The payroll report under Reports › Payroll only shows the trips that match the choices you make, and that you are allowed to see. If a driver or some trips are missing, it is almost always because of one of the points below. Go through them in order.
How it fits together
Which trips are included in the payroll report depends on four things:
- The date basis you choose in The selected period is based on.
- The status of the trip and the claim: whether the trip has been claimed, and whether the claim has been approved.
- The rates you tick in Select rate.
- What you are allowed to see: your role, your access to the vehicle and the driver's privacy level.
1. The date basis does not match
Under The selected period is based on you choose which date the period applies to:
| Option | Which trips are included |
|---|---|
| When trip was driven | Trips driven in the period, with or without a claim |
| When claim was created | Trips in claims created in the period. Trips without a claim are not included. |
| Claim was approved or completed | Trips in claims approved or completed in the period |
Typical mistake: You choose When claim was created for October, but the driver created the claim for the October trips in November. The trips are then included in November, not in October.
2. The trip status is not selected
With When trip was driven you must also choose a status under Trip status:
- Unclaimed: trips that are not in a claim yet.
- Claim in progress: trips in a claim that has not been fully processed. This also applies to claims awaiting approval and claims that have been rejected.
- Approved claim: trips in claims that have been approved or completed.
If you only select Approved claim, all drivers whose claim has not been approved yet are missing.
3. The claim has not been approved
If the driver has an approver, the claim goes to Awaiting approval when it is sent. It is approved when the approver approves it under Approve. If the driver has no approver, the claim stays In process until someone moves it to completed.
If you use Claim was approved or completed, or only Approved claim, the claim is not included until it has been approved. See Approver (If activated) and Mileage allowance: Report/Create claim.
4. The rate is not ticked
A trip is only included if the rate on the trip is ticked in Select rate. If the driver uses a custom rate or a different rate template than the others, you must tick that one too. Add-ons and tolls are included automatically on the trips that are included.
5. The driver's privacy level hides the trips
The privacy level decides who sees a driver's trips. This also applies to the payroll report when you choose When trip was driven:
| Privacy level | Who sees the trips in the payroll report |
|---|---|
| Low | Everyone with access to the vehicle |
| Moderate | Account Owner, Admin and the driver themselves |
| Strict | The driver themselves. Account Owner and Admin only see work trips. |
| Maximum | Only the driver themselves |
Solution: Choose When claim was created or Claim was approved or completed. The person who processes payroll then sees the payroll lines, that is the amount to be paid out, regardless of the privacy level. See Privacy: Levels.
6. You do not have access to the vehicle
With When trip was driven you only see trips on vehicles you have User Access to in Inventory. If a driver has driven a vehicle you do not have access to, the trips are missing. Ask the Account Owner or an Admin for access. It may take a few minutes before new access takes effect.
7. Your role limits what you see
- Account Owner and Admin see the most.
- Manager only sees the trips of drivers with privacy level Low, and their own, when you choose When trip was driven.
- Editor and Read-only do not have access to the payroll report.
8. The driver is deactivated or not set on the trip
- Deactivated or deleted user: The driver is not in the list of drivers. Activate the user under Setup › Account › Users.
- The user has not accepted the invitation: The user cannot be selected until the invitation has been accepted.
- No driver on the trip: Trips without a driver are only included when you choose All drivers, and are then shown without a name. Set a driver on the trips to get them on the right person.
9. The trips have already been sent
If Exclude trips already sent to Poweroffice is ticked, trips that were included in a previously completed payroll report or export are left out. Untick it if you want to see them again.
Still not right?
Check the driver's trips under Trips: do they have the right driver, rate and status? If you cannot find the error, contact customer service and state the driver, the period and the options you used in the report.