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Managing Extra Pay for Drivers

How and where to create and manage extra pay

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Written by Peter
Updated over 2 months ago

Managing Extra Pay for Drivers

Overview

Extra pay allows you to compensate drivers for additional services and circumstances beyond their standard pay, such as detention time, layovers, loading/unloading, and other supplementary work. You can add extra pay in multiple locations throughout the system to ensure drivers are properly compensated for their work.

Quick Answer: Extra pay can be added from the driver profile, assigned order legs, or driver settlements. However, once added, extra pay can only be edited from the driver settlement screen before the settlement is processed or paid.

Where to Add Extra Pay

You can add extra pay for drivers in three different locations within the system, depending on your workflow and needs.

1. From Driver Profile

When to use: When adding extra pay that isn't tied to a specific order leg, or when you want to add compensation for a driver directly from their profile.

Steps:

  1. Navigate to the driver's profile page

  2. Click the Add extra pay button in the driver header

  3. In the dialog that opens:

  • Select the Driver (pre-filled if opened from driver profile)

  • Choose the Extra pay type from the dropdown

  • Enter the Amount (must be between $0.01 and $10,000.00)

  • Optionally link to an Order Leg (if applicable)

  • Add any Comments to explain the extra pay

  1. Click Save

2. From Order Leg (Driver Pay Section)

When to use: When adding extra pay directly related to a specific order and leg, such as detention at a delivery location or loading fees for that particular shipment. Steps:

  1. Open the order details

  2. Navigate to the specific leg where the driver is assigned

  3. In the Driver Pay section, locate the Extra pay card

  4. Click the Add button (plus icon)

  5. In the dialog that opens:

    1. The Driver and Leg are pre-filled

    2. Choose the Extra pay type from the dropdown

    3. Enter the Amount

    4. Add any Comments to explain the extra pay

  6. Click Save

Important:

  • A driver must be assigned to the leg before you can add extra pay

  • If the leg is already released, extra pay cannot be added or edited from the leg view

  • You'll see the message: "Editing 'Extra pay' is disabled. To make changes to released leg, contact payroll team."

3. From Driver Settlement

When to use: When reviewing driver settlements and need to add additional compensation before processing the settlement. Steps:

  1. Navigate to Payroll > Settlements

  2. Find and open the driver's settlement

  3. In the Other Earnings section, locate the extra pay items

  4. Click Add or the plus icon

  5. Complete the extra pay form:

    1. Select the Driver

    2. Choose the Extra pay type

    3. Enter the Amount

    4. Optionally link to an Order Leg

    5. Add Comments if needed

  6. Click Save

Note: Extra pay can only be added to settlements that haven't been processed or paid yet.

Editing and Deleting Extra Pay

Where Extra Pay Can Be Edited

Extra pay can only be edited from the driver settlement screen, and only under these conditions:

✅ Can edit when:

  • The settlement has not been processed yet

  • The settlement has not been paid yet

  • You have the appropriate permissions

❌ Cannot edit when:

  • The settlement has been processed

  • The settlement has been paid

  • The associated order leg has been released (if editing from leg view)

How to Edit Extra Pay

From Settlement:

  1. Navigate to the driver's settlement

  2. Find the extra pay item in the Other Earnings section

  3. Click the three-dot menu (⋮) next to the extra pay item

  4. Select Edit

  5. Modify the Amount, Type, or Comments

  6. Click Save

Note: When editing extra pay, you can change:

  • The amount

  • The extra pay subtype/category

  • Comments

You cannot change:

  • The driver (extra pay stays with the same driver)

  • The linked order leg (if already assigned)

How to Delete Extra Pay

From Settlement:

  1. Navigate to the driver's settlement

  2. Find the extra pay item in the Other Earnings section

  3. Click the three-dot menu (⋮) next to the extra pay item

  4. Select Delete

  5. Confirm the deletion when prompted

From Order Leg (if leg is not released):

  1. Open the order and navigate to the specific leg

  2. In the Driver Pay > Extra pay section, find the item

  3. Click the three-dot menu on the extra pay row

  4. Select Delete

  5. Confirm the deletion

⚠️ Important: Once a settlement is processed or paid, extra pay items cannot be deleted. Contact your payroll team if changes are needed for processed settlements.

Examples

Example 1: Adding Detention Pay to an Order Leg

Context: A driver waited 3 hours at a delivery location beyond the scheduled appointment time.

Steps:

  1. Open the order and navigate to the delivery leg

  2. In Driver Pay > Extra pay, click Add

  3. Fill in the form:

    1. Driver: (pre-filled) John Smith

    2. Extra pay type: Detention

    3. Amount: 75.00

    4. Order leg: (pre-filled) Order #12345 | Leg #2

    5. Comments: "3 hour detention at receiver - arrived 2pm, unloaded 5pm"

  4. Click Save

Result: The $75.00 detention pay is added to the driver's leg and will appear in their next settlement.

💡 Tip: Always add comments explaining the extra pay, including details like duration, location, or reason. This helps during payroll review and if questions arise later.

Example 2: Adding Company Bonus from Driver Profile

Context: A driver reached 50,000 safe miles, and you want to award a safety bonus.

Steps:

  1. Navigate to the driver's profile

  2. Click Add extra pay button

  3. Fill in the form:

    1. Driver: (pre-filled) Sarah Johnson

    2. Extra pay type: Company bonus

    3. Amount: 500.00

    4. Order leg: (leave blank - not tied to specific order)

    5. Comments: "50,000 safe miles bonus - Q4 2025"

  4. Click Save

Result: The $500.00 bonus is added to the driver's account and will be included in their next settlement.

Example 3: Editing Extra Pay in Settlement

Context: You added $50 for loading, but it should be $75 based on the actual work performed.

Steps:

  1. Go to Payroll > Settlements

  2. Open the driver's settlement (must be unprocessed)

  3. In Other Earnings, find the loading extra pay item

  4. Click the three-dot menu (⋮) and select Edit

  5. Change the Amount from 50.00 to 75.00

  6. Update Comments if needed: "Updated to reflect actual loading time"

  7. Click Save

Result: The extra pay is corrected before the settlement is processed.

Important Notes

Released Legs and Extra Pay

⚠️ Important: Once an order leg is released to payroll, extra pay cannot be added or edited from the leg view.

What this means:

  • "Released" status indicates the leg has been locked for payroll processing

  • If you need to make changes to extra pay on a released leg, you have two options:

  1. Edit the extra pay from the driver's settlement (if not yet processed)

  2. Contact your payroll team to unlock the leg or make the changes

Why: This restriction prevents accidental changes to driver pay after payroll processing has begun, maintaining data integrity.

Troubleshooting

Common Issue 1: Can't Add Extra Pay to Leg

Issue: The "Add extra pay" button is disabled or shows a tooltip

Cause: Either no driver is assigned to the leg, or the leg has been released

Solution:

  • If no driver assigned: Assign a driver to the leg first

  • If leg is released: Add the extra pay from the driver's settlement instead, or contact the payroll team

Common Issue 2: Can't Edit Extra Pay

Issue: Edit option is grayed out or not available

Cause: Settlement has been processed or paid, or you lack the required permissions

Solution:

  • Check the settlement status - if processed or paid, contact the payroll team

  • Verify you have permission with your administrator

  • For released legs, edit from the settlement view instead

Common Issue 3: Extra Pay Not Showing in Settlement

Issue: Added extra pay isn't appearing in the driver's settlement

Cause: The extra pay may be for a different pay period, or there may be a system sync issue Solution:

  • Verify the pay date on the extra pay item matches the settlement period

  • Refresh the settlement page

  • If still not showing, contact support with the extra pay ID number

Related Articles
Driver Check-In Feature
Driver pay types
Driver was involved in an accident
To release: search and filtering
How to Manage Settlements
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