Company admins can link position titles to business trip allowances and reflect them in payroll.
Employees register it on the dashboard and timesheet screen.
See “Business trip request (for admins)” for business trip settings that require approval requests.
To use business trip registration without approval requests, please follow the steps below.
*We will register or change the “Ⅲ. Tax setting and amount of business trip allowances”.
＜Changes＞
With the September 6, 2024 release, Workcloud has changed the payroll-related configuration screens.
Previously, client admins were able to register and change the amount of business trip allowances. However, after the release date, it is no longer possible, “view only”.
Please contact us if you would like to register a new business trip allowance amount, change the current amount, or change the taxable/non-taxable setting. We will set it up for you.
Settings
Ⅰ. Register a position title to be tied to the business trip allowance
Ⅱ. Tie the position title to the target employee
Ⅲ. Tax setting and amount of business trip allowances
Employee-side operation
Period during which business trip allowance settings cannot be changed
Settings
Ⅰ. Register a position title to be tied to the business trip allowance
Note: If the position title to be used has already been registered, this step is not necessary. Please proceed to II.
① Click ADMINS [Company settings].
② Click on “HR” - “Titles”.
③ Click on "Add new title".
④ Enter the position title to be tied to the business trip allowance in the "Team member title" field.
⑤ Click "Save."
⑥ The name will appear in the "Available titles" section.
* If you have not yet registered employees for the position title you created, you can delete that title by clicking the "X" on the far right.
Ⅱ. Tie the position title to the target employee
Note: If a position title has already been registered for the target employee, this step is not necessary. Please proceed to III.
① Click on "Set employee titles." Go to the "Teams & organization" screen.
② Click on the name of the team to which the target employee belongs.
③ Click on "No title" for the target employee.
④ Select a position title other than "No title (Use only custom title)".
⑤ Click "Save."
⑥ The message "Changed title for employee" will appear at the top of the screen.
⑦ The title you set will appear under the employee's name.
Ⅲ. Tax setting and amount of business trip allowances
By following the steps below, you will be able to see your current business trip allowance setup.
When you add a new position title(s) in the “Ⅰ. Register a position title to be tied to the business trip allowance”, set the amount of the business trip allowance. Please let us know the amount you would like to set, as we will do this for you.
① Click on ADMINS [Company settings].
② Click on “Payroll” - “Business trip allowances”.
■New position added
③ The amount of “Domestic allowance” and “Overseas allowance” for the newly added position title is shown as “0”.
Please contact us with the amount you wish to set.
The default tax setting is “taxable,” but please let us know if you would like to set it as non-taxable as well.
■Amount already set
③ You can see the current “Domestic allowance” and “Overseas allowance” amounts.
Please contact us if you would like to change the amount or change the tax settings.
Employee-side operation
Employees register their business trip on the timesheet screen or the dashboard screen.
If they follow the steps below to register, the business trip allowances will be automatically recorded to their payroll.
■Timesheet screen
① On the Timesheet screen, in the Business trip date row, specify “Domestic business trip” or “Overseas trip” in the “Biz trip” column.
* Depending on company settings, “Overseas trip” may be hidden.
② A message will appear at the top of the screen saying, “Domestic (Overseas) business trip set”.
The business trip he/she specified in ① will be reflected in the “Biz trip” column.
■Dashboard screen
① Click on “Check out” in the “Check in/out” section on the right side of the dashboard screen.
② Click on “Direct / business trip” button.
③ Specify “Domestic business trip” or “Overseas trip” in “Business trip?”.
④ Click on “Check out”.
Notes: Depending on the company settings, the locations where employees can check in and out on the dashboard screen may be limited.
In that case, select “Other“ for “Where are you?”.
Enter the current location in the note field at the bottom, and then click “Check out” in ④.
⑤ The business trip he/she specified in ③ will be reflected in the “Biz trip” column of the timesheet.
Period during which business trip allowance settings cannot be changed
The system is locked so that no changes related to payroll can be made from the time we start calculating payroll until the payslips are published.
During this period, no changes or settings can be made.
・Click here for the Japanese version of this manual.
出張手当を登録する
・Employees register it on the dashboard and timesheet screens. Click here.
Attendance registration for direct and business trips
・If you would like to set up a request feature for business trips, please click here.
Business trip request (for admins)
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