If you use an automobile or motorcycle, you can either register the amount or the commute distance (in kilometers) on the Commute allowance screen.
This manual describes the procedure for registering the commute distance (in kilometers) and applying for it.
*During the payroll period, the commute allowance cannot be changed because the master information is locked to prevent changes.
＜Usage Notes＞
・The only employees who use this feature are those who commute to work by automobile or motorcycle and are additionally told by their company to register their commute distance on the Commute allowance screen.
・To use this function, the administrator must set up the gasoline unit price and other pre-settings.
If you would like to use this function in the future, please contact our support team.
How to register (change)
Add a brand new commute allowance / route
Add multiple commute allowance / route (Add to current commute method)
How to register (change)
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 used to commute by train, etc. but are now commuting by automobile or motorcycle (if commute allowances are paid based on the number of commute distance). Or those who have already registered for this commute method but the number of commute distances will change due to moving or other reasons. Those who are registering for commute allowances for the first time.
●Add multiple commute allowance / route (Add to current commute method) Those who would also add automobile or motorcycle commute to their current commute method. (if that commute allowance is paid by the number of commute distance).
(e.g.) You are currently registered for train commute only. You add to this the commute by your automobile from your home to the nearest station.
Add a brand new commute allowance / route
You request from the “Add a brand new commute allowance / route” in the following cases, etc. This commute allowance is paid based on the number of commute distance.
・You used to commute by train, etc. However, you wish to change to commute by automobile (or motorcycle).
・You are already registered for this commute method. However, you change the number of commute distances due to moving, etc.
・You have never registered for commute allowance before. You are registering for automobile (or motorcycle) commute for the first time.
(e.g.) I used to commute by train. However, I will change to commute by my automobile from February 1, 2025.
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 of the current commute allowance in “Commute allowance end date” from the calendar.
(In the example, the new method will be used from February 1, 2025, so “January 31, 2025,” the day before, is specified.)
*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.
Add multiple commute allowance / route (Add to current commute method)
To add automobile or motorcycle commute to the other commute method in use, request it through the “Add multiple commute allowance / route” button. This commute allowance is paid based on the number of commute distance.
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 train commute only; you request to add an automobile commute from your home to the nearest train station starting February 1, 2025.
④ Click on “Add multiple commute allowance / route”.
⑤ Set what you want to add to the current 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 5,280 yen until January 2025, and 60,000 yen will be added to that amount from February 2025 onward, resulting in a combined total of 65,280 yen.
When fares are revised
This applies to those who have registered this commute method in combination with train (or bus) using the “Add multiple commute allowance / route.”
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.
(e.g.) There is a train fare revision. Until now, the monthly train pass fare is 19,380 yen. You request the revised train pass fare (23,550 yen) with a start date of October 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 train pass fare with the date of October 1, 2024, so you specify “September 30, 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: October 1, 2024”, “Commute method: Train (public)”, “Start date of use: Date the commute pass begins”, and “Total commute allowance: 23550”.)
Enter the same route as before for the commute route.
For other input details, see ⑦ under “Add a brand new commute allowance / route”.
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 allowance,” click “Edit” for automobile (or motorcycle) commute method that has not been revised.
⑧ Leave the “Commute allowance end date” date blank.
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. The amount of commute by automobile (or motorcycle) remains the same.
Click here for the Japanese version of this manual.
自動車・オートバイ使用の通勤手当（通勤距離数を登録する場合）