Payroll- Review and Process

Payroll- Review and Process


Payroll- Review and Process


Overview

This module outlines how to prepare, review, and process driver payroll in OpsDriver. It covers how to validate driver actuals, assign pay rate groups, calculate payroll entries, and export those entries to your payroll system.

1. Review Driver Assignments


A. Navigate to Driver Actuals Review

  • Go to the Payroll section.

  • Select the week to review (e.g., April 3–9).


Assignment Colors:

  • Blue: Dispatches missing actual times (plan time only).

  • Gray: Actuals entered (verified from driver or integration).

  • Purple: “Other Assignments” (e.g., PTO, Training).

  • Orange: Dispatches with driver actuals manually entered.

  • Red: Missing required info before payroll processing.

  • Yellow: Missing assigned pay rate group.


Use this page to catch errors like missing times or overlapping shifts.

2. Assign a Payroll Period

  1. Go to Payroll Periods.

  2. Click into the desired payroll period (e.g., April 3–9).

  3. Click Assign Payroll Period to associate dispatches with this timeframe.


After this, gray dispatches should disappear from the list.

3. Use Scheduled Times (Optional)


If some dispatches don’t have actual times but match scheduled times:

  1. Click Use Scheduled Times for Actuals.

  2. This fills in actuals for dispatches without manual entries or tracking.


Dispatches with previously entered actuals won’t be overwritten.

4. Resolve Yellow Items (Assign Pay Rate Groups)


Dispatches in yellow are missing a Pay Rate Group.


To fix:

  1. Go to the Dispatch Board for the applicable day.

  2. Click into each dispatch.

  3. Select the appropriate Pay Rate Group and Save.


Mapped default values can pre-fill this in future dispatches.

5. Calculate Pay Rates


Once data is clean:

  1. Click Calculate Pay Rates.

  2. The system:

    • Applies the correct rate structure

    • Calculates pay values by hours, revenue %, or per diem

    • Prepares entries for review


All qualifying dispatches and assignments now appear green.

6. Process Payroll Entries

  1. Click Process Payroll Entries.

  2. Review the summary of all entries:

    • Pay codes

    • Rates

    • Hours or quantities

    • Final pay amounts


Dispatches with no time but using % of revenue will also appear here.


  1. Confirm and click OK to generate entries.

7. Export Payroll


You can now:

  • Export Payroll Report – detailed for review, includes all assignments

  • Download Payroll File – formatted for upload to your payroll system

8. Make Edits or Add Manual Entries


If needed:

  • Click Edit on any entry to adjust rate, hours, or overtime

  • Use Add Entry to include forgotten pay items


The export files will automatically reflect changes.

9. Overtime Handling


If your drivers and pay codes are flagged as overtime eligible, the system will:

  • Calculate overtime hours

  • Apply the correct rate multiplier

  • Include both regular and OT entries in the export

Best Practices

  • Use the Verify function to greenlight entries in multi-user review environments

  • Always assign payroll periods in advance for each upcoming week

  • Regularly update pay rate group mappings to avoid manual corrections


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