Automate Driver Payroll, Settlements, and Year-End W-2 Workflows in Your TMS

Driver Payroll & Settlement Features You Should Expect in a TMS

The goal is simple: pay drivers correctly, on time, with a clear statement that explains every line item. A payroll-ready TMS connects dispatch data to pay rules, adds deductions and reimbursements automatically, and produces audit-ready settlement history.

Pay Rules & Pay Types: Per Mile, %, Hourly, Flat Rate, and More

Every fleet pays differently. A pay rules engine should support multiple pay types and allow you to assign packages by driver, fleet, customer, or lane—so payroll is consistent and scalable.

Pay Type	How It’s Calculated	Common Use Case
Per Mile (CPM)	Loaded/empty miles × rate (with optional minimums)	Company drivers, mileage-based lanes
Percentage	% of linehaul revenue (with configurable exclusions)	Owner-operators or % pay programs
Hourly	Hours × hourly rate (based on time events)	Local, drayage, yard, dedicated routes
Flat / Per Load	Fixed amount per load, stop, or assignment	Dedicated contracts or special moves

Add your supported mile sources (dispatch miles, odometer, ELD/GPS, map miles) based on your product.

Settlement Statements: Clear, Consistent, and Audit-Ready

Drivers want transparency. A settlement statement should break down linehaul pay, accessorials, bonuses, advances, deductions, and net pay—while keeping every line item tied to a load or event.

• Auto-build settlements from completed loads and events
• Settlement period controls (weekly/bi-weekly/custom)
• PDF statements and export options
• History: reprints, adjustments, and settlement versioning

Detention, Layover, Stop Pay, Bonuses, and Extra Earnings

Extra pay shouldn’t require manual math. Configure earnings triggers based on dispatch and stop events, approvals, and proof documentation so bonuses and accessorial pay are consistent.

• Stop pay, detention, layover, breakdown pay (as supported)
• Safety/performance bonuses and incentive programs
• Per-customer or per-lane overrides
• Proof documentation attachments (timestamps, photos, notes)

Deductions, Reimbursements, Escrow, and Advances

Manage driver balances and line items cleanly. Track escrow accounts, advances, recurring deductions, and reimbursements with clear rules and reporting.

• Recurring deductions (insurance, equipment programs, fees)
• Escrow setup, balances, and draw rules
• Fuel/cash advances and settlement netting
• Reimbursements (tolls, lumper, scale tickets, repairs)

Add your payment methods (ACH, check, pay card) and whether drivers can view statements in a portal.

Approvals, Exceptions, and Payroll Audit Trails

Payroll needs controls. Track who approved bonuses, edited pay lines, or changed settlement rules—so you can reduce errors and maintain a clean audit history.

• Approval workflows for adjustments and bonuses
• Exceptions queue for missing paperwork or mismatched rates
• Audit trails for edits, approvals, and re-runs
• Role-based access controls for payroll actions

W-2 Generation and Year-End Reporting Workflows

Year-end shouldn’t be a scramble. A TMS can maintain year-to-date totals, categorize earnings and deductions, and generate export-ready reports to support W-2 preparation and reconciliation with your payroll provider.

• Year-to-date earnings and deduction summaries
• Configurable earning/deduction categories
• Export-ready year-end payroll reports
• Audit trail for adjustments and corrections

If you generate W-2s directly, list your supported form outputs; otherwise position this as “W-2 reporting exports for payroll providers.”

Payroll & Accounting Integrations (Export, Sync, Reconcile)

Reduce double-entry by syncing settlement results to payroll and accounting systems. Export settlement lines, map categories, and reconcile payments with clear references back to loads and drivers.

• Exports for payroll processing (CSV/API depending on your setup)
• Accounting exports for settlements, deductions, and reimbursements
• Category mapping for clean GL alignment (optional)
• Reconciliation reporting for finance teams

Ready to Simplify Driver Payroll and Settlements?

Centralize pay rules, settlement cycles, deductions, reimbursements, and year-end reporting workflows inside your TMS—so your team pays drivers accurately, reduces disputes, and closes faster.

• Automate pay calculations with configurable rules
• Generate clear settlement statements and histories
• Track escrow, advances, reimbursements, and deductions
• Support year-end W-2 reporting workflows with exports

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