Import trips: upload or paste a trip sheet, review the checks, undo an import

Upload or Paste the Sheet

Add a trip pay rule first (Payroll settings, Trip pay card) so the trips get their pay.

1. Open Time clock & payroll and click the Trips tab. Import trips has three steps: Sheet, Columns and Review.
2. Pick the Pay period. It gives the year to day titles that have none; each trip still goes to the pay period of its own date.
3. Click Choose the sheet or drop it here: Excel (.xlsx) or .csv, up to 5 MB. For an old .xls file, use Save As .xlsx in Excel first.
4. Or open Or paste cells from Excel and paste. Uploading is better: pasted cells lose their colours, so red rows are found only by their words.
5. Click Read the sheet.

Columns: List or Day Grid

If the file has more than one sheet, pick the Sheet. Then pick how it is laid out.

1. List: one row per trip with column names on top, for example a trip export. Pick the Row with the column names, then under Which column holds what? at least Date and Driver, plus Trip #, Unit #, Distance, Outbound, Inbound, Company or Notes when the sheet has them.
2. Date order: Find out from the dates works for most sheets. If 10/03 could mean either, pick Month first (10/03 = Oct 3) or Day first (10/03 = 10 Mar).
3. To reuse the columns, type a name under Save these columns as a template and click Save template. Next time it is picked when the column names match.
4. Day grid: a weekly schedule with a title per day (MONDAY - 21 SEPTEMBER) over DRIVER, TRAILER#, OUTBOUND, INBOUND. Each row is one round trip. It has no distance, so you type it in the review.
5. Click Check the trips.

Review the Trips

Each row shows Add, Date, Driver, Company, Outbound, Inbound, Distance, Pay and Checks. Show filters All, Needs attention, Ready or Skipped, and the totals give each driver's trip pay. Nothing is saved until you click Add N trips.

Drivers are matched by full name, then a remembered nickname, then a first name only one driver has, then the Unit #. Rows that say OFF or hold only a note are ignored.

What the Checks Mean

Unknown driver: no driver on your roster has that name. Pick the driver.

Pick driver: two or more drivers fit, for example two named Gurwinder Singh. Pick the right one. DriverPass never guesses.

Probably not done: the row is red or hidden in the sheet, or says cancelled, broke down, came back empty or not ready. It is skipped; tick Add to pay it anyway.

Already imported: a trip with the same Trip # is already in DriverPass and cannot be added twice. Maybe already imported: same driver, date and outbound as another trip, so check it.

Distance needed: type the distance on the row. Distance is in km but the rule pays per mi (or the other way): type it in the rule's unit.

Goes to pay period: the date is in the period before or after the one you picked, so the trip goes there. Dates further away, in the future or in an approved pay period cannot be added; reopen that period first.

Miles: Saved Routes and Free Estimates

A route is the yard, the outbound place, the inbound place and back. Once you type or confirm its miles, it is saved and filled in next time (Saved route).

1. In Payroll settings, under Saved routes, set Trips start and end at (your yard) and click Save address.
2. In the review, click Estimate distances. The grey Estimated miles are a free guess, often 2 to 6% low: check them against PC*Miler, then click Use estimate or type the real miles. The row says Saves this route.
3. Typed other miles on a saved route? Tick Update saved route from the old to the new miles, or leave it to change only this trip.
4. Saved routes: search a place, click Edit to change a distance (with a reason) or Delete so the next import asks again.

Remember a Nickname

After you pick the driver on a row, click Remember "name" as this driver. Next time that name on the sheet goes to that driver. A name two or more drivers share is never remembered: a guess could pay the wrong person.

Undo an Import

1. Under Past imports, find the import (Imported, Sheet, Trips, Trip dates).
2. Click Undo this import and confirm. All its trips are removed.
3. Trips in an approved pay period cannot be removed: reopen the period first. To fix one trip, use Edit trip on the Payroll tab instead.