STPS

Fleet Owners Guide to Setting Up Payroll

fleet owners guide to setting up payroll, trucks

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.”

You can apply for an EIN online, and use it to report taxes and other information to the IRS and state agencies. 

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)

Step 3: Fill out company paperwork

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

And while this can sound intimidating, we created this video to walk you through the process, step-by-step. 

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.)

trucking company payroll, guide to setting up payroll, photo of semi trucks

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. 

Step 6: Sign up at www.truckingpaychecks.com

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

trucking paystub website, superior trucking payroll service

Hurray! You're done! If you have any questions please contact us using the form below.

meet the team, gentry dewinter, account manager, superior trucking payroll service

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.

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