Trip pay: trip pay rules, trips in the pay period, invoices and Dayforce

What Trip Pay Is

Trip pay pays drivers per trip, alone or on top of their hours. Each trip gets its pay from a trip pay rule and its distance, goes into the pay period of its date and is paid when you approve that period.

Trip pay is a paid add-on that DriverPass turns on for your fleet. Then Time clock & payroll has a Trips tab and Payroll settings has a Trip pay card, for the fleet owner and staff with Payroll & HR access.

How a Trip Is Paid

A rule pays distance x Rate per mile + Extra per trip, and never less than the Minimum per trip. Example: 1057.9 miles x $0.65 + $50 = $737.64, more than a $700 minimum.

With Flat amount up to a distance, trips up to that distance pay the minimum and longer trips pay distance x rate + extra on all of the distance.

DriverPass keeps each trip's exact amount and rounds once per driver, company and pay period, so totals match your own sheet to the cent.

When more than one rule fits, a rule for a specific company comes first, then Contractors or Company drivers, then Everyone. Contractors are drivers with a contracted or owner-operator Driver Type. A driver's Trip rate card can give them their own rates (see the guide on waiting time, layovers and charges).

Add or Change a Trip Pay Rule

1. Open Time clock & payroll, click Payroll settings and find the Trip pay card.
2. Click Add rule. Enter the Rule name (for example Highway round trip) and pick Applies to, Company (or Any company) and Distance in (Miles or Kilometres).
3. Enter the Rate per mile ($), Extra per trip ($) and Minimum per trip ($). Type a distance in Try a distance to see what a trip pays. Waiting time ($ per hour), Layover ($ per day) and Local move ($ per move) are the defaults for the lines you add on the payroll page.
4. Under When and why, set the Effective date (trips on and after it use this rule), pick a Reason and click Save rule.
5. To change the per mile rate later, click Change rule, enter the new numbers, the Effective date and the Reason, and click Save rule. Earlier versions stay under History. Trips from that date in pay periods not approved yet are priced again.

Trips in the Pay Period

1. Import the trips on the Trips tab (see the guide on importing trips). On the Payroll tab the cards show Trips, Trip pay and Gross pay (hours + trips).
2. Click the arrow next to a name to see their trips under the shifts. Click the name for the side panel with the trips and Changes to these trips.
3. To fix a trip, click the pencil (Edit trip), change the Trip date, Distance or Company, type the Reason for the change and click Save. The pay is worked out again.
4. To take a trip out, click the bin (Remove trip), say why and click Remove trip. It is not paid and the change is logged.

Approve a Pay Period with Trips

A trip with no pay blocks approval. The box lists each one: No distance, No trip pay rule, or Distance unit does not match the rule. Fix it with Edit trip or add a rule, then approve. If a rule change re-priced trips, check them and approve again.

Approving locks the trips with the shifts and keeps their pay. Each worker's notice includes their trips, for example 3 trips, $2,252.56 (no amounts when Show pay on the Clock screen is off). To change a trip after approval, reopen the period. Payroll staff cannot change their own trips.

Invoices and Dayforce

A contractor with trips gets an invoice in the trip layout: PAY TO, BILL TO, PAYMENTS, then EARNINGS with Mileage (truck numbers under Units, the rate, the trip pay), Local moves, Waiting time, Layovers, charges and Deduct lines, Hourly services if they also had hours, the taxes and Total earnings, then a SUMMARY of each trip and SUMMARY INFO with the dates.

In the Dayforce file, contractors' trip pay goes into CONTRACTOR with their taxes. For company drivers, pick the Trip pay column on each company's card in Payroll settings and click Save column. With None, trip pay is left out and the Payroll tab lists who to enter by hand.

Payroll summary (CSV) has Trips and Trip pay columns (Trip pay includes waiting time, layovers and charges), and hours summaries list the trips.