Waiting time, layovers and charges: extra trip pay lines and the driver Trip rate card

Fleet Rates and Named Charges

Waiting time and layovers are paid at a rate per hour and per day. Charges are named amounts such as Breakdown day $150. A negative amount is a deduction, for example Advance -$200.

1. Open Time clock & payroll, click Payroll settings and find the Trip pay card.
2. Click Change rule (or Add rule) and fill in Waiting time ($ per hour), Layover ($ per day) and Local move ($ per move). Blank or 0 means not used. Set the Effective date and Reason and click Save rule.
3. Under Charges, click Add charge type. Enter the Name and the Default amount ($), negative for a deduction, keep In use ticked and click Save charge. Click the pencil to change it later; untick In use to stop offering it.

A Driver's Own Rates: the Trip Rate Card

The Trip rate card is in the driver's Pay & tax card, on their profile and in the side panel of the Payroll tab. Each box shows the Fleet rule value; a blank box uses it.

1. Type this driver's Rate per mile ($), Minimum per trip ($), Extra per trip ($), Waiting time ($ per hour) or Layover ($ per day), and under Charges for this driver their own amount for a charge.
2. Set the Effective date (trips on and after it use the new rates), pick a Reason (Correction and Other need a Note) and click Save rate card.
3. Each change is kept in Pay history. Trips from that date in pay periods not approved yet are priced again; approved periods keep their pay. Clear a box and save to go back to the fleet rule.
4. Payroll staff cannot change their own rate card. The fleet owner does.

Add Waiting Time, a Layover or a Charge

1. On the Payroll tab, click the driver's name. Under each trip in the side panel are Add waiting time, Add layover and Add charge.
2. Add waiting time: pick 0.25 to 10 hours, in quarter hours. Add layover: pick 1 to 7 days. The rate comes from the Trip rate card on the trip date and is shown with what it pays; to change it, change the rate card.
3. Add charge: pick a charge (its amount fills in and can be changed) or Other (type what it is for), enter the Amount ($), negative for a deduction, add a Note if you like and click Add.
4. Add charge to this week (under Charges on this week) adds a charge that is not on a trip, for example an advance. Pick the Company when you have more than one.
5. To take a line out, click the x next to it, say why and click Remove. The log in the side panel lists every line added and removed, with who and why.

Pay, Approval and the Lock

Pay is the trips plus waiting time, layovers and charges, minus deductions, rounded once per driver, company and pay period. The Trips column says for example 3 trips, 1.5 h waiting, 1 charge.

Approving locks the lines with the trips; reopen the period to change them. A contractor invoice cannot be below $0: approval stops and names the driver, so lower or remove the deduction first.

Invoices, Dayforce and the CSV

On a contractor's trip invoice, EARNINGS shows Local moves (the local move rate and the local moves already inside Mileage, marked incl.), Waiting time and Layovers with hours or days, rate and amount (one line per rate), one line per charge and a Deduct line per deduction. Earnings before taxes is after deductions and the taxes are worked out on it. The SUMMARY fills Waiting time per trip and adds an OTHER column when a trip has a layover or a charge.

In the Dayforce file, contractors get all of it in CONTRACTOR with their taxes; company drivers get it in the company's Trip pay column. Payroll summary (CSV) ends with Waiting h, Waiting pay, Layover days, Layover pay and Charges.