Business trips

New business trip

There are several ways to add a Business Trip activity:

• In the Attendance agenda, click the Add button in the upper left corner and select Business Trip.
• In the Attendance agenda, select a specific day and add a Business Trip to the entries.
• In the Attendance agenda, click the car icon in the upper left corner, drag the selected days with your mouse, and add a Business Trip.

All options lead to a dialog box for setting up this specific Business Trip. Below is a description of the individual tabs in this window.

Basic

• The mandatory information to be entered for a Business Trip is Person, From, and To.
• Vehicle - if none is offered yet, enter the license plate number or other vehicle identification in this field. All vehicles already entered will be offered for the next Business Trip.
• Count only length of planned shift - settings for each Business Trip separately is based on the default activity settings, see below.

Path - If a Business Trip is entered from a mobile application where GPS is enabled, it is possible to download a GPX file containing the route tracking.

Fuel pumping - Allows you to add fuel pumping records. The information is then exported in print reports.

Mileage - Provides information about the number of kilometers traveled. It is also possible to automatically calculate the distance traveled in the Distance field on the tab 1 Basic.

• On tab 1 Basic, select Vehicle
• On tab 4 Mileage, check Only during the days of this business trip
• Enter the initial and final mileage
• Click on the blue Recalculate button

One-day and several-day business trips

If an employee is going on a several-day business trip, it is possible to

• create one Business Trip for each day
• create one Business Trip for several days

The only difference is the graphical display in Attendance. A several-day business trip is graphically displayed overnight. However, when adjusting the settings, it can count the hours of the Business Trip and the hours worked in the same way as if they were entered separately for each day.

You can find an overview of business trips in the Attendance agenda under the car icon in the upper left corner.

This is where business trips are managed. Depending on the permissions of the currently logged-in user, it is possible to view or edit business trips, including their parameters.

In Attendance - Print, you can use the Business Trips and person's Business Trips print reports.

Default settings for business trips

1. This can be done in the User Menu (Your name in the top left corner) - Attendance - Attendance Activities.
2. Find the Business Trip activity in the list displayed.
3. Go to the 4 Other tab.

The setting options are as follows:

• Count only length of planned shift - only the number of hours corresponding to the length of the shift planned for the given day will be counted as working time.
• Finish in progress attendance - if checked and the user enters the start of a Business trip, the current activity will be stopped. If not checked, these two activities will run in parallel in attendance.
• Working time calculation method
  • Shift interval - calculates the Business Trip only in the time period during which the shift takes place.
    • It is possible to select whether this will also apply to the first and last days. 
    • If it does not apply to the first and last days, the first day of the Business Trip is counted from the start to the end of the shift, and the last day from the start of the shift to the end of the Business Trip.
  • Shift length
    • Only the number of hours corresponding to the length of the planned shift will be counted as working time, regardless of the start and end times of the shift.

Most common uses of business trips

1. The user enters the Business Trip on the day of departure, Business Trip is counted as working time.
2. The user enters the Business Trip in advance so that it is visible in the attendance plan.The Business Trip is not counted as working time. For a realistic activity report, the Work activity is entered.
3. The user enters a request for a Business Trip in advance and then the Business Trip itself on the day of departure. It is necessary to have a special activity that will be designated for planning in the form of a request. The Business Trip itself is then counted as time worked.

Business trip ends ongoing activity

Termination can be set in the following places:

• web application (see business trip settings above)
• Time Clock application - options can be found by clicking on Menu (3-line icon) - Settings
  • Entering an activity ends the Business Trip
  • Entering a Business Trip ends ongoing activities
• My Attendance application on your phone - in Menu (3-line icon) - Settings, you will find the same options as those available in the Time Clock application