Fleet Owners Guide to Setting Up Payroll
Congrats! You started your own trucking company, and now you’re taking the next steps to hire drivers and set up payroll, but where to even start?
Look no further, we have laid out all the steps you have to take to set up payroll processes with us.
Let’s start with what you have to do beforehand:
Step 1: Set up EIN's
Before hiring any drivers you have to set up EIN’s for them.
EIN stands for Employer Identification Number, but can sometimes be referred to as an “Employer Tax ID.”
Step 2: Gather employee information
Our New Client Paperwork includes forms to help us start your payroll, but also help you to stay organized.
These forms should be kept on hand for each driver or employee you hire: (click here to learn more about what should go in a driver file)
New Hire Information (full name, date of birth, current address)
State & Local Tax Form (a W-2 or 1099) (W-2’s are WAY better for your business, click here to find out why)
Authorization for Direct Deposit (bank information, routing, and account numbers)
The Implementation Team will send you all of our
New Client Paperwork:
① Service Agreement
② Authorization for Direct Payment
③ Employer Conversion Form
④ State & Local Tax Form
⑤ Authorization for Direct Deposit
Step 4: Set up your paystub
It’s your trucking company’s paystub! And that’s why we believe that it should be fully customizable!
Harley VanDyke will schedule a phone call with you to have a conversation about how much detail you want to be shown on your paystub.
(Sometimes we will ask for payroll reports, or paystubs from a previous week, to get a visual idea of how you’d like it to look.)
There are many ways to personalize your trucking payroll reports, here are a few examples:
⁃ Standard Deductions ⁃ To/ From City
⁃ Health Insurance ⁃ Layovers
⁃ Advances ⁃ Stop Pay
⁃ Solo/ Team Miles ⁃ Lumpers
⁃ Pickup/Drop off Date ⁃ Load #
Step 5: Choose your payday
The 5th and final step to setting up payroll with Superior Trucking Payroll Service is to choose what day you want your employees to be paid on.
Most of our clients want a Friday payday, so they usually send us their payroll data on Monday or Tuesday.
You want to make sure to have your data to us by the end of the day on Wednesday to avoid late payroll submission fees or NDP (Next Day Pay).
However, you can choose any day of the week to be your payday, and the data submission day will simply be two days before that.
You can find more about these fees and other pricing information here.
The 6th and final step to setting up payroll with Superior Trucking Payroll Service is to tell your truck drivers to create an account at www.truckingpaychecks.com
With this website, your employees can access all of their paystubs in the same spot, as well as get copies of their W-2’s
Hurray! You're done! If you have any questions please contact us using the form below.
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Written By Gentry DeWinter
Gentry graduated from Grand Valley with a Bachelor’s Degree in multi-media journalism. She is an artist who loves videography, writing, and hopes to one day own multiple dogs.