Driver pay

Set up pay profiles, review time cards, generate and approve pay statements, handle deductions and driver disputes, and export payroll.

For admins

Driver pay works out what each driver earns in a pay period. It uses miles and hours from the ELD records, loads from Dispatch, and any pay items, adjustments and deductions you add. You approve each driver's pay statement and record when it was paid. Drivers see their approved statements in the app and can dispute them.

Before you start

• Feature: Driver pay is an optional feature (Driver pay). If you don't see Driver pay in the menu, it is not turned on for your carrier. Contact EZ Logs support to turn it on.
• Who can do what: owners and carrier admins can change everything. Support users can view the pages but can't change anything. If your subscription is read-only, the pages show data but you can't make changes. Every change is recorded in the audit log.
• Hours are read only. Hours on time cards and statements come from the drivers' ELD duty-status records. Driver pay never changes those records. To correct hours, edit the log. See Driver logs and edits.

Where to find it

In the Operations section of the portal, open the Driver pay group:

Set up pay

1. Choose the pay period

1. Open Pay settings.
2. Under Pay period, pick Weekly, Every two weeks or Twice a month (1st-15th, 16th-end).
3. For weekly or every-two-weeks periods, set A period starts on to the first day of any pay period. Periods repeat every 7 or 14 days from that date.
4. Set Pay delay (days after the period end), from 0 to 60. The pay date shown on statements is the last day of the period plus this many days.
5. Click Save settings.

The card heading shows the current period and its pay date. If you change the period later, approved statements keep the period they were approved for.

2. Overtime and team loads (optional)

• Weekly overtime for hourly pay is off by default. Most interstate CMV drivers are exempt from FLSA overtime under the motor carrier exemption (29 U.S.C. 213(b)(1)). Turn it on only for drivers who are not exempt. When it is on, set:
  • Overtime after (on-duty hours per workweek): driving plus on duty not driving, from 1 to 80.
  • Overtime rate (% of the hourly rate): 150 means time and a half.
  • Workweek starts on.
• Whether overtime is on or off, weeks over the threshold are flagged on the time cards.
• Team loads: share of the driver (%) sets how much of the load-based pay (percent, flat and per stop) each team driver gets. The co-driver gets the rest. Miles and hours are always split by ELD driving time.

3. Create pay profiles

A pay profile is a set of pay rules. Each driver uses one profile.

1. Open Pay profiles and click New profile.
2. Enter a Name, and optionally a Description (optional). Leave Active checked.
3. Turn on at least one way to pay, or enter an accessorial rate:
   • Per mile: under Miles paid, pick Every paid mile (one rate, optional tiers) and enter a Rate per mile, or pick Loaded and empty miles at different rates and enter a Loaded rate and an Empty rate. Per-mile rates can include a tenth of a cent (for example 0.555). Tiers are marginal: only the miles in the period above a tier's start are paid at that tier's rate. Loaded miles run from departing the first pickup to arriving at the last delivery of a Dispatch load.
   • Hourly: enter a Rate per hour and pick Hours paid: On duty (driving + on duty not driving), Driving or On duty not driving.
   • Per load: under Pay per delivered load, pick Percent of the load revenue (enter a Percent of revenue, and optionally check Include the load accessorials in the revenue) or Flat amount per load (enter an Amount per load).
   • Per stop: enter an Amount per stop. Optionally check Pay only extra stops (not the first pickup and the last delivery).
   • Accessorial rates: Detention (per hour), Layover (per day), Breakdown (per hour) and Tarp (each). These rates are used for pay items entered as hours, days or a count with no amount.
4. Click Create profile.

Under the profile list, the Drivers table shows each driver's Pay profile. Pick a profile from the drop-down for each driver. A driver with No pay profile gets only pay items, adjustments and deductions.

When you change a profile's rules, the new rules apply to draft statements the next time they are recalculated. Approved statements keep the rules they were calculated with. You can't delete a profile that drivers are using. Assign those drivers another profile first.

4. Add deductions

1. Open Deductions and click Add deduction.
2. Pick the Driver, then pick the Kind: Escrow, Fuel advance, Cash advance, Insurance, Equipment lease or Other.
3. Enter a Description and the Amount per period (USD).
4. Optionally enter Total to collect (USD, optional). The deduction stops once that total has been collected, for example when an escrow target is reached or an advance is repaid.
5. Set the Start date, and optionally an End (optional) date.
6. Leave Every pay period (uncheck for a one-time deduction) checked for a recurring deduction. A one-time deduction is taken on the first statement on or after the start date.
7. Click Add deduction.

The table shows the amount Collected so far and the amount Remaining. Click Stop to pause a deduction and Resume to restart it. You can only delete a deduction that was never taken on an approved statement. Otherwise, stop it, and its history stays on the statements.

Review time cards and add pay items

1. Open Time cards. The range defaults to the current pay period. Use From and To to change it (up to 31 days), and Driver to show one driver.
2. Each driver's card lists, for each day: Driving, On duty (not driving), On duty total, Off duty, Sleeper, Miles, Loaded / empty, Miles source and Pay items, with weekly totals.
3. To add a pay item, click the + button (Add pay item) on a driver's day. Pick the Kind: Detention, Layover, Breakdown, Tarp, Lumper, Bonus, Reimbursement or Other.
4. Enter either the hours, days or count (paid at the driver's pay profile rate), or an Amount (USD). Optionally add a Description (optional), then click Add item.

The Miles source column shows ELD when the vehicle's miles are shared out by ELD driving time. It shows App session when there were no ELD driving records that day; the miles then come from the vehicle while the driver was signed in to the app. You can't edit or delete pay items on an approved statement (they show a lock). Add an adjustment instead.

Generate and approve statements

1. Open Pay overview and pick the pay period.
2. Check the KPIs: Paid miles (loaded and empty), Unassigned miles, Gross pay (with net after deductions) and Statements.
3. Click Generate drafts. This creates a draft statement for each driver, or recalculates the existing drafts. Approved and paid statements are left unchanged.
4. In the Drivers table, click a driver's statement status to open the statement. Drivers without a statement show Estimate, a live estimate.
5. On the statement, check the Totals (earnings, reimbursements, adjustments, gross, deductions and Net pay) and the Lines. Click Recalculate after you change pay items, profiles or deductions.
6. Click Approve, then Approve and lock. The statement is recalculated one last time, then its lines, totals and pay items are locked. The driver can now see it in the app.
7. After you pay the driver, open the statement and click Mark paid. Enter a Payment reference (optional) (for example an ACH batch or check number) and the Paid on date, then click Mark paid. This only records the payment. It does not move money.

On a draft statement you can also click Delete draft. Its pay items are kept and picked up again the next time drafts are generated.

Important: Unassigned miles are not paid until a driver accepts the unidentified driving records. Use Review in Unassigned miles by vehicle, or see Reviewing unidentified driving.

Corrections after approval

Approved statements can't be changed. To correct one, open it and click Add adjustment. Enter a positive or negative Amount (USD) (negative takes money back), a Description, and optionally the line it corrects (Corrects line (optional)). On a locked statement, the adjustment goes on the driver's next draft statement.

Handle pay disputes

Drivers can dispute an approved or paid statement, or one of its lines, from the app. See My pay.

1. Open Pay disputes. Open disputes are listed first. Filter by status: Open, Accepted or Rejected.
2. Click Resolve on a dispute.
3. Under Decision, pick Accept or Reject.
4. If you accept, you can enter an Adjustment (USD, optional). A positive amount pays the driver more; a negative amount takes money back. It goes on the driver's next draft statement.
5. Enter a Note to the driver (required), then click Accept dispute or Reject dispute. The driver is notified of your decision.

Export pay

• Pay overview > Export CSV downloads the lines of the period's approved and paid statements.
• On a statement, PDF and CSV download that statement. Support users can download too.
• Pay settings > Payroll export: pick a Pay period, then click Export CSV on the CSV file card. QuickBooks Online, ADP and Gusto are listed as Not configured yet; those integrations are not available yet.

Note: When a statement is approved, EZ Logs sends a pay.statement_approved webhook event, if your carrier uses webhooks. See Developer API and webhooks.