Payroll- Setting Up Drivers and Dispatchs

Payroll- Setting Up Drivers and Dispatchs


Payroll- Setting Up Drivers and Dispatches


Overview

This module covers how to configure drivers for payroll, assign pay rate groups to dispatches, and record driver actuals. These steps are critical to ensure accurate and automated payroll calculations in OpsDriver.

1. Setting Up a Driver for Payroll


Step-by-Step Instructions:

  1. Navigate to Company Setup > Drivers.

  2. Select the driver you want to configure.


Ensure the following:

  • Employment Status is not set to Terminated or Leave of Absence.

  • Available for Dispatch is checked.


Only drivers who meet these conditions will be available for scheduling and payroll.

2. Setting Driver Seniority (if required)


Instructions:

  1. Enter the Seniority Start Date (e.g., January 1, 2019).

  2. Set the Employment Type (e.g., Full-time, Part-time).

    • Seniority is calculated based on time and modifiers.

    • For part-time drivers, use a seniority multiplier (e.g., 0.5).

  3. Use the Seniority Modifier to adjust manually if needed.


Example: A part-time driver starting on 1/1/2019 would have ~2.2 years of seniority. A modifier of +2 would increase this to 4.2.

3. Setting Up Seniority Multipliers (Optional)


If your company adjusts seniority based on employment type:

  1. Go to Company Setup > General Settings > Account Settings.

  2. Review or set multipliers:

    • Full-time = 1

    • Part-time = 0.5

    • Casual = 0.5 or custom value

4. Assigning Pay Rate Groups to Dispatches


Manual Assignment:

  1. Open a Booking Dispatch.

  2. Click into the dispatch.

  3. Select the Pay Rate Group (e.g., School Bus – Charter).

  4. Click Save.


Automated Assignment (Optional):

  1. Go to Financial > Payroll > Pay Rate Group Mappings.

  2. Create mappings by:

    • Vehicle Type

    • Booking Category

    • Yard or Customer Type (optional)

  3. Dispatches will automatically assign a matching pay rate group at creation.

5. Recording Driver Actuals


Driver actuals are required for payroll processing.


Options:

  • Use Scheduled Times: Auto-fills start/end based on scheduled dispatch

  • Enter Manually:

    1. Click Add Driver Actual

    2. Input Start Time, End Time, and optionally:

      • Live Hours

      • Wait Time

      • Deadhead Time

    3. Click Save


If start/end times and hours differ, the system shows a yellow highlight to indicate the discrepancy (informational only).

6. Handling Complex or Split Shifts

  • Add multiple Driver Actuals to one dispatch to account for:

    • Split shifts

    • Multi-day trips

    • Breaks between legs


The system will aggregate total hours for the payroll period.

7. Summary: Requirements for Payroll Calculation


To include a dispatch in payroll:

  • ✅ Driver is assigned

  • ✅ Pay Rate Group is set

  • ✅ Driver Actual(s) are recorded


These items are essential before processing payroll for any given period.

Best Practices

  • Maintain accurate employment status and availability

  • Use seniority modifiers only when exceptions apply

  • Map pay rate groups to automate where possible

  • Review timesheets weekly to ensure timely entry of actuals


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