{"id":188,"date":"2021-01-19T18:54:54","date_gmt":"2021-01-19T18:54:54","guid":{"rendered":"https:\/\/help.insperity.com\/bps\/?post_type=ht_kb&#038;p=188"},"modified":"2025-01-15T18:23:42","modified_gmt":"2025-01-15T18:23:42","slug":"tracking-dollars-and-mileage","status":"publish","type":"ht_kb","link":"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/","title":{"rendered":"Tracking dollars and mileage"},"content":{"rendered":"\n<p>The Dollars page in Time and Attendance is used to track employees\u2019 earned dollars. If mileage is being tracked, it will also be added and edited from this screen. Access is dependent on user security and company set up.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Navigating to the Dollars Page<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the <strong>Main Navigation <\/strong>menu, open the <strong>Daily Procedures<\/strong> folder.<\/li>\n\n\n\n<li>Open <strong>Data Entry<\/strong> subfolder.<\/li>\n\n\n\n<li>Click on the <strong>Dollars<\/strong> page.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"195\" height=\"199\" src=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-32.png\" alt=\"\" class=\"wp-image-189\" srcset=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-32.png 195w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-32-50x50.png 50w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-32-60x60.png 60w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-32-98x100.png 98w\" sizes=\"auto, (max-width: 195px) 100vw, 195px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Reviewing the Dollars Page<\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"795\" height=\"203\" src=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33.png\" alt=\"\" class=\"wp-image-190\" srcset=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33.png 795w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33-300x77.png 300w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33-768x196.png 768w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33-50x13.png 50w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33-60x15.png 60w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-33-100x26.png 100w\" sizes=\"auto, (max-width: 795px) 100vw, 795px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Summary Bar\n<ul class=\"wp-block-list\">\n<li><strong>Total Hours<\/strong> \u2013 Total recorded time from the Punches and Hours pages<\/li>\n\n\n\n<li><strong>Employee Number<\/strong> \u2013 Assigned employee number<\/li>\n\n\n\n<li><strong>Badge Number <\/strong>\u2013 Employee\u2019s badge number if hardware clocks are in use<\/li>\n\n\n\n<li><strong>Approvals <\/strong>\u2013 Status of employee and supervisor approvals<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Dollars and\/or Mileage \u2013 Each dollars and\/or mileage record. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#detail-definitions\">Detail Definitions<\/a>.\u201d<\/li>\n\n\n\n<li><em>Unnamed Column<\/em><strong> <\/strong>\u2013 Buttons that allow additional interaction with the record. Options include:\n<ol class=\"wp-block-list\">\n<li>&nbsp;<strong>Edit <\/strong>\u2013 Edit record details<\/li>\n\n\n\n<li>&nbsp;<strong>Delete<\/strong> \u2013 Delete record<\/li>\n\n\n\n<li>&nbsp;<strong>Audit Log <\/strong>\u2013 View details of the record\u2019s audit log<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Detail Definitions<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Dollars Detail Definitions<\/h3>\n\n\n\n<p>Below is a list of the fields in alphabetical order that may be seen on the main Dollars page, or within the Detail View pop-up window when editing or adding a dollars record. Access to these fields is dependent on company set up.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Amount <\/strong>\u2013 Dollar amount of the record<\/li>\n\n\n\n<li><strong>Comment \u2013<\/strong> Comment (to be) associated with the dollars record<\/li>\n\n\n\n<li><strong>Device <\/strong>\u2013 Device from where the dollars record originated<\/li>\n\n\n\n<li><strong>Device Number <\/strong>\u2013 Device from where the dollars record originated<\/li>\n\n\n\n<li><strong>Dollars <\/strong>\u2013 Dollars amount of the record<\/li>\n\n\n\n<li><strong>Effective <\/strong>\u2013 Effective date of the dollars record; date the dollars should be recorded for payroll<\/li>\n\n\n\n<li><strong>End Date<\/strong> &#8211; End date of the dollars record; date the dollars tracking for this record ended\n<ul class=\"wp-block-list\">\n<li><strong>Note:<\/strong> If multiple dollars records exist in the same pay period, there should not be overlap in the Start\/End Dates of the records.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Organization Level(s) \u2013 <\/strong>Organization level items assigned to the dollars record<\/li>\n\n\n\n<li><strong>Pay Type <\/strong>\u2013 Pay Type applied to the dollars record<\/li>\n\n\n\n<li><strong>Source <\/strong>\u2013 Source from where the dollars record originated<\/li>\n\n\n\n<li><strong>Source Code <\/strong>\u2013 Source from where the dollars record originated<\/li>\n\n\n\n<li><strong>Start Date<\/strong> &#8211; Start date of the dollars record; date the dollars tracking for this record began\n<ul class=\"wp-block-list\">\n<li><strong>Note:<\/strong> If multiple dollars records exist in the same pay period, there should not be overlap in the Start\/End Dates of the records.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Mileage Detail Definitions<\/h3>\n\n\n\n<p>Below is a list of the fields in alphabetical order that may be seen on the main Dollars page, or within the Detail View pop-up window when editing or adding a mileage record. Access to these fields is dependent on company set up.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Amount <\/strong>\u2013 Dollars amount of the record.\n<ul class=\"wp-block-list\">\n<li>This field auto calculates based on the Rate and Miles fields.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Begin Miles <\/strong>\u2013 Defaults to one mile after the last entry made<\/li>\n\n\n\n<li><strong>Comment \u2013<\/strong> Comment (to be) associated with the mileage record<\/li>\n\n\n\n<li><strong>Device <\/strong>\u2013 Device from where the mileage record originated<\/li>\n\n\n\n<li><strong>Dollars <\/strong>\u2013 Dollars amount of the record<\/li>\n\n\n\n<li><strong>Effective <\/strong>\u2013 Effective date of the dollars record<\/li>\n\n\n\n<li><strong>End Miles <\/strong>\u2013 Last mile driven<\/li>\n\n\n\n<li><strong>Organization Level(s) \u2013 <\/strong>Organization level items assigned to the mileage record<\/li>\n\n\n\n<li><strong>Pay Type <\/strong>\u2013 Pay Type applied to the mileage record<\/li>\n\n\n\n<li><strong>Rate <\/strong>\u2013 Rate per mile<\/li>\n\n\n\n<li><strong>Source <\/strong>\u2013 Source from where the mileage record originated<\/li>\n\n\n\n<li><strong>Total Miles <\/strong>\u2013&nbsp; Total miles driven\n<ul class=\"wp-block-list\">\n<li>This field cannot be edited if the Begin and End Mile fields are enabled.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Vehicle <\/strong>\u2013 Vehicle driven<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Editing a Record<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Editing a Dollars Record<\/h3>\n\n\n\n<p>With the appropriate security, any item that displays on the main portion of the Dollars page can be edited simply by selecting and overwriting the data within the appropriate field. When finished, click <strong>Save<\/strong>.<\/p>\n\n\n\n<p>Additional dollars information can be edited using the following steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the <strong>Edit<\/strong> button of the record to be edited.<\/li>\n<\/ol>\n\n\n\n<p><em>The Detail View pop-up window opens.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Adjust the field(s) as needed. At minimum, the <strong>Effective Date<\/strong>, <strong>Pay Type<\/strong>, and<strong> Amount<\/strong> fields must be completed. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#detail-definitions\">Dollars Detail Definitions<\/a>.\u201d<\/li>\n\n\n\n<li>Click<strong> Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Editing a Mileage Record<\/h3>\n\n\n\n<p>Any item that displays on the main portion of the Dollars page can be edited simply by selecting and overwriting the data within the appropriate field. When finished, click <strong>Save<\/strong>.<\/p>\n\n\n\n<p>Additional mileage information can be edited using the following steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the <strong>Edit<\/strong> button of the record to be edited.<\/li>\n<\/ol>\n\n\n\n<p><em>The Detail View pop-up window opens.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Adjust the field(s) as needed. At minimum, the <strong>Effective Date<\/strong>, <strong>Pay Type<\/strong>, and <strong>Total Miles<\/strong> OR <strong>Begin\/End Miles<\/strong> must be completed. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#mileage-detail-definitions\">Mileage Detail Definitions<\/a>.\u201d<\/li>\n\n\n\n<li>Click<strong> Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Deleting a Record<\/h2>\n\n\n\n<p>Use the following steps to delete a record:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>&nbsp;Click the <strong>Delete<\/strong> button of the dollars or mileage to be removed.<\/li>\n<\/ol>\n\n\n\n<p><em>A warning message appears to confirm the deletion of the record.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click <strong>OK<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Adding a Record<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Adding a Dollars Record<\/h3>\n\n\n\n<p>To add a single dollars record:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the <strong>Add Dollars <\/strong>button.<\/li>\n<\/ol>\n\n\n\n<p><em>The Detail View pop-up window opens.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>At minimum, the <strong>Effective Date<\/strong>, <strong>Pay Type<\/strong>, and <strong>Amount<\/strong> fields must be completed. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#detail-definitions\">Dollars Detail Definitions<\/a>.\u201d<\/li>\n\n\n\n<li>Click <strong>Save.<\/strong><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding a Mileage Record<\/h3>\n\n\n\n<p>To add a single mileage record:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the <strong>Add Dollars <\/strong>button.<\/li>\n<\/ol>\n\n\n\n<p><em>The Detail View pop-up window opens.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>At minimum, the <strong>Effective Date<\/strong>, <strong>Pay Type<\/strong>, and <strong>Total Miles<\/strong> OR <strong>Begin\/End Miles<\/strong> must be completed. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#mileage-detail-definitions\">Mileage Detail Definitions<\/a>.\u201d<\/li>\n\n\n\n<li>Click<strong> Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p><strong>Note<\/strong>: If multiple dollars records exist in the same pay period, there should not be overlap in the Start\/End Dates of the records.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Adding Many Records<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Many Dollars Records<\/h3>\n\n\n\n<p>To add many dollars records at once, it is best to use the Timesheet option.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the <strong>Main Navigation <\/strong>menu, open the <strong>Daily Procedures<\/strong> folder.<\/li>\n\n\n\n<li>Open <strong>Data Entry<\/strong> subfolder.<\/li>\n\n\n\n<li>Click on the <strong>Timesheet<\/strong> page.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"180\" height=\"191\" src=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-34.png\" alt=\"\" class=\"wp-image-191\" srcset=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-34.png 180w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-34-47x50.png 47w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-34-57x60.png 57w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-34-94x100.png 94w\" sizes=\"auto, (max-width: 180px) 100vw, 180px\" \/><\/figure>\n\n\n\n<p><em>The Timesheet opens in a new window or tab within the browser.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use the drop-down located on the second row of the Timesheet to select the worksheet to use. These are created and customized for each company, but will typically have a separate timesheet for dollars.<\/li>\n\n\n\n<li>Find the date of the dollars record, and fill in the applicable fields. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#detail-definitions\">Dollars Detail Definitions<\/a>.\u201d\n<ul class=\"wp-block-list\">\n<li>To add an additional record to the same day, use the <strong>Plus-Add Dollars<\/strong> button located on the dollars block.<\/li>\n\n\n\n<li>For more detailed information about using the Timesheet, see the \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-time-using-the-timesheet\/\" target=\"_blank\" rel=\"noreferrer noopener\">Timesheet<\/a>\u201d User Guide.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click <strong>Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p>NOTE: Adding more than one dollars records of the same pay type, and the same org level items, with the same date range <strong>will <\/strong>cause payroll errors. If you are adding multiple dollars records with the same criteria, it is recommended that the multiple records are combined into one record. There should be no overlap between records for the Start\/End Dates and no Effective Date should have more than one record.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Many Mileage Records<\/h3>\n\n\n\n<p>To add many mileage records at once, it is best to use the Timesheet option.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the <strong>Main Navigation <\/strong>menu, open the <strong>Daily Procedures<\/strong> folder.<\/li>\n\n\n\n<li>Open <strong>Data Entry<\/strong> subfolder.<\/li>\n\n\n\n<li>Click on the <strong>Timesheet<\/strong> page.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"180\" height=\"191\" src=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-35.png\" alt=\"\" class=\"wp-image-192\" srcset=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-35.png 180w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-35-47x50.png 47w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-35-57x60.png 57w, https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/01\/image-35-94x100.png 94w\" sizes=\"auto, (max-width: 180px) 100vw, 180px\" \/><\/figure>\n\n\n\n<p><em>The Timesheet opens in a new window or tab within the browser.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use the drop down located on the second row of the Timesheet to select the worksheet to use. These are created and customized for each install, but will typically have a separate timesheet for mileage.<\/li>\n\n\n\n<li>Find the date of the mileage record, and fill in the applicable fields. For definitions of each field, see the section titled \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-dollars-and-mileage\/#mileage-detail-definitions\">Mileage Detail Definitions<\/a>.\u201d\n<ul class=\"wp-block-list\">\n<li>To add an additional record to the same day, use the <strong>Plus-Add Mileage<\/strong> button located on the mileage block.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>For more detailed information about using the Timesheet, see the \u201c<a href=\"https:\/\/help.insperity.com\/bps\/knowledge-base\/tracking-time-using-the-timesheet\/\" target=\"_blank\" rel=\"noreferrer noopener\">Timesheet<\/a>\u201d User Guide.<\/li>\n\n\n\n<li>Click <strong>Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"download-the-user-guide\">Download the User Guide<\/h2>\n\n\n\n<p><a href=\"https:\/\/help.insperity.com\/bps\/wp-content\/uploads\/sites\/3\/2021\/06\/Dollars-and-Mileage-User-Guide.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Tracking Dollars and Mileage: User Guide<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Dollars page in Time and Attendance is used to track employees\u2019 earned dollars. If mileage is being tracked, it will also be added and edited from this screen. Access is dependent on user security and company set up. Navigating to the Dollars Page Reviewing the Dollars Page Detail Definitions&#8230;<\/p>\n","protected":false},"author":2,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[8],"ht-kb-tag":[89],"class_list":["post-188","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-time-entry-and-review","ht_kb_tag-other-dollars"],"_links":{"self":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/188","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/comments?post=188"}],"version-history":[{"count":12,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/188\/revisions"}],"predecessor-version":[{"id":3882,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb\/188\/revisions\/3882"}],"wp:attachment":[{"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/media?parent=188"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb-category?post=188"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.insperity.com\/bps\/wp-json\/wp\/v2\/ht-kb-tag?post=188"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}