How do I send kilometres to KeyPay via work types?

This is the process required to setup and process travel related charges in nightingale and send them to KeyPay for payment.

Step 1 A Pay Category, Work Type and rule set must be setup in keypay in order for us to send the travel charges with this work type that will trigger the rules for pay. In order to set these up please follow the instructions setup by KeyPay

https://support.yourpayroll.com.au/hc/en-au/articles/4405446822671-Setting-up-KM-Allowance

Once all the steps in the KeyPay article have been completed its important to sync work types and location into nightingale so we have the work type to be later applied to travel related charges. This can be done by navigating to Organisation Settings > Finance > Send Timesheets To KeyPay. Randomly select any dates as for the sync dates are not important then select “Sync Work Types and Locations” In this article we assume you have already setup staff members. If not please look up one of articles to do so.

In order for travel charges to be sent to KeyPay there are a couple of things that must be done. A timesheet must then be generated and approved and travel KM’s should be marked against attendances either through the app or from the manage attendance page found on the left hand side menu.

A “Travel Charge Work Type” must be selected on the Send Timesheets To KeyPay page in order for travel charges to be included and sent to KeyPay.
NOTE: If this field is empty travel charges will not be included in the sending of the timesheet.
To determine how nightingale should calculate travel you will need to select a formula from the “Travel Formula” dropdown must have a value otherwise no travel charges will be sent to keypay.

Setting up an example
Firstly lets create a shift for a staff member that has been synced with KeyPay

Navigate to Manage Attendance from the LHS menu. Enter the date for the appointment we have just created. Under the client and staff filters add the client and staff member that were on the newly created shift.
Once you find the shift we have created you should be able to tick the checkbox and navigate to the bottom of the page where you will see a collection of KM based inputs. Ensure the status is attended and add some KM based travel. Once done select save

Currently we only send KM based transport to KeyPay so select an option involving KM based charges.

Navigate to the staff members dashboard and select Timesheets > Add Timesheet from here you can input the same date range you just used in client auto attendance travel and select Get Rostered Work. You should see the attended shift and another travel related charge with the note field saying “Travel Charge”. Save.

Once saved you will see a collection of timesheets for this staff member. Select the timesheet we have just created and approve it.

Finally navigate to Organisation Settings > Finance > Send Timesheets To KeyPay. Input the same date range for a third time, select the staff member we have been using and ENSURE “Travel Charge Work type” has a work type selected this should be the work type we synced at the very start. In my case and the KeyPay article examples case this work type will be “Kilometres Travelled” as so

You will then get a popup showing all results sent to KeyPay.

This can also now be seen in KeyPay