This guide outlines how Travel Time, KM Band, and Pro-Rata calculations are configured and applied within Webcare. The system automates the mapping, calculation, and reporting of kilometres (KMs) and travel time for service delivery.
1. Manage Services
In the Manage Services module, administrators can define:
- Service Codes (e.g. HCS03A)
- Associated KM Codes (e.g. HCSTDB1, HCSTDB2)
- Associated Travel Time Codes (e.g. HCSTTB1, HCSTTB2)
These codes form the foundation for linking services with corresponding travel and distance calculations.
💡 The Travel Time calculation works the same way as KM — both are based on the distance travelled.
2. Service Code & KM Mapping
In Service Code & KM Mapping, each KM Code is mapped to its related Service Code. This ensures that the appropriate rate applies based on the distance travelled.
Example: Service Code HCS03A
- ≤ 15 kms (within KM Band limit): Apply HCSTDB1
- > 15 kms (exceeds KM Band limit): Apply HCSTDB2
For Service Code HCS03A:
| Travel Distance | Code Applied | Description |
|---|---|---|
| ≤ 15 kms | HCSTDB1 | Short-distance travel |
| > 15 kms | HCSTDB2 | Long-distance travel |
✅ Example:
If a staff member travels 12 kms, Webcare applies HCSTDB1.
If they travel 35 kms, Webcare applies HCSTDB2.
3. Fee Chart Setup
In the Fee Chart, rates are defined for each code. These rates determine how much is paid for the service and related travel.
a. Service Rate Calculation
- Rate Factor 1
- Total = Rate × Hours
- Example: $25.50 × 3 hours = $76.50
- Rate Factor 8
- Total = (Rate ÷ 8) × Hours
- Example: ($25.50 ÷ 8) × 3 hours = $9.56
b. KM Band Rate Calculation
- If travel is ≤ 15 kms, Webcare applies the band rate directly.
- Example: 12 kms → HCSTDB1 = $12.50
- If travel is > 15 kms, Webcare applies the pro-rata rate per kilometre.
- Example: 35 kms → HCSTDB2 = $0.80 × 35 = $28.00
This configuration ensures the system automatically applies either a fixed rate or a calculated rate per kilometre based on the distance travelled.
4. Client Services
When assigning a service to a client, select:
- The relevant Service Code (e.g. HCS03A)
- The associated Fee Chart
Webcare automatically applies the correct KM and Travel Time mappings and rates in all related financial and operational reports.
5. Scheduler and Timesheet Entry
When staff complete their timesheets in the Scheduler, they must record:
- Kilometres travelled
- Travel time
These entries are used to determine the applicable Service, KM, and Travel Time codes for each shift.
6. Invoicing and Payroll Reports
Webcare automatically applies the appropriate codes and calculations in Invoicing and Payroll Reports. This includes the base service rate, KM Band rate, and any pro-rata adjustments.
Example 1: Staff Travel ≤ 15 kms
Staff: Anna
Date: 27/10/2025
Shift: 7:00 AM – 11:30 AM (4.5 hrs)
Travel: 9 kms
| Code | Description | Quantity | Unit Rate | Subtotal |
|---|---|---|---|---|
| HCS03A | Service Code | 4.5 hrs | $25.50 | $114.75 |
| HCSTDB1 | KM Code (≤15 kms) | 9 kms | $12.50 | $12.50 |
Total: $127.25
Example 2: Staff Travel > 15 kms
Staff: Anna
Date: 28/10/2025
Shift: 7:00 AM – 12:15 PM (5.25 hrs)
Travel: 35 kms
| Code | Description | Quantity | Unit Rate | Subtotal |
|---|---|---|---|---|
| HCS03A | Service Code | 5.25 hrs | $25.50 | $133.88 |
| HCSTDB2 | KM Code (>15 kms, Pro-Rata) | 35 kms | $0.80 | $28.00 |
Total: $161.88
Summary
| Scenario | Calculation Type | Example | Total |
|---|---|---|---|
| Short Distance (≤ 15 kms) | Band Rate | 12 kms × $12.50 | $12.50 |
| Long Distance (> 15 kms) | Pro-Rata | 35 kms × $0.80 | $28.00 |
- Band Rate → applied exactly as shown in the Fee Chart.
- Pro-Rata Rate → applied per kilometre travelled.
7. Key Takeaways
Webcare automates the calculation of service, travel time, and KM rates based on configured rules. Once mappings and rates are established:
- Staff simply record their kilometres and travel times.
- The system applies the correct codes and rates automatically.
- Invoicing and payroll outputs remain consistent, accurate, and compliant with organisational rate structures.
- The distance travelled determines which rate is applied.
- KM Bands define when to switch from a flat rate to a per-km rate.
- The same logic applies to Travel Time codes.