Handling pay details from hours of service data

First available in TMW Back Office 2025.2

With the Federal Motor Carrier Safety Administration’s (FMCSA) mandate requiring Electronic Logging Device (ELD) technology, dispatchers and drivers need to see hours of service (HOS) and trip details in a single location.

For companies that pay drivers hourly, Trimble Transportation’s integration feature imports HOS log data from the driver’s mobile communications provider and matches the data to the trip detail in TMWSuite.

You can set rules that determine which records are approved automatically and which might require further dispatcher review.

Using TMW Back Office trip times, the feature ensures that drivers are paid according to the trip structure. For example, you can see when a driver decides to drive two hours out of the trip route but there is no activity logged for the trip.

Combining HOS data with trip details in TMW Back Office provides valuable insights for fleet managers and dispatchers.

  • A custom SQL script integrates HOS data from devices into the TMWSuite database.

  • TMW Back Office matches trip details (including origin, destination, and scheduled departure/arrival times) with the HOS data.

  • Times are synchronized between the TMWSuite database and the ELD systems.

  • You can see HOS data alongside trip details:

    • Driver logs with trip overlays provide a visual representation of driving time, on-duty time, and off-duty time against the planned trip route.

    • Performance dashboards and reports let you track driver compliance, safety, and productivity metrics.

This feature works in conjunction with the No Touch Processor, which is a Windows service that automatically processes time details prior to settlements.

Setting up the system to process hours of service data

Enable the interface

To access the functionality described in this topic, you must have these settings in your TTS50:

You must also set the TimeLogSource General Info Table setting as indicated:

  • String1: HOSLOG

  • String2: The name of the custom stored procedure used to populate the hoslog_staging database table with data.

    For assistance with this stored procedure, contact your Trimble Transportation implementation specialist.

Install and configure the No-Touch Processor

Install, configure, and start the No-Touch processor following the instructions in Setting up the No-Touch Processor.

When starting the service, make sure you specify -prestl at the end of the command, as shown in this example.

sc config TMWNTProcessor binpath= "C:\Program Files (x86)\TMW Systems, Inc\TMW No-Touch Processor\TMWBackOffice_NoTouchProcessor.exe -U NOTOUCH  -P NOTOUCH -G C:\INI\tts50.ini -L C:\INI\ttslocal.ini -prestl"

  • TMWNTProcessor = service name

  • binpath = the directory containing the No-Touch Processor executable file

  • - U = the username you want to use (NOTOUCH in this example)

  • -P = the password for the specified username (NOTOUCH in this example)

  • -G = the directory containing the TTS50.ini file

  • -L = the directory containing the ttslocal.ini file

  • -prestl = the command to start the pre-settlement service

Configure rules in System Administration

In System Administration, go to Edit > HOS Validation Configuration. The HOS Log Validation Rule Configuration window opens.

hosrules

The Rule Configuration tab contains details about each rule.

Active

When checked, the rule is active.

Code

Rule name

Applies To

Determines which time log(s) the rule applies to. Options are:

  • Each
    Individual time log

  • Daily
    Time log for the entire day

Rule Type

Two types of rules are available:

  • System
    System rules are built into the feature. Each rule can be configured to run against the current time log (for system codes this will not be editable). It can be made active or inactive. Action Type can also be changed. If the rule requires a threshold, then the user will have to change it based on their need.

  • Stored procedure
    This rule type lets you store custom logic in a stored procedure. It must return a success (1) or failure (0) code, and a message for TMW Back Office in case an error occurs.

Remarks

Notes about the rule.

On Success

Action taken if the detail record passes the rule. Options are:

  • NoAction

  • ApproveRegardlessAll

  • AutoApproveEligible

  • FailAbort

On Failure

Action taken if the detail record fails the rule. Options are the same as for On Success.

Description

Description of the rule

Threshold

Time, in minutes, outside of which the rule will fail. For example, if you enter 30 in this field, the rule will fail if a trip takes 30 or more minutes longer than the hours of service time period.

Expression

Additional data that the system uses to create a rule (if applicable). For example, the LegStatus system rule requires you to specify one or more statuses in this field.

Stored Procedure Name

Name of the stored procedure (if applicable)

To add a rule, click add Add and enter values in the Rule Configuration tab. By default, the rule type is Stored Procedure.

To delete a rule, select it in the grid and click delete Delete.

Once you have added or made changes to rules, click save Save.

Specify the driver’s time log source

  1. Go to Tools > Profiles > Driver Profiles.
    The Driver Profile window opens.

  2. Enter the driver’s ID in the Driver ID field and press ENTER.
    The driver’s information displays in the window.

  3. Select the User Definables tab.

  4. In the TimeLog pane, select HOSLOG in the Time Log Source field.

  5. Click Save and then close the window.

Create a pay type for time log activity

To calculate time-based pay automatically, you must create an hourly pay type.This illustration shows a sample pay type.

image2 bo

  1. Go to Tools > Setup > Pay Type Maintenance.

  2. Click Add.
    The system adds a new pay type item in the Main tab.

  3. Make entries in all fields.

    Field Definition

    Item Code

    Assign a unique ID to the pay type.

    Description

    Enter a description for the pay type.

    Basis

    SelectTrip Segment.

    Basis Unit

    Select TimeLog Activity.

    Rate Unit

    Select $/Hour.

    Unit

    Select Hours.

  4. Click Save.
    The system adds the pay type to the Pay Type Maintenance window.

Create a pay rate for time log activity

To calculate time-based pay automatically, you must create a pay rate in TMWSuite Rate Schedules that uses the hourly pay type you created.

In the Edit Settlement Rate Schedule window, make sure to do the following:

  • In the Pay Type field, specify the pay type you created.

  • In the Index Asset tab:

    • Specify a driver ID in the Drv ID field

    • Specify an activity type in the TimeLog Activity field. Valid values include:

      • Drive

      • Meal

      • On Call

      • On Duty

    You can add, edit, and remove values for this field in the TimeLogActivity label. For details, see Using the label file to customize fields in the TMWSuite System Administration online help.

This illustration shows a sample pay rate schedule for driver MABLE. It measures On Duty hours.

image4

Working with a driver’s time log details

  1. In TMW Operations, go to Operations > Approve Time Log Details.
    The Approve Time Log Details window opens.

    image6a

    On this window, you can:

    • Add, edit, and/or delete a driver’s time log details manually

    • View messages from the time log provider

    • Approve time log details

  1. Select a driver and pay period by doing either of the following:

    • Enter information in the Driver ID, Period Start Date, and Period End Date fields.

    • In the Quick Search pane, use the fields provided to filter and select a driver by pay period and/or process status.

    • In the Driver pane, use the fields provided to search all drivers in your database.

      Note: Although you can select any driver in your database, time log details appear only for those for which you have chosen a time log data source that is not UNKNOWN.

Time and trip details for the specified range appear in the Time Log Details and Trip Details grids respectively.

image8a

Highlighted rows indicate either of the following:

  • The time log detail is not approved and the Comment column contains a comment.

  • The trip detail does not have a time log detail that falls within the start/end date range.

Add a time log detail

  1. Click Add Manual Time Log Detail.
    A new row appears in the Time Log Details grid.

  2. Enter information in these columns.

    Column Definition

    Activity Start Date

    Date/time on which the activity began

    Activity End Date

    Date/time on which the activity ended

    Duration

    Length of activity in hours

    Comment

    Information about the time detail.

  3. If you want, add a comment in the Comments column.

  4. Click Save.

Delete a time log detail

  1. Select the row in the Time Log Details grid.

  2. Click Delete Manual/Overridden Time Log Detail.
    The system removes the record from the grid.

  3. Click Save.

View/edit team type/role

In the Time Log Details grid, the Hos Team Type column indicates the driver’s team role. If you want, you can change this manually.

  1. Click the plus (+) button to the left of the detail line. A subgrid opens.

  2. In the Hos Type Type column, select the new type.

  3. Click Save.

Approve time log details

  1. In the Time Log Details grid, do one of the following:

    • Select Approved for one or more individual rows.

    • Select Approve All to approve all pay details.

  2. Click Save.

View time log provider messages

Click View Time Log Provider Messages. The Time Log Provider Messages window opens. It contains messages that describe problems encountered while processing raw time log data.

image9
Click image to enlarge

Calculating pay details

Go to Settlements > Time Settlements Folder.

The Time Settlement Folder window opens.

tsblank
Click image to enlarge

On this window, you can:

  • Compute pay for:

    • Hours of service only (Only Time)

    • Hours of service and trips (Time and Trip)

  • Add and/or delete pay details manually

Select resource(s)

To select a single resource, do either of the following:

  • Select information in the Select Settlement Schedule, Pay Period and Resource fields. Click Open.

  • Use any of the views in the Time Settlement Queues tab to filter on and locate a resource:

    • Time Settlements Ready to Settle

    • Time and Trip Settlements On Hold

    • Time and Trip Settlements Ready to Settle

You can also select multiple resources in the Time Settlement Queues tab. You can process one, some, or all resources that appear. When you do, the Batch Process Results window appears. Click OK to continue.

  1. The value in the [Settlement]PreventPayOnClosedPeriod INI setting determines whether you are able to use a closed pay schedule.

  2. For information on board views, see Understanding board views in the TMW Operations online help.

  3. Highlighted rows in the Time Log Details grid indicate that the time log detail is not approved. Unapproved details are not included when computing pay.

  4. The Trips Ready to Settle grid contains all trips that occurred within the selected pay period, regardless of whether there are associated time details.

Add a pay detail

  1. Click Add Pay.
    A new row appears in the Pay Details grid.

  2. Enter information in these columns.

    Column Definition

    Pay Type

    Pay type used to calculate pay

    Quantity

    Quantity, in units defined by the pay type (for example, hours)

    Rate

    Rate used to calculate pay

  3. Click Save.

Delete a pay detail

  1. Select the row in the Pay Details grid.

  2. Click Delete Pay.
    The system removes the record from the grid.

  3. Click Save.

Hold and release pay details

To hold a pay detail, select it in the Pay Details grid and click Hold Pay. The pay detail is given an On Hold status.

To release a pay detail, select it and click Release Pay. The pay detail is given a Released status.

Compute pay

  1. Do one of the following:

    • If you want to compute pay for hours of service only, click Only Time Pay.

    • If you want to compute pay for both hours of service and trips, click Time and Trip Pay.

  2. Click Compute Pay.
    The system applies the appropriate rate. If duplicate rates apply, the system uses the first rate found.

  3. Click Save.

  4. Continue with the final settlement process.