Record trips with manual distance and no locations
It would be good if there was a way to input miles travelled without having a start and finish point. I have data from city cabs about the miles/co2 etc over each invoice and it would be inefficient to re-enter the data individually.
jacquelinecrichton
shared this idea
Thanks, we’ll consider this for the future. Allowing you to enter trips without locations has a reasonable impact on the overall system so we want to make sure it’s handled carefully.
In the meantime as a workaround it doesn’t matter to the system what locations you use so you could put in anything and then override the calculated distance to whatever the total is on your invoice – the system will then calculate the carbon based on what you enter there.
This will prevent you from linking different passengers for the various journeys though.
For taxis, we use the DEFRA per-trip carbon factors (rather than the per-passenger) so your carbon figure will be correct, but your passenger distance travelled will be under-reported and individuals won’t see the taxis in their personal travel profiles.
Is the city cabs data in (or available in) electronic format at all? Perhaps we could look at whether there’s a way for you to import it to save time?
-
Hi Jackie,
It's not possible in the current system, but it could be a useful enhancement so we could take a look and see if it's something we can develop.
It would be really useful if you could email us a couple of your taxi/car rental spreadsheets so we could see what the format is, and how easy they'd be to handle?
If that's OK, please send them to support@claimexpenses.com
Thanks,
Andrew -
jacquelinecrichton
commented
Hi Andrew,
I'm interested in what you mentioned about being able to import electronic data. I have some excel sheets of taxi usage and car rentals that, if possible, i would like to import. Can you explain how i do this please?
Many thanks,
Jackie
-
jacquelinecrichton
commented
That's really helpful, i didn't realise that I was able to override the mileage. That will solve my difficulty thank you.
-
Some staff - particularly those who process claims for other users - find they have a pile of fixed-price bus or tube tickets with no information on the origin and destination.
In an old spreadsheet-based approach the organisation has often just calculated an average bus trip distance and applied that where there's no additional information.
At the moment on the system users still have to pick a start and end location though they can then override the distance if required.
It would be better if the system could directly support these cases, though it may be that it's less of an issue when users are submitting their own claims than it has been for environment officers trying to go back over old records.