The fuel/mileage and travel rates can be configured to automatically add an account charge and/or interpreter payment to any scheduled Onsite appointments that meet the minimum travel requirement.
Other types of expenses can't be configured to add to a rate automatically; however, you can still add them manually to an appointment:
- Parking/Tolls
- Public Transportation
- Taxi/Uber/Back Car
- Internet/Phone
- Meals/Food
- Hotel/Accommodations
- Airfare
- Other
Configuring Fuel/Mileage and Travel Rates
Navigate to Configuration > Billing > Expenses.
Fuel/Mileage Rates
Click the Edit button next to Fuel/Mileage to edit the Fuel/Mileage rate configuration.
This will generate a Pop-up with the rate configuration options.
- Rate per Mile: apply a universal rate for every mile travelled by the interpreter. The expense rate can also be customized on the appointment level.
- Based on Rate: Base the rate on the account or interpreter's respective rate for the appointment.
- Additional Options:
- Min Miles: the minimum number of miles the interpreter must travel in order for the rate to be applied.
- Max Miles: The maximum number of miles for which the travel rate will accrue.
- Automatically add to appointments for Interpreters.
- Automatically add to appointments for Accounts.
- Round-trip: The expense amount covers the interpreter's travel both to and from the appointment (ie, 2x the distance shown in the appointment).
Click Save Distance Rule once the configuration is complete.
Travel Time Rates
To edit the Travel Time rate, click the Edit button.
- Based on Interpreter/Account rate: every minute/hour of travel time will accrue the same rate as every minute/hour of the appointment.
- New Rate: this option applies a custom rate universally for both interpreters and accounts. The expense can also be customized on the appointment level.
- Additional Options:
- Min Time: the minimum amount of time the interpreter must travel in order for the rate to be applied.
- Max Time: The maximum amount of time for which the travel rate will accrue.
- Automatically add to Account expenses.
Click Save Distance Rule once the configuration is complete.