Transport Allowance

Automated Transport Allowance:

Accurate Calculations with Zero Hassle

We specialize in customizing our software to meet specific customer requirements. Below is a detailed explanation of how we tailored a solution for a customer in Africa, addressing their unique need for automated transport allowances.

Customer Requirement

Customer Background:
Long-time user of Lenvica HRMS.
Request Overview:
Automate calculation and payment of transport allowances for employees.
Employee Transport Details:
Employees use different modes of transport:
Buses during the day(6AM to 6PM)
Taxis at night(6PM to 6AM)

There are three shifts. Morning(6AM to 2PM), Afternoon(2PM to 10PM) and night (10PM to 6AM)

If employee has to travel during the day, pay him his bus rate, or if employee has to travel during night, pay him the taxi rate.
System Requirements:
Automatically calculate transport fare based on clock-in and clock-out times.
Integrate calculated transport allowance into the employee’s monthly salary.

Solution

To meet the customer’s requirement, we implemented the following steps:

Step 1

Integrating Face Recognition Devices

We integrated face recognition devices to capture the clock-in and clock-out times of employees. These devices provide accurate data on when employees arrive and leave the workplace, ensuring the precise tracking of their working hours.

Step 2

Developing Route Definition Screens

We created screens within the software that allow the user to define various routes and assign employees to these routes. Users can also specify the bus and taxi fare for each route. This setup enables the software to understand which routes are relevant for calculating the transport allowance.

Step 3

Automating the Calculation of Transport Allowances

The software automatically calculates the bus or taxi fare for each day based on the employee’s clock-in and clock-out times. By analyzing the times, the software determines whether the employee traveled by bus or taxi and applies the corresponding fare. This automation ensures that the transport allowance is calculated accurately and consistently without manual intervention.

Step 4

Including Transport Allowances in Monthly Salaries

The bus/taxi fare calculated is then included as a transport allowance in the employees’ monthly payslips. This integration ensures that employees are compensated correctly for their commuting expenses. The transport allowance is seamlessly added to their salary, simplifying the payroll process for the company.