Total Mobile update - 06.07.22
Dear Colleagues,
We are about to launch a new enhancement to the Total Mobile solution which will result in all homecare mileage being recorded digitally, in real-time, in the app and automatically being reimbursed in the relevant payroll period.
This new process will go live around 14:30 on Friday the 8th July. The new mileage process is straightforward as you will see in the guide.
At your first visit after 14:30 on Friday, when you update the app to confirm you have arrived, you will be asked to select your method of transport, which the app will then remember until you change it to another method (see the guide for more information).
You can choose from the options ‘Car – Personal’, ‘Car - Pool’, ‘Cycle’ or ‘Walk’.
All staff who are a walker, or using a pool car:
Once you select these either of these methods of travel, you will be able to progress through the normal visit workflow without entering any mileage information.
All staff who are cycling or using a personal car:
You will be asked to enter the mileage that you travelled to the client visit and select whether it was a ‘Home-to-Client’ visit or a ‘Client-to-Client’ visit. If you have travelled to the visit from your home location, choose ‘Home-to-Client’ , confirm whether this is the first journey of your day and submit the form. Otherwise, choose ‘Client-to-Client’ and submit the form.
You should then continue with the visit completing the steps in the App as you go as per normal process.
You will be prompted when you ‘Arrive’ at each visit to enter the mileage you have travelled to get there.
If you have used a personal car or bicycle for your last visit of the day and are NOT a relief worker, you MUST complete an end of day mileage form to ensure that your mileage for your journey home has been captured in the App. Failure to do this may result in that last journey of the day not being captured correctly and result in unclaimed miles not being reimbursed.
An ‘Ad-Hoc Mileage Capture’ form has also been created to allow you to digitally claim mileage for any non-visit work related journeys that you have undertaken, such as PPE collection or training journeys. This form is available within the ‘Expense Receipts’ section of the Total Mobile app.
All mileage claims will be automatically generated then checked and approved for payment by the management team as per current policies.
We anticipate that this enhancement will bring significant benefits for you; namely it will record claimable mileage as you go. You will no longer need to spend time manually recording and submitting paper mileage claims. Mileage will be paid for each payroll period as per the recorded mileage in the App. You will be able to see all the mileage you have claimed through the app as shown in the guide.
Please ensure that all paper based mileage claims for the June payroll period (and any for earlier periods) that have not yet been processed, are submitted to your manager by the 29th July 2022 at the latest. This is the cut off point for submission of all outstanding, paper based mileage claims.
An updated Total Mobile guide is available within the ‘Training Guides’ section of the Total Mobile app.
If you have any questions after reading the guide, please contact your manager in the first instance who will be able to help you.
Regards
The Total Mobile Project Team