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Schads Awards - Travelling between Shifts

What the Award Says:

  • Travel between client locations during a single shift is considered time worked.

  • Travel time does not break the shift — the shift continues while travel occurs.

  • Travel from home to the first client or from the last client to home is not paid, unless specifically stated in an agreement.

  • When using a private vehicle for work travel, workers may be entitled to a per kilometre travel allowance, if authorised.

Key Conditions:

  • Travel time only counts as paid work if it happens between clients during rostered hours.

  • For split or broken shifts, travel between work periods may still be paid if it’s part of the duties.

  • A vehicle allowance may apply separately to the paid travel time.

  • Employers must ensure rosters and payroll reflect travel time correctly.

Practical Notes:

  • When scheduling, if a worker travels from Client A to Client B, record that travel time as paid work.

  • Make sure payroll and allocations include the correct pay rates, kilometres, and allowances.

  • Confirm if a vehicle allowance applies under Clause 20.7 of SCHADS.

  • Keep accurate logs of all travel and shift details to maintain compliance.

 

How is Travelling Between the Broken Shifts Calculated?

Travelling between clients is payable in case minimum worked hours condition is met.
 

Member will be able provide the information about the travel time taken from one client to another client along with distance source/destination addresses for reference purposes.

 

VX and Upwards

Member Process to claim via timesheet (KM) 

When reviewing shift details, you may see a Car icon or a Travel Option on the Submission screen.

This icon is an optional feature that allows Members to submit a travel claim and may not be applicable to all shifts/locations. For further information on your Agency's policy for Travel Claims please contact the Help Centre details found in your App.

If you are required to Submit a Travel Allowance Claim please select the Car Icon/Travel

If entered by Allocations these properties will already be filled

IPHONE ANDROID
Pending

 

You have 3 options when adding km, Use the Arrow to select your choices but use "Enter Journey Address"

  1. I will enter journey address - This involves you entering your starting and end address and then when you click get distance this integrates with your Google API and gets the total amount of km. 

IPHONE ANDROID
Pending

FIrst Screenshot is the KM the allocators have approved which can be edited


This screenshot below shows the member entering additional travel that they did onsite with their client that was not approved

You can now see Both Travel KM are now there, as well as "Veiw Agency Details" is there to see what was approved - screenshot below 

"Veiw Agency Details" shows the prior submission

When a professional confirms their timesheet, they will be able to view both the approved entries and any adjustments or additions that have been made.

If they select the will see orginal and submitted

Final timesheet looks like

 


Member Process to Travel Time via timesheet (Travel Time - Other Details) 

IPHONE ANDROID
 

When a member goes to submit we can see the "Other Details" is ticketed already

The member can select and see what the allocator approved

The member can edit the times by clicking in and changing the time - Then the "View Agency Details" appears because there is a change.

"View Agency Details" looks like this

When a professional confirms their timesheet, they will be able to view both the approved entries and any adjustments or additions that have been made.

Final Timesheet looks like this:

Allocations Process to claim

Travel KM

 

 

Travel Time - Ensure the shift at the end includes the travel time - enter as "other"

Finance will then review and process the travel time and kilometres submitted by members in the app or recorded in allocations, ensuring these details are accurately included in payroll.

This involves calculating the appropriate allowances and payments for eligible travel, confirming that all data aligns with compliance requirements and agency policy. All claimed travel time and distances are cross-checked with submitted journey details to ensure correct remuneration, with payments then reflected in the shift’s payroll processing.

Below are screenshots illustrating each individual stage of the process. Each step is visually documented to provide clear guidance on how to navigate and complete travel claims at every point, ensuring transparency and supporting accurate implementation across different devices and modules.

  • Travel and Other Hours will be highlighted as shown below
  • The shift is already split based on the other hours and it is splited to TT (Travel Time)
  • The travel KM entered is already there as well.
  • If you select "Travel" and "Travel Allowance", You will be able to compare what allocations, member and client entered.
  • If you select "Other Details" You will see the notes and TT in there and see if the member has changed it or not.

To ensure compliance and prevent clients from being inadvertently charged for KM or Travel Between Shifts by default, set up your rate card so that both per hour and per kilometre rates for travel are listed as “exclude” by default. Enter each rate with a charge amount of $0 to make sure no fees are applied unless explicitly intended.

Additionally, include a client finance note reminding your finance team not to process any charges for travel allowances unless there is a specific approval or instruction, safeguarding both compliance and client trust in your billing accuracy.

Prior to VX - 

Steps to be Followed by Member

Below are the steps which are required from members:

  1. Ask Members to submit the travel journey details via Member App. Our member app is equipped with this feature to enter the source, and destination address distance travelled & time taken in the notes.

  2. During the shift confirmation in the Finance module, the system will auto-notify the user to process the travel allowance on a shift due to the claim entered.

Steps to be Followed by the Staff

Step 1: Set up Travel Parameters including the description of the Travel condition for members to see as instructions on the app.

  • Go to Masters → Client Master → Travel Parameters (as shown in the below screenshot). Click Add New Travel Parameter, fill in the Travel Code & Travel Description and save the details.

  • In the Finance module, you have to update all Service Locations of Schad's awards to allow members to submit the travel from the app (as shown in the below screenshot).

Step 2: Member will submit the Travel from member app as shown in the below screenshots:

Step 3: In Finance Module, under the shift confirmation screen: the Travel Claim box will get highlighted for the user’s attention to apply the Travel claim minutes or not.

You have to perform manual calculations of the travel pay amount based on the travel time taken because you are not paying Travel as KMS.

Once you get the amount after calculations, then you will need to enter the payment amount in the box shown below and nothing in the charge box.