Set your travel allowance rates, submission deadlines, and automatic calculations - once, for the whole organization.
TA Settings lets administrators configure how Travel Allowance (TA) works across your organization. Set per-kilometre rates for car and bike travel, decide how long employees have to submit a TA request after a trip, and choose whether TA amounts are calculated automatically from odometer readings or GPS-tracked distance.
How to Access TA Settings
Log in to the Admin Panel.
Go to Field Tracking → Settings → TA Settings.
Submission Deadline
Set how many days after a trip employees can submit a TA request.
Enter the maximum number of days in Days Allowed.
Click Save.
To remove the deadline, clear the value and save. Employees can then submit TA requests for a trip at any time.
Per-Kilometre Rates
Set the allowance paid per kilometre for each vehicle type.
Car Rate (₹/km) - the allowance per kilometre for car travel
Bike Rate (₹/km) - the allowance per kilometre for bike travel
Click Save Rates to apply them.
A rate of ₹0 means that vehicle type isn’t set up at the organization level. Employees can’t submit TA requests for that vehicle unless a rate is set here or on their own profile.
Auto-Calculation
Enable TA Auto-Calculation - when turned on, PrimeHR calculates the TA amount automatically by multiplying the distance travelled by the applicable per-kilometre rate. When turned off, employees submit TA requests manually.
Restrict to Employees with Individual Rates - when turned on, auto-calculation applies only to employees who have their own rate set on the Field Employees page, under the Allowance Master tab. All other employees continue to submit requests manually.
How the TA Amount Is Calculated
When auto-calculation is on, PrimeHR decides which distance and which rate to use in this order:
Distance
The employee’s odometer reading, if they’ve entered one
GPS-tracked distance, if there’s no odometer reading
Rate
The employee’s individual rate, if one is set on the Field Employees page
The organization-wide rate set in TA Settings
For example, if an employee travels 40 km by bike with no individual rate set, and your organization’s Bike Rate is ₹5/km, their TA amount is 40 × ₹5 = ₹200.
TA Approval Workflow
TA requests follow the same approval chain as expense and Daily Allowance (DA) requests - first the employee’s reporting manager, then any additional approvers you’ve set up.
To change the approval process, go to Settings → Expense Settings → Approval Workflow.
Why it helps
TA amounts are calculated automatically, with no manual maths or disputes
Odometer and GPS data keep claims accurate
Set different rates for individual employees where needed
Submission deadlines keep claims timely and records clean