Calculating employee mileage expense claims can be a complicated and time consuming process.

Since 2011 we’ve been providing the NHS Shared Business Services (NHS SBS) with a mileage calculation web service that’s efficient, simple to use and accurate.

 

The NHS Shared Business Services (SBS) is the largest provider of business support services to the NHS in England. It’s a unique joint venture between the Department of Health and Sopra Steria. Our mission is delivering £1 billion savings back to the NHS by 2020 and we have already delivered audited savings of over £350m.

The Challenge:

In 2011 NHS/SBS were tasked with improving operational efficiency, identifying cash-releasing savings and increasing added value services across HR, Payroll, Finance and Procurement.

They identified that a system to measure travel times and distances when calculating employee mileage claims would:

  • Make the process much more efficient
  • Increase the accuracy in managing claims
  • Ensure that employees receive the correct mileage expenses for journeys made

The web service we provided has been successfully used by members and employees since June 2011.

The Solution:

screenshot of SBS epay API

Beacon Dodsworth created a bespoke live web service version of our distance calculator, TimeTravel, which uses a smart algorithm to calculate the shortest distance and travel time from multiple full postcode locations. 

TimeTravel technology combines road networks, postcode data and speed tables. Through continuous development the drive time/drive distance engine recognises a wide range of factors to provide an unrivalled level of accuracy.

TimeTravel includes factors such as:

  • Road types and features
  • Modelled road speeds
  • The road location i.e. rural, urban etc
  • Road restrictions such as one-ways
  • Other geographical features such as bridges and ferry crossings

An accurate and cost-effective web service

Accurately calculating mileage expense claims requires detailed road data, which can be expensive and therefore prohibitive. However, because the NHS is a public sector service, we knew that they were entitled to free data under the Public Sector Mapping Agreement (PSMA). The PSMA is an agreement between the government and the Ordnance Survey (OS), which licenses public sector organisations to access and share OS digital map data. Beacon Dodsworth have been partners with OS for many years and have extensive knowledge of using OS map data with the TimeTravel distance calculator and our powerful GIS mapping software, Prospex

The road network data we selected is the ITN (Integrated Transport Network) layer data from OS MasterMap. Using OS ITN road network data enabled us to plot the position of every road in the country, provide the high level of detail NHS/SBS required and ultimately deliver a cost-effective, robust and accurate solution.

The web service was easily integrated into the SBS ePay system. The flexible API provides routing and postcode integrity checks. TimeTravel technology can be integrated with third party systems and data to meet most user needs. 

screenshot of SBS epay API whilst inputting data

Since 2011 there have been over 5 million interactions with the NHS SBS TimeTravel distance calculator and the number of users continues to rise.

To keep the data provided by the TimeTravel engine accurate we update regularly with road network changes and any new postcodes, such as new housing estates, as part of our ongoing support.

Recognising the need to minimise disruptions during updates we regularly work with NHS/SBS to schedule and manage updates. We also provide ad-hoc telephone support to ensure that users are both confident with and understand the routes this web service provides.

The Benefits:

Hosted on a dedicated Beacon Dodsworth server, the reliable web service is available 24/7 and is backed up in real time to ensure a continuous level of service. This is essential as NHS employees may file expenses claims via ePay at any time of the day or night.

Tasy Warn, Director of Employment Services at NHS Shared Business Services said:

"Beacon Dodsworth went the extra mile to really understand what we are trying to achieve. They ultimately delivered a bespoke solution that matched our requirements, exceeded our expectations and added a huge amount of value to our overall payroll service.

With their accommodating and approachable nature, we’ve developed a positive working relationship. The ongoing phone and email support we receive for internal queries is invaluable.

Beacon Dodsworth have provided us with a streamlined and accurate mileage expense claim calculator that has improved service quality for all our NHS clients."

Could your employees use an accurate mileage calculator? Send us a message, or give us a call on 01904 701020.

Want to learn more about our TimeTravel distance calculator?

If you’d like to provide your employees with an accurate mileage calculator 

Beacon Dodsworth Ltd.
5 Middlethorpe Business Park, Sim Balk Lane, Bishopthorpe, York. YO23 2BD
Tel. +44 (0)1904 701020 email info@beacon-dodsworth.co.uk

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