Air Travel Call Form

Teams requested a method for field reps to enter payroll time for air travel.

Air travel time collection is different from normal in-store call form drive time. Mileage and drive time is calculated travelling to the departing airport and away from the arriving airport. Mileage and drive time between airports is excluded from the daily mileage and drive time calculation. Travel time for air travel is entered by the rep manually.

Call Form setup

To create an Air Travel call form first navigate to the call form list

Team | Manage | Call Forms

Next click Add Call Form

Select the Air Travel Call form type and fill in the required form information

Call forms questions can be added to the Air Travel call form if needed.

To make the call form available set the Reps authorization (next section) and click the Launch link on the Call Form Management screen

Rep Authorization

The Air Travel call form does not have store assignments, therefore visibility to air travel call forms for scheduling is done using rep authorization on the call form management screen.

Clicking the reps link for an air travel call form displays a list of field reps to make the call form visible for when manually scheduling air travel appointments on the calendar.

The left box contains a full list of employees to authorize and the right lists those that have been authorized.

To authorize highlight the people in the left box and click the button with the arrows moving them right.

To authorize all people at once click the Select All checkbox on the bottom of the left or right boxes and click the arrow in the right direction.

Air Travel Call Form - Payroll Hours and Billing

Payroll Hours

Air travel call forms collect hours for the time it takes a field rep to fly from one airport to another airport.

Time is paid at a field reps regular in-store rate
The start time and end time should match the time for the airline flight
Only time is paid no mileage
The location information for each airport is in the USL, field reps select the airport by name.

Call Form Billing

Call Form billing coding is setup for the Air Travel call form by clicking the Billing link on the Call Form Management screen for the call form.

The call form billing screen opens, and job billing information is entered by Position Type..

Scheduling Air Travel call forms

Once an Air Travel call form is launched and authorized for field employees it is available to manually schedule appointments on their calendar.

A separate appointment needs to be created for the plane trip to a destination and to return to get appropriate time.
The appointment screen is altered for Air Travel call forms to enable field reps to select start and end points at airports instead of store/business locations.

Web Air Travel Appointment

Open a new appointment and select air travel activity

Airport dropdowns are available for Departing ad Arriving airports

Select the Departing airport.
Select the Arriving airport
Airports are prefixed with the airport code
To quickly find an airport click the dropdown and begin entering the airport 3 digit prefix

Mobile Air Travel Appointment

Select the Air Travel Activity

Click the filter icon from the Departing Airport

The minimum selection is US Airports under the Chain filter. This will display all US Airports to choose.
To break down the list further select the city where the airport is located.

Clicking apply filters then takes the user back to the appointment screen.

Selecting the departing airport drop-down shows two airports in the city of Chicago.

Selecting the airport places it into the Departing Airport field.

Doing the same process for the Arrival Airport completes the airport entries and the appointment can be saved.

The air travel appointment is displayed on the call form with the departure and arrival airport information.

The air travel call form needs to be entered, time certified and the call form synced for the hours to be included for the weekly pay.

Verifying/Posting Air Travel Call Form Hours

The air travel call form hours are displayed on the work review and work detail screens where they can be verified and posted by the team.