If you move or otherwise change your commute route, request registration for a new commute allowance.
* Your request will not be approved because the master information is locked to prevent changes during the payroll period. It will be approved after the lock is released.
Add a brand new commute allowance /route
■■In cases of using an "Office requests" ■■
■■For "Private transportation (Fixed amount)"■■
Add multiple commute allowance /route
■■In cases of using an "Office requests" ■■
■■For "Private transportation (Fixed amount)"■■
When fares are revised
Only one commute method is registered
Multiple commute methods registered
Registration screen
① Click on EMPLOYEES [My Profile].
② Click on "Payroll" - "Commute allowance".
■Those already registered for commute allowance
③ Click on "Request a new commute allowance."
Note: This message will not appear for companies that are not allowed to register for multiple commute allowance (add to the route currently being used and use another commute method).
The steps that follow depend on what you wish to register.
You begin by clicking on the “Add a brand new commute allowance / route” or “Add multiple commute allowance / route” button.
*Depending on your company settings, the “Add multiple commute allowance / route” button may not appear and may not be available to you.
■Those registering for commute allowance for the first time
③ Click on "Request a new commute allowance."
Please proceed to the next section, “Add a brand new commute allowance / route,” ⑦.
●Add a brand new commute allowance /route Those who use a different route than before for reasons such as moving. Those who are registering for commute allowance for the first time.
●Add multiple commute allowance /route Those who use another commute method in addition to their current commute method.
Add a brand new commute allowance /route
You request from the “Add a brand new commute allowance / route” in the following cases, etc.
・You are now on a different route due to moving etc. So you register a commute allowance for the new route.
・You have never registered for commute allowance before. You are registering for it for the first time.
(e.g.) I will use the new commute route (Kichijoji Station - Shinjuku Station) from April 1, 2024.
④ Click on "Add a brand new commute allowance /route".
*If you have never registered for a commute allowance before, this screen will not appear and you can proceed to ⑦.
⑤ Specify the end date of the current commute allowance in "Commute allowance end date" from the calendar.
(In the example, the new route will be used from April 1, 2024, so "March 31, 2024," the day before, is specified.)
Note: If you have never registered for a commute allowance before, this screen will not appear and you can proceed to ⑦
⑥ Click on "Save."
⑦ Enter the new commute allowance details.
⑧ Click on "Submit request."
The message shown above appears at the top of your screen.
■Those already registered for commute allowance
⑨ The above figure shows the request completed and awaiting approval.
The message “IMPORTANT NOTE: If this commute allowance is not part of a multiple commuter pass set, please also set the end date for the current allowance” is displayed at the top, but please ignore it.
If this is approved, the end date of the existing commute allowance will be set to the date specified in ⑤.
■Those registering for commute allowance for the first time
⑨ The above figure shows the request completed and awaiting approval.
■■In cases of using an "Office requests" ■■
If your company uses office-request (i.e., you are reimbursed for transportation only for the number of days you are in the office) and you need to change your commute allowance, please use the following information to set it up.
Select "Allowance period" as "Daily."
Set the monthly amount (e.g. 6950) in "Total commute allowance" and the daily amount (e.g. 460) in "Daily commute amount."
■■For "Private transportation (Fixed amount)"■■
The basic content and areas that have been changed are described below.
Notes: If you commute to work by car or motorcycle and your company asks you to register the distance rather than the amount of commute allowance, please refer to the manual "Commute allowance for automobile/motorcycle use (Cases of registering commute distance)".
Add multiple commute allowance /route
If you wish to use the currently registered commute method, but also add other commute methods, request them through “Add multiple commute allowance / route”.
Notes: Depending on your company settings, the “Add multiple commute allowance / route” button may be hidden. In that case you will not be able to make the following request. Please ask your company's HR or other staff.
(e.g.) You are currently registered for the Kichijoji-Shinjuku train commute; from April 1, 2024 you will also take the bus from the bus stop nearest your home to Kichijoji Station.
④ Click on "Add multiple commute allowance /route".
⑤ Set only what you want to add to the current commute method.
⑥ Click on "Submit request."
The message shown above appears at the top of your screen.
The above figure shows the request completed and awaiting approval.
The message “IMPORTANT NOTE: If this commute allowance is not part of a multiple commuter pass set, please also set the end date for the current allowance” is displayed at the top, but please ignore it. You do not have to do anything.
⑦ Once approved, the currently used commute allowance plus the contents of this registration will be displayed.
In the above example, the commute allowance is 6950 yen until March 2024, and 9910 yen will be added to that amount from April 2024 onward, resulting in a combined total of 16860 yen.
■■In cases of using an "Office requests" ■■
If your company uses office-request (i.e., you are reimbursed for transportation only for the number of days you are in the office) and you need to change your commute allowance, please use the following information to set it up.
Select "Allowance period" as "Daily."
Set the monthly amount (e.g. 9910) in "Total commute allowance" and the daily amount (e.g. 460) in "Daily commute amount."
■■For "Private transportation (Fixed amount)"■■
The basic content and areas that have been changed are described below.
Notes: If you commute to work by car or motorcycle and your company asks you to register the distance rather than the amount of commute allowance, please refer to the manual "Commute allowance for automobile/motorcycle use (Cases of registering commute distance)".
When fares are revised
When transportation fares are revised, Workcloud does not automatically reflect the revised fares.
You will need to make a new request for the revised fares.
Note: The revised “Commute allowance start date” you register in Workcloud will vary from company to company.
Refer to whichever one applies to you.
●Only one commute method is registered Those registered for train commute only or bus commute only
●Multiple commute methods registered Those who have registered train and bus or train (bus) and other commute methods using “Add multiple commute allowance / route”
Only one commute method is registered
This applies to those who register only for train commute or only for bus commute.
(e.g.) Up to now, the monthly train pass fare is 9,430 yen. With a start date of April 1, 2025, you request the revised train pass fare (9,780 yen).
① Click on “Request a new commute allowance.”
In the “Current commute allowance” section at the bottom, you will see the commute allowance you currently use.
Note: This message will not appear for companies that are not allowed to register for multiple commute allowance (add to the route currently being used and use another commute method) in the upper section.
② Click on “Add a brand new commute allowance / route.”
③ Set the day before the date to register the revised fare in the “Commute allowance end date” field.
(In the example, you register a new fare with the date of April 1, 2025, so you specify “March 31, 2025,” the day before.)
④ Click on “Save.”
⑤ Enter the details of the revised commute allowance.
(In the example, set “April 1, 2024” for “Commute allowance start date” and “9780” for “Total commute allowance.)
Enter the same route as before for the commute route.
For other input details, see ⑦ under “Add a brand new commute allowance / route”. If you also use Office Work requests, please also refer to “**In cases of using an ‘Office requests’**”.
⑥ Click on “Submit request.” After this, it is the same as after ⑨ in “■Those already registered for commute allowance” in “Add a brand new commute allowance / route”.
Multiple commute methods registered
This applies to those who have registered the following combinations using the “Add multiple commute allowance / route.”
・Train and bus commute
・Train (or bus) and other commute methods (e.g., private car or bicycle)
(e.g.) You are registered to commute by bus and train. There is a bus fare revision. Until now, the monthly bus pass fare is 9,850 yen. You request the revised bus pass fare (10,290 yen) with a start date of April 1, 2024.
① Click on “Request a new commute allowance.”
* In the “Current commute allowance” section at the bottom, you will see the commute allowance you currently use.
② Click on “Add a brand new commute allowance / route.”
③ Set the day before the date to register the revised fare in the “Commute allowance end date” field.
(In the example, you register the new bus pass fare with the date of April 1, 2024, so you specify “March 31, 2024,” the day before.)
④ Click on “Save.”
⑤ For commute method with fare revision, enter the revised details.
(In the example, set “Commute allowance start date: April 1, 2024”, “Commute method: Bus (public)”, “Start date of use: Date the commute pass begins”, and “Total commute allowance: 10290”.)
Enter the same route as before for the commute route.
For other input details, see ⑦ under “Add a brand new commute allowance / route”. If you also use Office Work requests, please also refer to “**In cases of using an ‘Office requests’**”.
⑥ Click on “Submit request.”
The above figure shows the request completed and awaiting approval.
All current commute allowances reflect the commute allowance end date in ③. Therefore, it is also reflected in the other commute method without revision.
⑦ Under “Current commute allowances,” click “Edit” for any commute method that has not been revised.
(In the example, click “Edit” for “Commute method: Train (public)”).
⑧ Leave the “Commute allowance end date” date blank.
*Depending on the company setup, you may need to re-attach the “Commute allowance proof”.
⑨ Click on “Submit request.”
⑩ Once approved, the commute method with fare revision will become effective from the “Commute allowance start date” specified in ⑤. Until then, the amount is the same as before the revision. For commute method that have not been revised, the fare will remain the same as before.
・Click here for the Japanese version of this manual.
通勤手当を登録・変更する
・If you commute to work by car or motorcycle and have been told by your company to register the distance rather than the commute allowance amount, please refer to this manual.
Commute allowance for automobile / motorcycle use (Cases of registering commute distance)
・If you work at more than one store or otherwise work at different locations on different days, see here.
Register multiple commute expenses
Note: *Refer to the "For employees" and register.