Overview
Kliks will send email reminders to users (aka drivers) and managers during each payment/reimbursement period. Most customers use a monthly payment period, but some use a weekly period.
There are 2 key deadlines in a payment period for Users and Managers:
- Trip Submission Deadline
- This is the deadline by which trips must be submitted in order to be available for approval by the user's manager and to be included in that payment period's payroll file.
- Trip Approval Deadline
- This is the deadline by which trips must be approved by a manager in order to be included in the payroll file (for reimbursement).
Users
Trip submission email reminders
Kliks sends users 3 email reminders (72, 24, and 6 hours) prior to their trip submission deadline with the following information:
- Number of trips awaiting submission
- The dollar amount of unsubmitted trips
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When users miss their trip submission deadline, Kliks will send a final email. Note, if a user misses the trip submission deadline, they can always submit trips for the next payment period.
Managers
Trip approval email reminders
Managers receive an email reminder 24 hours prior to the trip approval deadline with the information contained in the screenshot below. If a manager misses the approval deadline for any user, the trips will not be included in that reimbursement period. They will be reimbursed if they are approved during the next payment period.
If a trip (or receipt/reimbursement) has not been approved before the trip approval deadline, the status will change from awaiting approval --> overdue.
Company Administrators
Mileage Reimbursement Report Ready (aka Payroll File)
Company Admins will receive an email notification at the end of each payment period. This email informs you that the Kliks Payroll File has been generated and available for download on the Kliks > Payroll File page.
For more information: https://kliks.freshdesk.com/support/home