It is possible to calculate commute expenses for employees whose work location varies by day, such as those working at multiple stores.
*To use this feature, the “Use commute expenses: On” setting must be enabled in your company's commute allowance policies.
Pre-settings
Ⅰ. Overall settings
Ⅱ. Setting target employees
How to use
Register commute patterns
Register commute expenses
Pre-settings
Ⅰ. Overall settings
You change the settings to enable the use of the multiple commute expenses feature.
① Click ADMINS［Company settings］.
② Click “Payroll” - “Payroll related policies”.
③ Click “Commute allowance Policies”.
④ Click “Edit.”
⑤ Change to “Use Commute expenses: On”.
⑥ Select “Commute patterns and usage edit access.” Refer to the following table for the differences.
⑦ Click “Save.”
Ⅱ. Setting target employees
Enable “Use commute expense reimbursement” for the target employees.
① Search for the target employee.
② The “Settings > Employee summary” screen for the relevant employee will be displayed.
Click “Commute expenses” - “Commute expenses”.
If your company use the “Expense reporting function,” the tab will be displayed as “Expenses.”
Click “Expenses” - “Commute expenses”.
③ Click “Edit.”
④ Switch the toggle to “Use commute expense reimbursement: On”.
⑤ Click “Save.”
＜The “Edit” button is hidden＞
During the payroll period, the “Edit” button at ③ will not be displayed; instead, “Changes locked” will be shown.
You will be able to edit after the payroll period ends. However, if you need to make changes during the period, please contact us. We will modify the settings for you.
How to use
Register commute patterns
If the admins can register commute patterns and usage days in step ⑥ of “Ⅰ. Overall settings” under “Pre-settings” in the preceding section, you can register commute patterns for the target employees.
(Depending on your settings, both the employee themselves and the supervisor of the target employee can register.)
If you only allow employees to register usage dates, or if you register patterns on behalf of employees, follow these steps:
① Search for employees to register their commute patterns.
② The “Settings > Employee summary” screen for the relevant employee will be displayed.
Click “Commute expenses” - “Commute patterns”.
If your company use the “Expense reporting function,” the tab will be displayed as “Expenses.”
Click “Expenses” - “Commute patterns”.
③ Click “New pattern.”
④ Enter the “Route name” and “Total amount” in the settings, and also enter the “Commute route”.
Please enter the “Total amount” as the one-way fare.
⑤ Click “Save.”
⑥ The first registration is complete. Click “New pattern” to register the second one.
⑦ Enter the “Route name” and “Total amount” in the settings, and also enter the “Commute route”.
⑧ Click “Save.”
You have created multiple commute patterns.
*If there are three or more patterns, repeat steps ⑥ through ⑧.
Register commute expenses
If the admins can register commute patterns and usage days in step ⑥ of the “Ⅰ. Overall settings” under “Pre-settings” in the previous section, you can also register usage days for eligible employees.
(Depending on your settings, both the employee themselves and the supervisor of the target employee can register.)
If you register an employee's usage day on their behalf, follow these steps:
① Click “Commute expenses” - “Commute expenses” for the relevant employee.
If your company use the “Expense reporting function,” the tab will be displayed as “Expenses.”
Click “Expenses” - “Commute expenses”.
② Click the name of the pattern to use.
③ Click the “Route going” or “Return route” for the date the employee uses that pattern.
The above will be reflected as shown in the figure.
To register the same pattern consecutively, please click “Route going” (or “Return route”) again.
To use a different pattern, proceed from step ②.
When fares are revised
When transportation fares are revised, Workcloud does not automatically reflect the revised fares.
For new commute expenses, we recommend that you register a new pattern.
Please change the route name before the revision, etc.
For revised dates, click on the newly registered pattern.
Example in the figure above: Click the route name before revision, change the name to “（旧）吉祥寺-東京,” and overwrite the registration.
After that, register the revised fare under “New pattern” with the name “吉祥寺-東京.”
・Click here for the Japanese version of this manual.
複数の通勤費を登録する（管理者用）
・Click here for the supervisor's manual.
Register multiple commute expenses for subordinates
・Click here for the employee manual.
Register multiple commute expenses（For employees）