Driver Pay Audit procedures

Open the Driver Pay Audit program (PAYAUDIT.EXE).

Right mouse click in the Driver grid.

In the pop-up menu, choose the 'Pay Statement History' option. You will see a listing of statements issued to the driver you selected in step one.

Right click on the statement you wish to reprint, and select 'Print Pay Statement'.

A report selection screen will appear, where you choose the 'PAYSTMT_REPRINTBYSTATEMENTID.RPT' report. This will reprint the statement that you have selected.

Go to Tools > Quick Deductions Entry.
The Quick Deductions Entry window opens.

Check (or un-check) the 'Auto Approve' flag at the top of the window depending on if you want the deductions entered on this window to be automatically approved.

Enter a valid Driver ID in the 'Driver ID' field. You may select the DB search icon to choose a Driver ID from those in your Database.

Enter a valid Deduction Code in the 'Deduction Code' field. You may select the DB search icon to choose a Deduction Code from those in your Database.

The 'Deduction Date' field will automatically populated with the current Date, but you may double-click in this field to change the Date, if necessary.

Enter a Deduction dollar amount in the 'Amount' field.

Type the <tab> key- the cursor will return to the 'Driver ID' field, and the four entered values will be added to the Deductions grid. You can repeat the above process, with each iteration adding a new line to the Deductions grid. (You can edit the contents of the grid as well by clicking on a detail line and changing the values in the above fields).

The new Deduction record will use the specified 'Date' and 'Deduction Code', and will use the system’s default 'Currency', a 'Quantity' of '1' and a 'Rate' of the of the 'Amount' specified (making the amount and functional total equal to the amount specified). All the rest of the fields will be defaulted as they normally would be when entering Driver Deductions on the Deductions tab.

Open the Driver Pay Audit program (PAYAUDIT.EXE).

In the filter box, type the code of the driver you wish to display and enter. You can then view the pay, deductions or memorized deductions for that driver. Selecting the checkboxes (approved, not approved, etc will allow you to narrow down the records displayed based on what it is you want to see.

You can add, modify or delete information by going directly to the grid and using the appropriate navigational bar request to add ('+') a new detail line, edit ('^')a detail line, or delete ('-') a detail line.

To approve or unapprove automatic pay entries either double-click on the detail line or right click and select 'Approve for Payment'.

To 'Hold Approved Payments', use the context menu and select the appropriate entries. This will change the status of all 'Approved Payments' (green text) to 'Held' (red text).

Open the Driver Pay Contracts program (PAYCON.EXE).

From the navigator bar at the top of the screen, find the contract on which the bonus is to be paid.

In the 'Rules for this Contract' section of the screen (upper right portion) be sure there is a code created for the Bonus to be paid. If there is no code created, it must be created before it can be paid in the Driver Pay Audit Program.

Once the pay has been approved, it needs to be run through the Driver Pay Register program.

Then, open the Driver Pay Audit program (PAYAUDIT.EXE).

Right-click on the 'Driver' to receive the bonus and go to the 'Calculate Driver Bonus' option.

Select whether the bonus is to be calculated on 'Empty' or 'Loaded miles'.

Select the cut-off date for the bonus to calculate. The bonus will calculate on all legs completed up to and including that date.

Enter the 'Rate Per Mile' to be calculated, i.e., 1 cent/mile = .01

Select the 'Contract' the bonus is to be calculated on.

Select the correct 'Pay Code' and enter it in the `Pay Code' field.

Enter the date the transaction is to occur in the 'Transaction Date'.

Enter a 'Description' for the Bonus - this is a MANDATORY field.

Press 'Okay'.

If the bonus is to be paid in the current pay period, run the Driver Pay Register again so the bonus will appear on the Driver Statement.

Open the Application Configurator program (CONFIGEXPLORER.EXE). To do so, click: Start > Programs > TruckMate > Utilities > Application Configurator.

Open the Configuration options (left side) menu and click on the 'DRIVERS.EXE' item.

In the right hand side window, double click the 'User Field 1' item (or any other available 'User Field…​' option). Change the text in the 'Value' field to 'SSI Deduction'.

In the Configuration options (left side) menu, click the 'PAYAUDIT.EXE' item.

In the right hand side window, double click the 'Remember GP Amts' option. Set the 'Value' field to 'True' by double clicking it. This will make the Pay Audit program remember the settings you are about to change for future use.

Open the Driver Profiles program (DRIVERS.EXE). To do so, click: Start > Programs > TruckMate > Profiles > Driver Profiles.

Enter the keyboard combination '<CTRL><U>' to access the User Defined Fields window. For each driver, enter 'Yes'in the 'SSI Deduction' field if they are to have the SSI deduction, or 'No' if they should not (this will be case sensitive). By default the procedure will take the deduction even if the field is left blank so it is not essential that this field be completed, you may want to do so anyway, just so you know that it wasn’t overlooked.

Open the Driver Pay Audit program and in the upper 'Driver Information' grid, right click and select Percentage Based Deductions. There will be a new option to select the value to calculate the deduction on. It will either be 'Gross Driver Pay', or 'Net Freight Charges'. Select the latter option.

There will also be a new field for the 'Minimum' amount. Enter the minimum deduction and when the calculated amount is under the minimum value, a deduction will be created for the minimum amount.

Once you have completed your selections, click on 'OK' to create the deductions. If there are deductions that need adjusting, at this point they are approved, and can still be adjusted. Run the Driver Deduction Register program to update the deductions.

Open the Driver Pay Contracts program (PAYCON.EXE), click: Start > Programs > TruckMate > Accounting & Finance > Driver Payables > Driver Pay Contracts

Go to the Exchange Rates tab. Enter the currency you wish to convert. For example, if you want to convert funds from US dollars to Cdn dollars, you’d enter the US dollars in the Exchange Rate tab. Your default currency of Canadian, in this example, doesn’t need to be entered here.

Enter the effective date of that rate, whether that rate is to be used for driver Pay items ('P'), Driver Deduction ('D'), or Both ('B').

Open the Driver Pay Audit program (PAYAUDIT.EXE).

Go to the Deductions tab, and right-click and select 'Currency Transfers'. Fill in the required information. You are given the option to specify an exchange rate, or have it use the rates that were set up in pay contracts.

The Driver Pay Audit program will total the foreign currencies and deductions you’ve specified, and create a new deduction which will appear on the Deduction tab, showing as 'Approved for Payment'.

Open the Driver Pay Audit program (PAYAUDIT.EXE).

Select the Driver Loans tab.

Right click the grid and select the 'Edit Loans' context option to open the Driver Loans window. (You can also edit existing loans using this option.)

Enter the details of the Driver Loan. The formula used to calculate interest is as follows: Days = Current Date - Last Payment Date and the Interest Amount formula is Interest Amount = Outstanding Balance * [(Interest Rate * (Days/365)]

You can also view future value information such as future payment calculations by selecting the 'View Loan Details' button, assuming payment terms are maintained, and a pay out amount, if desired. Users can edit the loan payment date on creation of the loan only- after that it cannot be changed. Also, the loan start date can be edited until the first loan payment has been updated. A new report is available from the Driver Loan tab entitled 'DRVLOAN.RPT'.

It is suggested to create three new Driver Deductions in the Driver Pay Contract program for the following titles (you may change the names as you see fit): 'Interest', 'Penalties', 'Loan Payment'.

Open the Driver Pay Audit program (PAYAUDIT.EXE).

Right click the appropriate Driver ID from the Driver grid (top grid) and select the 'Get Loan Payments' option. The 'Get Loans Deductions' window will appear.

Select the 'Loan Frequency' and 'Starting' and 'Ending' Driver Range if necessary (if you leave blank the starting/ending Driver the system will calculate information for all Drivers). Select a different 'Process Date' (if necessary- normally it default to the current date).

Select 'OK'.

To view the Driver Deduction, go to the Deductions tab and ensure the 'Approved for Payment' flag is selected and you should be able to view the loan deduction information that you created.