Driver Mileage Claims

The final status of a journey in Road XS is Fee Pending. The reason why this status is referred to as fee pending is because very often on most community transport schemes the driver pays back to the transport provider an admin fee.

You can also use this status to check that everything is okay with the journey, allow the driver to override the estimated mileage, and mark the journey as complete.

Please Note:

Journeys will automatically move from completed status to fee pending status. This will usually happen 1-2 hours after the journey, in theory, has been completed.

Estimated Mileage vs Actual or Claimed Mileage

Road XS will show the estimated mileage per journey. However, we all live in the real world and sometimes the estimated mileage is not a reflection of what the driver actually did.

This might be because a road was closed, or flooded, or perhaps they took a different route. This means the driver may wish to enter their actual mileage traveled.

In Road XS, we allow for this when the journey goes into 'Fee Pending' status.

There are two ways that manual mileage can be entered when a journey is in fee pending status. Either:

• in the admin area by you or your team
• via the driver portal

Entering Manual Mileage via the Admin Area

To enter the manual mileage on behalf of a driver, you can quickly do this via the driver profile as follows:

• Load the driver profile via the main menu or search bar
• Select 'Enter Fees' from the menu on the left
• Enter the manual mileage and time
• Mark whether any fees have been collected or not

Entering Mileage via the Driver Portal

The drivers can also add their own mileage claim in the driver portal themselves. To do this, they just need to follow these steps:

• Login to the driver portal
• Select 'Claim Mileage' from the main menu
• Enter the manual mileage and time accordingly

Via either method, there is no need to save the information entered as it will automatically update the information.

If manual invoicing is used, the manual entries will also override the estimates.