> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Travel time confirmation

> Step-by-step guide to confirming travel time and kilometre entries for payroll

After calculating between-visit kilometres and reviewing transport kilometres, you need to confirm the entries so they flow through to payroll and invoicing. This guide covers the steps to review and finalise travel-related timesheet data.

## Setting up travel time export

Before travel time flows through to payroll and invoicing exports, configure the export settings in VCore:

1. Go to **Settings** → **Finance** → **Kilometre**
2. Set the **Max minutes between shifts** - travel time between shifts that exceeds this threshold is excluded from the calculation
3. Select a **Pay Code (Travel Time)** from your accounting software to map the travel time entries to
4. Set the **Travel Time Charge/Pay** option:

| Option            | Effect                                                          |
| ----------------- | --------------------------------------------------------------- |
| Charge and Pay    | Travel time is charged to the client and paid to the worker     |
| Charge but No Pay | Travel time is charged to the client but not paid to the worker |
| No Charge but Pay | Travel time is paid to the worker but not charged to the client |
| No Charge No Pay  | Travel time is not charged or paid                              |

5. Tick the **Export Travel Time** checkbox
6. Click **Save Changes**

<Note>The first shift of the day is always excluded from the travel time calculation. Travel time exceeding the **Max minutes between shifts** threshold is also excluded.</Note>

## Instructions

<Steps>
  <Step title="Open the worker's timesheets">
    Go to **Timesheets** → **Timesheets**, find the worker, and click **Edit** to open their timesheet view.
  </Step>

  <Step title="Calculate between-visit kilometres">
    Click the **Calc KM** button at the bottom of the screen. This populates the **KM No Charge** column with automatically calculated distances based on client addresses and the time between shifts.

    <Note>The calculation uses settings configured in **Settings** → **Finance** → **Kilometre**. The **Max minutes between shifts** threshold controls which shifts are included in the calculation. Distances above the **Max KM warning** threshold are flagged with a warning for review.</Note>
  </Step>

  <Step title="Review transport kilometres">
    Check the **KM** column for any transport kilometres recorded by workers in the Vworker app. Override any incorrect values if needed.
  </Step>

  <Step title="Lock finalised values">
    If you've overridden any between-visit kilometre values, tick the **Lock KM No Charge** column for those entries. This prevents the values from reverting when you click **Calc KM** again.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes** to confirm all travel time and kilometre entries.
  </Step>
</Steps>

<Warning>Always save after calculating or making changes to kilometre values. Unsaved changes are lost when you navigate away from the page.</Warning>

## Running into issues?

See [Timesheet troubleshooting](/troubleshooting/timesheet-issues) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="Travel time and kilometres" icon="route" href="/timesheets/travel-time-and-kilometres">
    Overview of how Visualcare captures transport and between-visit kilometres
  </Card>

  <Card title="Roster time settings" icon="gear" href="/timesheets/travel-time-default-settings">
    Configure shift timing, late shift thresholds, and roster behaviours
  </Card>

  <Card title="Payroll settings" icon="gear" href="/timesheets/payroll-settings">
    Configure kilometre charge rates and pay codes for export
  </Card>
</CardGroup>