Driver Pay Contracts

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The Driver Pay Contracts program is used to configure automatic payments for Drivers. Payments are generated as activity occurs in the Dispatch program. Driver pay can also be generated by the Customer Service, Quick Bill Entry or Local Dispatch programs. Driver contracts consist of a collection of rules. These rules describe the circumstances and the amount that the driver should be paid. Rules are assigned to contracts and can be modified to suit different setups. As well, deductions and extra pay codes are also assigned to contracts. Contracts are assigned to drivers in the Driver Profiles program.

There are almost as many methods to calculate pay for drivers as there are modes of dispatch. In general, pay methods tend to be uniform in specific industry segments. For example: truckload highway drivers are paid based on mileage, though this is usually for company drivers. Owner Operators in truckload highway operations are more often paid a percentage of revenue on the freight. To accommodate all the many variations, the contracts and rules set-up has to be carefully considered and managed. This happens in the Pay Contracts program.

Driver pay is associated with one of four different driver pay types.

  • FB - Freight based
    (DRIVERPAY.DLID <> 0 and LEG_ID = 0, DRIVERPAY.PAY_TYPE = 'FB')

  • LEG -based (aka trip-based)
    (DRIVERPAY.DLID = 0 and DRIVERPAY.LEG_ID > 0, DRIVERPAY.PAY_TYPE = 'LEG')

  • LTLMILES - per trip overall, calculated when the trip is finished
    (DRIVERPAY.LEG_ID = -1, DRIVERPAY.PAY_TYPE = 'LTLMILES')

  • HOURLY - per trip overall
    (DRIVERPAY.LEG_ID = -2, DRIVERPAY.PAY_TYPE = 'HOURLY')

The Driver Pay Contracts screen is divided into sections. General information about the contract is stored in the top section of the screen. It is explained in detail in the Contract grid section.

The top right navigation bar is used to add and view rules, extra pay codes and deduction codes that apply to the selected contract. Each tab (Rules, Extra Pay, Deductions, and R&M Deduction Code, etc.) is described in its own section.

The bottom tabs and grid portion of the screen is used to create rules that can be assigned to contracts. Each tab (Pickups and Drops, Percentage, Mileage, Units, etc.) is described in its own section.

To assign rules to contracts, use the left mouse button to click and drag rules from the bottom section of the screen to the Rules tab in the top right corner of the screen.

To assign contracts to Drivers, see the Driver Profile program > Pay Contracts tab.

To access Driver Pay Contracts:

From this location Go to

TruckMate Menu and TruckMate Task List

  • TruckMate 2023.x and later:
    Accounting & Finance > Driver Payable > Driver Pay Contracts

  • TruckMate 2022.x and earlier:
    Accounting & Finance > Driver Payables > Driver Pay Contracts

Windows Start Menu

TruckMate 20xx > Driver Pay Contracts

Windows Explorer

C:\Program Files (x86) > TruckMate 20xx > PayCon.exe

Setting up Driver Pay Contract

The Driver Contracts program is used to configure automatic payments for drivers based on a collection of rules describing the circumstances and amounts for driver pay and deductions that the driver should be paid. Setting up the Driver Contracts program also requires some setup within the Driver Profiles program.

The Driver Profiles program is used to create and edit general driver data (such as name and address), and other information related to automatic driver pay calculations. Driver Profiles is also where the drivers are associated with the driver pay contracts.

Application Configurator for Driver Pay Contracts

The following Application Configurator options are listed under Configuration Options > PAYCON.EXE.

Option Definition

Calculate Freight Bill Based Driver Pay on Drivers Other Than Pickup/Delivery Drivers

When a freight bill based driver percentage pay is calculated, the default calculation includes only Pickup and Delivery drivers.

  • True
    Includes other drivers (i.e., others in addition to the Pickup/Delivery drivers)

  • False (default)
    Other drivers involved in the freight bill are not included.

Deduction Code User 1 - Deduction Code User 10

These 10 options control the text labels of the User Defined fields available in the Driver Pay Contracts program > Deductions tab.

  • Blank (default)
    If the label text is empty, then the User field will not be available for use.
    Enter some text to define a label and make this field available for use.

FB Pay Leg Date

Determines where to collect the date information to use in Freight Bill based pay. Available values are:

  • ACTUAL_DELIVERY - Actual Leg Delivery Date

  • BILL (default) - Billing Date

  • DELIVERY - Delivery Date

  • PICKUP - Pickup Date

Flat Pay Show Miles

Allows loaded/empty mileages to show up when flat rated without affecting the flat rate calculation.

(loaded_miles * loaded_rate = total_amt)

Works with the PAYCON.EXE > 'Mileage Flat Pay' application configuration value.

  • True
    If the mileage rule’s rate is greater than the 'Mileage Flat Pay' app. config. value, then the Flat pay will be created using the rate defined in the mileage rule. If the mileage rule’s rate is less than the 'Mileage Flat Pay' app. config. value, then the Flat pay will be created using the default rate defined by the 'Mileage Flat Pay' app. config.

  • False (default)
    The miles are shown as 1.

For example:

Mileage Flat Pay app. config. = 5
Mileage Rule: Empty rate = 50, Loaded rate = 75

True:

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False:

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Generate Zero Pay Amount FB Based Driver Pay

  • True
    A zero amount freight bill based driver pay will be generated during driver pay calculation.

  • False (default)
    The freight bill based driver pay will be calculated.

IM Empty on Legs

Determines whether to check for 'Empty' Intermodal Freight Bills, and if any are found, sets the leg as empty even though there is a freight bill on the leg.

  • True
    The freight bill on the trip must have no IM information or be a loaded IM movement to be considered as a loaded leg.

  • False (default)
    IM Freight bills are created for empty movements and treated as if they are loaded.

(The loaded/unloaded flag in legsum (LS_MT_LOADED) is based on the presence of a freight bill on the leg. For Intermodal, freight bills are created for empty movements but the flag should be empty for these type of legs. This app. config. was added so the change is optional.)

Inter-Trip Hourly Payment Threshold

Defines a threshold time value (e.g., a valid integer) when calculating hourly driver pay. If the inter-trip hours spent between the previous and next trips are within this threshold value, the pay will be generated for this time.

  • Zero value (default) - No threshold. No hourly payment is applied.

  • Non-zero value - Defines the acceptable time-difference limit for hourly payments between trips.

Note: This is affected by mobile communications in that if the driver logs out, there will not be any record and the driver will not be paid.

Leg Date Used for Leg-Based Driver Pay

Determines whether to use either leg start time or leg end time for leg-based driver pay.

  • Start
    Use leg start time for leg-based driver pay.

  • End (default)
    Use leg end time for leg-based driver pay.

LegCalcFinishedOnly

Determines whether to calculate Trip based pay only when a leg’s status is set to 'FINISHED' or to calculate trip based pay immediately.

  • True
    Calculate Trip based pay only when a leg’s status is set to 'FINISHED'.

  • False (default)
    Calculate Trip based pay regardless of a leg’s status as soon as the leg exists.

Mileage Flat Pay

Controls the dollar amount that is automatically displayed for any 'Flat Pay' Pay Contract. You may set this to any integer value. Default is set at '5' dollars.

Pay Code User 1 - Pay Code User 10

These 10 options control the text labels of the User Defined fields available in the Driver Pay Contracts program > Rules > Pay tab.

Blank (default) - If the label text is empty, then the User field will not be available for use.

Enter some text to define a label and make this field available for use.

Pay Zero Mileage

  • True
    Automatically create a 'Zero Charge' payment for all 'Mileage Rule' Pay Contracts.

  • False (default)

Show User Cond

  • True
    Show a Memo for User Conditions.

  • False (default)

Use ExRate < TrDate

  • True
    Calculate Exchange Rates using the most recent entry with a date before the lookup date.

  • False (default)

Use Trip Total Distance of Paid Driver for Trip Based Min/Max Mileage Driver Pay Calculation

Determines which distance value is used for calculating driver pay.

  • True
    The distance used in driver pay calculation will be from the start leg to the end leg.

* False (default)
The distance used for driver pay calculation will be from the LOADED start leg to the LOADED end leg.

Use Trip’s Start / End Zones in Millage Pay Rules

Determines whether to use the Trip’s Start / End Zones regardless if the legs on the trip are empty of loaded or only use Loaded Legs' Start / End Zones, when checking against From / To Zones in Millage Pay Rules.

  • True
    The Trip’s Start / End Zones will be used, regardless if the legs on the trip are empty or loaded.

  • False (default)
    Only loaded legs' Start / End Zones will be used.

Use Years of Service

Allows you to automatically assign different contracts to Drivers based on their seniority in the company.

  • True
    Auto-assign Driver Pay Contracts based on the 'Service Years' range specified in the Contract Details section of the Driver Contracts program.

  • False (default)
    For example: if you create three different Driver Pay Contracts (with differing 'Service Years' ranges), and assign them all to the same driver, this config ensures that the driver will be paid appropriately as his seniority increases (i.e. the assigned pay contract will switch as the driver’s years of service fall into a new 'Service Years' range).

Security Configuration for Driver Pay Contracts

The following option is available in the Security > Business Events > Allow Changes section of Security Configuration.

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Field Definition

PAYCON -
Allow Driver Pay Contract Review

Enables user access to the Contract Review wizard function available in the Tools menu within the Driver Pay Contracts program.

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Other TruckMate executables related to payroll, driver pay and driver deductions also have security settings associated with them which will indirectly affect the Driver Pay Contracts program.