The Working Rule Agreement travel and fare allowance uses company rate versions with either a per-mile rate or a banded table and has two payment bases: Daily home-to-site travel pays per qualifying day, while Stay-based journeys pays outward and return journeys or optional weekly allocations. Both use Travel allowance and Fare allowance components. Configure the allowance at company level under Allowances, in Travel (WRA) alongside Accommodation (WRA), or use a project WRA override. Existing configurations default to daily travel. The displayed label is configurable; this guide uses 'WRA Travel/Fare Allowance'.

​

​

When creating a rate version, choose Banded table or Per-mile rate. Existing versions without an explicit calculation type remain banded tables and their saved amounts are unchanged. A per-mile version stores separate travel and fare rates in currency units per mile, with up to 4 decimal places, a minimum eligible whole-mile distance and an optional maximum payable whole-mile distance. Enter 0.33 for 33p per mile. The configured mileage rounding applies first, then payable miles are multiplied by each rate, followed by any uplift and rounding of the final component totals to 2 decimal places. Leave the maximum blank for no limit. Per-mile versions require no mileage rows. Banded tables list each mile band with its total travel and fare amounts, not per-mile rates. The columns are labelled Total travel and Total fare. For example, to pay £0.33 per mile, the 100-mile band must contain £33.00. When creating or editing a banded version, hirers can choose Generate from per-mile rate, enter the lowest and highest whole-mile bands and separate travel and fare rates in currency units per mile (0.33 for 33p in GBP). The generator fills every band in the range with mileage multiplied by each rate, rounded to 2 decimal places. It replaces all rows in the open version and supports up to 10,000 bands; review the result before saving. Cancelling the generator leaves the rows unchanged. Existing saved versions are unchanged until the version is saved, and versions in force remain read-only. Large tables are displayed 25 rows at a time; hirers can use the page controls to view or edit all bands, and saving retains rows across every page. Agencies reviewing the resulting expenses receive the total band amount per qualifying day, journey or weekly allocation according to the configured payment basis. Tables are versioned by effective date and never overwritten: when the CIJC publishes new rates, an administrator adds a new version and the system automatically applies the version in force on the week being paid, including for backdated timesheets. Travel and fare allowance settings can be enabled before a rate table is added, but no allowance is calculated for worked dates without a rate table version in force. New versions are created from the Rate Table Versions section of the company Travel (WRA) configuration or from a project Travel (WRA) override where project travel is enabled; the table remains company-owned in both places. The dialog requires an effective date and source. Banded versions open with no rows populated, support CSV import or manual row entry, and show the marginal travel and fare rates calculated from the highest two mile bands. Switching calculation types while creating or editing a scheduled version changes only the open form until saved. Hirers and agencies reviewing an assignment allowance preview can open its rate version to see either the banded amounts or the per-mile rates and limits. CSV export contains band rows for banded versions or the rates and mileage limits for per-mile versions; the per-mile summary export is not a banded-table import template. Rate rows must use unique whole-mile bands with no gaps between the lowest and highest mile band, and both money columns accept non-negative amounts with up to 2 decimal places. The version list shows each table's mile range, labels the current date-effective table as In Force, older versions as Previous, and future-dated tables as Scheduled. Scheduled versions can be edited until they come into force, provided no allowances have been calculated from them. A version can only be deleted while no allowances have been calculated from it, so anything ever used in a calculation is retained for audit. Each version can be exported to CSV.

​

The allowance only applies to assignments where the travel flag is set. Hirers can configure eligible new assignments to receive this flag automatically from the calculated worker-home-to-site distance, or edit the travel row on an individual assignment to set whether the allowance applies, whether the worker reports to a fixed depot or yard, and whether the employer provides free transport. Agencies see the resulting default on assignments for their workers and can review the same calculated distance where their permissions allow. Fixed depot workers are never eligible regardless of distance. For standard home-to-site travel, the allowance uses the worker distance already stored on the assignment so the assignment, activity log, expense tooltip, and timesheet PDF remain consistent. When free transport is provided, a pick-up point address is required and the allowance is based on the shorter home-to-pickup distance instead of home-to-site, which is calculated separately. Hirers and agencies entering a pick-up point can find the address by typing in the address lookup or choose Add manually instead to enter each address field. A manual distance override is also available when the stored or automatically calculated distance is not appropriate. The travel details dialog shows the applicable distance and estimated daily travel/fare allowance using the rate table version in force on the assignment start date. The preview includes the origin and destination postcodes, a Google Maps route link, and a read-only link to the rate table used for the daily value. When the distance is fractional, the preview explains how the configured rounding mode changed the payable mileage. When the rounded distance is beyond the highest table band, the preview explains the payable mileage, including whether the value is capped at the table maximum or extended using marginal rates and any optional cap. When a manual distance override is entered or cleared, the preview updates to show the distance and daily allowance that would be used if saved. When a pick-up point is entered for free transport, Re-calculate previews the home-to-pick-up distance and daily allowance without saving. Saving travel details asks for confirmation, then immediately reconciles the assignment's un-invoiced timesheets so expenses appear or disappear straight away. When effective WRA travel is enabled but the assignment travel flag is off, confirming the worker's start shows an information box and Save remains disabled until the confirmer acknowledges that travel is not required. If travel was overlooked, cancel confirmation and update the assignment travel details first. If WRA accommodation applies and travel alongside lodge is disabled, the acknowledgement is hidden because travel cannot also apply.

​

When a timesheet in an eligible worker-week is created through import, approved, or amended, the system calculates the daily allowance from the cached distance and the rate table version in force, counts payable days across the worker-week, and creates two approved expenses against the timesheet: Travel allowance and Fare allowance. For hiring-company timesheet imports, the company-specific template includes a WRA Travel/Fare Allowance column when effective company or project travel is enabled. YES applies travel eligibility to the matched assignment during automatic confirmation and immediately reconciles both expense components for the imported payable days. NO does not remove travel eligibility that was already applied to the assignment. Travel and accommodation cannot both be enabled through import unless the effective configuration allows overlap. Agencies see the resulting eligibility and expenses on their workers' assignments and timesheets but do not run the create-timesheet import themselves. Each expense stores an audit snapshot including the rate table version used, the raw and rounded miles, the daily amount, and the days paid. Expense tooltips and timesheet PDFs show the raw one-way distance to two decimal places; the rounded mileage remains the band used to calculate the allowance. When either component is viewed, the expense dialog shows Days, the fixed read-only Daily Amount, and the calculated Total Value. For daily travel, Days is editable in amend mode and Total Value recalculates; view mode shows the same breakdown read-only. The two components appear as separate lines on invoices and timesheet PDFs; as separate category columns in hirer, agency, and worker timesheet exports, invoice and AfP exports, credit-note timesheet sheets, and newly generated invoice timesheet snapshots; and as separate category rows in expense and cost-code allocation exports.

​

By default a worker cannot receive both the travel allowance and the WRA accommodation (lodge) allowance. Applying travel to an assignment that has the accommodation flag is blocked, and vice versa, including when confirming an assignment and selecting whether accommodation applies. During reconciliation, a timesheet that holds a positive lodge expense receives no travel expenses. A configuration option allows the overlap for companies whose agreement permits both.

​

Once a travel or fare expense is linked to an invoice or AfP it is locked and preserved as-is during reconciliation, exactly like the accommodation allowance. Changes to the rate table, the worker's address, or the assignment travel details only affect un-invoiced weeks.

​

​

​

​

Journey distance selects either the lodge or worker home postcode as the origin; the destination is always the project postcode. Lodge to project requires a lodge postcode; Home to project requires the worker home and project postcodes and uses the assignment's stored home-to-project distance when available. Journey calculations do not use the assignment site, pick-up point or manual distance override. Each outward or return journey pays one one-way table amount; daily fallback pays both legs for each payable day.

The existing rounding, minimum payable band, beyond-table-maximum and uplift settings apply. Expenses use the company rate table version in force on the receiving timesheet’s week-ending date. The assignment preview uses the assignment start date, so its estimate can differ from later weeks after a rate change. Switching back to daily travel restores its options and retains the saved travel-alongside-lodge setting.

​

​

At most two journeys or weekly allocations are paid per worker, hiring company and agency each week across eligible assignments. This maximum is fixed in company defaults and project overrides. Events are allocated chronologically with a consistent tie order. Extra journeys remain unpaid and do not carry forward.

Travel allowance and Fare allowance are two components of the same paid journeys, so two journeys shown on both expense lines still use only two units of the cap. A component with a zero value is not created. Existing billed journey quantities reserve capacity and remain unchanged, including if travel settings are later changed.

​

Pay regardless of days worked replaces stay-based journeys with two weekly allowance allocations for each week overlapping the active assignment dates, subject to the shared cap. Partial weeks are not prorated. Weeks without hours qualify; weeks entirely outside the assignment dates do not. These allocations do not record actual travel.

The reconciler runs daily at 04:00 UK time and processes only the latest completed company week, using the company’s configured week-ending day. The week-ending day itself is still part of the active week; that week becomes eligible after the day has ended. Saving details during an active week does not allocate payments for that week.

For eligible confirmed, ended or completed assignments, the run reuses existing timesheets or creates a blank pending timesheet where needed, including weeks without scheduled workdays. Cancelled timesheets are not recreated. Repeat runs reuse existing sheets and do not duplicate unchanged allowances.

Generated travel expenses are approved automatically, but the timesheet still requires normal approval before billing. The job does not approve the timesheet. It does not automatically catch up missed historical weeks; raise missing older allocations with the hiring team for review.

​

​

In Assignments, choose Awaiting return evidence from the page menu. Existing assignment access and filters apply, so agencies see their own accessible assignments. The view shows the oldest last-worked date, the following date needing evidence and the number of stays awaiting evidence. Open the assignment to review each date and follow its Review timesheet link; check the following week too. Clear filters to return to all assignments.

The view checks dates through yesterday and excludes a day still in progress. It includes missing timesheets and completely blank pending timesheets after work. Processed blank or zero-hour days, and covered dates on pending timesheets containing work, supply evidence. Worked assignment end dates do not need later evidence. Weekly allocations are excluded. Returns already established but unpaid because of the shared cap or eligibility rules are not missing-evidence items; the view does not guarantee payment eligibility.

​