Calculate Off Duty Time in the Travel Time Module

Off Duty Time (ODT) refers to the time gap between visits that a Caregiver has left over after Travel Time. In essence, this is the short period of time not long enough to be considered personal time. Agencies can apply ODT settings to correctly pay Caregivers based on the payroll rules for an Office when creating a Travel Time batch.

ODT must be enabled to apply to a visit. Complete the following steps to configure ODT at an Office level.

  1. Go to Admin > Office Setup > Search Office to search and locate the office.

  2. On the Edit Office page, in the General section, select the Calculate and Pay Off Duty Time (ODT) checkbox.

  3. In the Max ODT required field, enter the maximum number of minutes to pay off duty. Any time beyond the defined time is not paid.

  4. Click Save.

    This image highlights the ODT configuration fields in the Edit Office page in Office Setup.

Default ODT Pay Code(s) must be created via the Reference Table Management.

After ODT is enabled at the Office level, ODT rates must be assigned when Caregiver pay codes are created or edited. This is required for all applicable disciplines.

  1. Go to Admin > Reference Table Management. Select Caregiver Pay Code from the Reference Table dropdown field and click Search.

  2. On the Caregiver Pay Codes Reference Table search results, pay codes with ODT rates display Yes under the Default ODT Rate column. Click Add to create a new code or click on an existing code link to edit the code.

  3. In the Caregiver Pay Code window, select the Default Off Duty Time Rate checkbox.

  4. Click Save.

    This image shows the selected Default Off Duty Time Rate checkbox in the Caregiver Pay Code window.

  5. Repeat steps for all applicable Caregiver Pay Codes to apply the ODT Rate.

The Caregiver Pay Code is now defined as a default ODT rate for the discipline. When a Travel Time batch is created for Caregivers of this discipline, the Pay Code is automatically applied.

Only one Pay Code can be marked as the Default ODT rate for each discipline within each Payroll configuration.

ODT events are displayed on the Caregiver Calendar and in Payroll exactly the same way as Travel Time. The only difference between ODT and TT on these pages is the Pay Code. If ODT is used by an Agency, two lines are displayed for each Travel Event; the current TT and the new ODT.

With Travel Time, Off Duty Time events are included in the total record count in Travel Time Batches. Agencies can review batches to ensure accuracy.

  1. To review a Travel Time Batch, go to Action > Travel Time and select the Travel Time Batches tab.

  2. Use the search fields to narrow a search. Click Search to generate search results.

  3. Locate the applicable batch and click the Batch Number link to access the batch.

  4. The selected batch indicates the number of Travel Time records within the batch. The Total Records Calculated may differ if either (a) previously included Travel Time records have been deleted; OR (b) if the Calculate and Pay ODT setting is enabled.

    Travel Time Batch

    The Disclaimer states information regarding the Default ODT Pay Code requirement.

Refer to the Travel Time topic for further details.

This image shows a basic Travel Time example.

In this scenario, Visit 1 and Visit 2 are confirmed as scheduled with 1 hour between the visits.

  • Travel Time Method is set to Driving for 30 minutes.

  • There is a gap of 1 hour between visits and no Off Duty Time is applied.

  • As a result the Final Payable is 30 minutes of Travel Time.

This image displays a Travel Time example where the visit confirmed time differs from the scheduled time.

In this scenario the Caregiver Clocks In as scheduled, but Clocks Out 15 minutes after the scheduled time for Visit 1. Visit 2 is confirmed as scheduled with no time difference.

  • The system takes the confirmed time as gap time; in this case, 45 minutes. No Off Duty is applied to this visit.

  • As a result, the Final Payable is 45 minutes, paying the Caregiver the remaining difference between one visit and the other.

This image shows the example where confirmed times differ in both visits.

In this scenario, the Caregiver Clocks Out of Visit 1 15 minutes earlier, and Clocks In 15 minutes later in Visit 2, resulting in 1 hour and 30 minutes gap time difference.

  • The system calculates the gap time based on the Lowest Travel Method, with no Off Duty Time applied.

  • As a result, the Final Payable is 1 hour 15 minutes, paying the Caregiver the hour gap difference with the added 15 minutes from Visit 1.

This image shows the example of a combined Travel Time and Off Duty Time configured to a maximum of 30 minutes.

In this scenario, Visit 1 and Visit 2 are confirmed as scheduled,

  • Both Travel Time (TT) and Off Duty Time (ODT) are applied to this visit.

  • TT is set as 30 minutes using the Driving Method.

  • ODT is configured for a maximum of 30 minutes.

  • As a result, the Final Payable is 30 minutes of TT, and 30 minutes of ODT, as defined in the system, covering the entire hour difference between one visit and the next.

This image shows the example of a combined Travel Time and Off Duty Time configured to a maximum of 15 minutes.

In this scenario, Visit 1 and Visit 2 are confirmed as scheduled,

  • Both Travel Time (TT) and Off Duty Time (ODT) are applied to this visit.

  • TT is set as 30 minutes using the Driving Method.

  • ODT is configured for a maximum of 15 minutes.

  • As a result, the Final Payable is 30 minutes of TT. ODT is not paid in this case because the maximum minutes defined in the system is 15 minutes.