STPS

What Does the Implementation Process Look Like?

It can be a lot when switching or starting with a new payroll company. By describing the implementation procedure for signing up for our payroll service, we hope to reduce some of your stress. You already did your research and compared us to the other companies, and now you are ready to join! Or you are at least curious about what this step looks like.

Step 1: Request a Quote

Fill out some simple information through our website. When clicking the request a quote button, you will be sending us your contact information. Name, email address, phone number, business name, and a short explanation of your search criteria. 

Request a Quote

Step 2: We will contact you

We will quickly get in touch with you after receiving your email to confirm that we have received your data. Our purpose is to inform you that we have received your information and offer you the opportunity to select a convenient time for a brief discussion. You might be wondering why we need to talk, though. The explanation is straightforward: we work hard to make sure you get the best payroll service solution you deserve, even if that involves advising you to use other companies like ADP or Gusto. 

Since our mission is to help trucking families, we will always tell you if Superior Trucking Payroll Service is not the best fit for your needs. To determine the best fit, we need to engage in a conversation with you regarding your specific requirements for your trucking company and the desired outcomes you seek through outsourcing or switching your payroll provider.

Step 3: Make the decision

Following our discussion, we will give you a proposal, or price, outlining the overall expenses and anticipated outcomes of working with us. If you decide that we are the right fit for your trucking company, we will work with you to develop an implementation strategy that achieves your goals.

It’s okay if you decide we are not a good fit for you. We want the best for your business!  We invite you to use the many articles and webinars in our Education Center even if you decide not to become one of our clients. These things aren’t only for our customers; they’re for everyone’s benefit.

Payroll Services
Education Center

Step 4: Filling out paperwork

You said yes! We’ll email you the papers we’ll need from you to set up your company once you let us know you’re ready to join and proceed. That paperwork is five pages of information about the company and the owner. Once you have completed the startup papers our implementation team will reach out to you. 

They will work with you to determine the most convenient means of sending us employee data. If your employees have any year-to-date information, please provide it to us as well.

There are various ways to obtain this information from you, depending on how you handled payroll before deciding to work with us. If it’s just one or two people, our two-page new hire form is a great option. Or it could be as simple as an export in Excel or allowing us to log into your current payroll so we can retrieve the data for you. We sincerely strive to make this process as simple as possible for you.

Step 5: how would you like your payroll done?

The implementation team and you would then discuss how you would like your payroll to be processed. We are a payroll service that suits your demands so when you join us, whatever way you want your payroll done and whatever specific criteria you want, we will make sure that that will be included in your service. Some questions we will ask you are:

How many employees are you paying?

Do your employees have W2s, 1099s, or a combination?

How would you like your employees to get paid?

What day do you want your payday to be?

When do you want the pay stubs to go out?

Who is allowed to see all of the payroll information?

How do you want to submit your data? You can send us your data in several different methods. The majority of smaller businesses send us emails with the name(s) of the employee(s) and the requested compensation. Other businesses email hand-made spreadsheets, and some provide an export from a TMS system.

What information should appear on the pay stub for your employee? We ask this question because many businesses like to list details like truckload dates, locations, or the destinations of some of the drivers’ paychecks. The drivers won’t need to come to you with any questions if you make sure they understand their paychecks, which is a good way to ensure that they do. 

Step 6: Testing

After receiving all of that information, we have companies send over some test data. The implementation team will then recreate the payroll to the best of their ability from the data that they already paid so the company will be able to see an example of what their payroll would look like once processed by us. They will then send it back to the company so they can preview it, confirm everything and make sure the numbers are correct. If there are any mistakes or adjustments we will be able to fix them and then send over another preview for the company to finalize.

Once the preview is finalized, we will gather all of the information for the payroll reports and send them over to the company and give them a breakdown of where the money is going and any other details they want us to provide. If we need to change or add more information displayed we will do so. After the company looks over the full report and feels comfortable with it, we then submit the information on our end to the bank to make sure that everyone gets paid.

Last Step:

Payroll processing will be handled by the implementation team for the first two weeks or until the business is comfortable. A payroll processor will then be assigned the task of handling it each week. Now you can sit back and let us do the work.

Written by Melisa Bush

Before coming to Superior Trucking Payroll Service, in 2011, Melisa worked for a trucking company with 50 trucks. She was the one who processed the driver’s miles and expenses.

Because of this experience, she understands the challenges our clients go through each week while preparing their payroll data for us. Customer service is #1 for Melisa. Her goal is to treat our clients like people with true and real needs, not just another number.

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