Travel Management

Learn about Travel Management Settings in Maica

These settings determine how Maica manages Travel and its function throughout the application. Please refer to the below table for more information on each setting:

Setting	Description
Enable Travel Management	This either enables the automated travel calculation or disables it which then means that all travel will be calculated either manually or via custom-developed logic.
Reimbursement Rate	This is the financial rate used to generate the expense claim record for any Resource during the management of travel costs.
Default Expense Status	When Maica generates expense claim records for any Resource, this sets the default status used for such expenses.
Chargeable Travel	This determines which parts of travel are to be charged to a Participant's Service Agreement; options included Only charge to the Appointment, Only charge from the Appointment, Don't charge, Charge for travel to and from the Appointment.
Payable Travel	This determines which parts of travel are to be paid to any Resource as an expense; options included Only pay to the Appointment, Only pay from the Appointment, Don't pay, Pay for travel to and from the Appointment.
Travel Claim Type	When Maica automatically generates an additional Appointment Service (if selected below) for billing purposes, the Travel Claim Type determines the Claim Type assigned to this service.
Travel Timesheet Activity	When Maica generates an corresponding Timesheet Activity for travel, this determines which Support Item (marked as a Timesheet Activity) will be used.
Travel Mechanism	How travel origin/destination and sequence (Previous/Next Appointment) are determined. Default: Origins and destinations are set manually by the user on each individual appointment. Maica uses the Previous/Next Appointment Timespan (Days) setting to determine how far back and forward it looks when suggesting a previous or next appointment as an origin or destination. Sequential: Maica automatically determines the origin and destination for each appointment in a worker's day based on the order of their schedule. Travel is calculated between consecutive appointments within a defined time gap. No manual origin/destination setup is required.
Travel Sequence Gap (hours)	The maximum time gap (in hours) between two appointments for them to be considered part of the same travel sequence. Hidden when Default is selected. Sequential Travel only
Previous/Next Appointment Timespan (days)	Maica uses Google to calculate travel times between a source and destination; these can be various options such as Current Location, Primary Location, Manual Address, and Previous Appointment. This setting determines how far back (in Days) Maica goes to find any applicable previous Appointment.

Time-Based Cost Management & Non-Time Based Cost Management

When managing billable travel, there are two foundational components to this process:

• Time-Based Travel – Travel billed based on time spent traveling to and from an appointment.

• Non-Time-Based Travel – Travel billed based on distances traveled (e.g., kilometers).

These settings determine, for each Funding Structure which way Maica will generate the relevant billing records for travel.

Setting	Sub-Setting	Description
Funding Type	Funding Structure	For each combination of Funding Type and Funding Structure, such as NDIS -> Agency Managed or HCP -> Home Care Packages, this determines which method Maica will use to bill for travel.

Primary Support

In Maica, when Travel Management is enabled, the system determines the correct Travel Support Item based on the Primary Support Appointment Service.

• The first selected Appointment Service in an Appointment is always the Primary Support.

• The Primary Support is identified in Maica by the starred Appointment Service in the Appointment modal.

• Travel items are determined based on the Primary Support’s Claim Type or Support Item.

So, how are Travel Support Items assigned? Well, as mentioned, when scheduling an Appointment, the first selected Appointment Service is by default the Primary Support. This means for:

Time-Based Assignments: Maica looks for the related Claim Type or Support Item within the specified Appointment Service in settings.

and for Non-Time Based Assignments: Maica also looks for the related Claim Type or Support Item within the specified Appointment Service in settings.

So, when an Appointment Service is specified in the Settings, Maiac's logic will select the Primary Support Item and then locate the required Travel Support Item by matching on Category and Registration Group.

If the Appointment Service contains Support Items that do not have Support Categories or Registration Groups, matching logic will not be applied.

For example, if:

• Primary Appointment Service: 01 Self Care

• Primary Delivery Activity:

  • Assistance With Self-Care Activities – Standard – Weekday Night (01_799_0107_1_1)

• Time-Based Delivery Activity:

  • 01_799_0107_1_1 (from Primary Support)

  • Claim Type: Provider Travel

• Non-Time-Based Delivery Activity:

  • Provider Travel – Non-Labour (01_002_0107_1_1)

Then,

• Maica recognises "01 Self Care" as the Primary Support.

• It assigns Time-Based Travel by checking the Claim Type OR Support Item within the Primary Support.

• It assigns Non-Time-Based Travel by checking the Claim Type OR Support Item and, if applicable, matching on Category and Registration Group.

If no matching support item is found, the system sets the Delivery Activity Billing Status to Review for further validation.

This example demonstrates the typical billing outcomes when Travel Management is enabled and charge for both Time and Non-time based activities is selected.

Selecting your Primary Support

To reorder your Appointment Services, and hence determine the Primary Support, you can use the arrow on any applicable Appointment Service. As shown below.

To Note:

• Empty Appointment Services are excluded from being nominated as the Primary Support.

• Appointment Services where the Claim Type is equal to the Time Based , Non Time Based or Same Appointment Service Travel Setting Claim Type are also excluded.

• When an Appointment contains multiple Participants, there can only be one Primary Support selected, hence it will apply to all Participants.