As well as Hours, eTrack allows billing to Kilometres (eg Provisional Travel) or Dollars for Purchases or Respites, Accommodation nights, SILs or any other Quantity of any Unit type. We call these Expenses.
Provider Travel KM and Other Expense Line Items
As well as booking hours to Support Line Items eTrack enables you to bill to Kilometres (eg Provisional Travel) or Dollars for Purchases or Respites, Accommodation nights, SILs or any other Quantity of any Unit type. eTrack tracks and reports on these separately to hours and we call them ‘Expenses’.
In the Book Time and Expense dialog select ‘Provider Travel (KM)’ just like any other Support Line Item and enter Kilometres. Or select other types of ‘Expense’ line items and enter units such as dollars, respites etc.
If all your Budget Items are in hours, eTrack will decrement the Left Hours based on the rate of the selected Budget Item which will update on the screen as you enter the KM etc.
Select the new ‘Expenses’ tab on a Participant to view these separate to Hours.
Bulk Upload and Invoicing include these just like for hours.
Setup ‘Provider Travel (KM) or other ‘Expense’ line Items
Create a Support Line item and add it to the relevant Support Categories exactly as normal (see N3 guide). The only change is to select the ‘Expense’ radio button in the Details tab of the Line Item.
Here is a quick recap…
- Add a Support Line Item by expanding Setup/Prices/Service Line Items and expand a Line Item Group (that can be called what you like). Click New button top left and select Support Item.
- With the new Support Line Item selected, in the Details tab select the ‘Expense’ radio button (it will default to Hours).
- Expand Setup/Prices/Funding Areas, select the relevant Support Category and click the ‘Add Support Item’ button to select the Support Item you have created. Enter the unit dollar value (eg $1 for provider travel) and the Item code (ensure no space at the end).
- You can add the same Support Line Item to multiple Support Categories (eg Level 1,2,3 SC) and the rate and Item code is defined separately for each.
Details
- If your Budget Items are in hours (for example Support Coordination Level 2 NF2F), eTrack will decrement those hours as KM or $ are entered based on the rate in the Budget Items table. For example: if you had a Budget item of 10 hours Left @ $100.14 ph against Support Coordination Level 2 and you booked 50 KM at $1 per/km, eTrack will take $50 off the ‘Left $’ by reducing the hours by $50/$100.14 that is about ½ (0.499) hours.
- You can’t change a Support Line Item between Hours and Expense once you have billed against it.
