vader is 60 Minutes (Schedule 1 ends at 3 PM and Schedule 2 started at 4 PM), thus Care+ will pay for the actual gap between the two Schedules. In this case 60 minutes.

However, for caregiver George Clooney his Actual Shift Gap on Sept 16 is 180 Minutes (Schedule 1 ends at 1 PM and Schedule 2 starts at 4 PM). Care+ will pay for the Travel Time calculated by Google Maps, so 7 minutes for this day.

The Travel Time for George Clooney also has the warning symbol which is explained in the legend below.

Create Back to Back Schedule

Once reviewed you select the required record(s) and select the ‘Create Schedule’ button to create schedules for the Travel Time client profile.
- Only those Schedules that are checked in/out can be selected to create Schedules for Travel
- Note: Before creating the Schedule for Travel Time, you have the option to change the Travel Time values. You can enter the required Travel Time value, if you wish.

Once you have created the Travel Time Schedules, you can view these Schedules under the Travel Time client or under that particular Caregiver.

This is the Travel Time schedule that tracks the caregiver details for back to back shifts that day.

This is the caregiver (George Clooney) schedule that shows their visits as well as Travel Time recorded for back to back visits that day (marked in red).

Update/Remove Back to Back Schedule

From the Timesheets tab > Client Timesheet enter your Date Span and select the Travel Time client
If you wish to delete these created Travel Time schedules, you will need to Un-approve the specific schedules and Save
Then select those schedules and select the ‘Undo Check In & Out’ the button
Select the Edit pencil icon to open up the Schedule Details window
Find the hamburger icon in the top right corner and from the dropdown choose ‘Cancel Schedule’ will remove the visit
To re-create the Travel Time schedule, navigate to Reports > Caregiver >Back to Back Schedule Report and set your criteria to display the Travel Time visits that need to be captured

In the screenshot below I want to delete the Travel Time visit for caregiver George Clooney on 9/12 & 9/14 – it has been unapproved and there are no Check In & Check Out timestamps under ‘Actual Time’.

Then I will click on the Edit icon to open the Schedule Details and then find the option to ‘Cancel Schedule’

Review Payroll Items

To review payroll details for a caregiver, go to Accounting > Create Payroll and then select your Date Span and caregiver. Then hit ‘Display’.

Under ‘Payroll Summary’ you will see the Travel Time to be paid and under ‘Additional Items’ you will see the Mileage to be paid for that Date Span.
- Please note that edited hours, including Travel Time, are subjected to “Round off Settings” and will use the same direction and minutes set up in the Admin view.