Overview
The Settlement screen allows you to review driver earnings and make adjustments before finalizing payroll. You can approve or deny incentives, adjust gross pay items, add extra pay, manage reimbursements, and apply deductions all from one centralized location.
Understanding the Settlement Review Screen
What You'll See
When you open a settlement for review, the screen displays:
Driver Information:
Driver name and code
Settlement period dates
Current settlement status
Financial Summary:
Net pay: Final amount driver receives after all adjustments
Gross pay: Total earnings before deductions
Reimbursements: Separate total for reimbursable expenses
Deductions: Total amount deducted from gross pay
Detailed Sections:
Earnings summary: All pay items including loads, accessorials, and incentives
Performance totals: Summary of driver's weekly performance
Gross pay table: displayed payments for completed legs
Other earnings table: other earnings
Reimbursements: Itemized reimbursable expenses
Deductions: Itemized deductions from pay
Reviewing and Approving Driver Incentives
How to Approve or Deny Incentives
Driver incentives may require manual approval before being included in the settlement.
Steps to Review Incentives:
Locate it at the top of the settlement
Review the incentive details (type, amount, reason)
Click the Approve button next to the incentive to include it in pay
Or click Deny to reject the incentive and remove it from the settlement
Incentives status also can be changed in Dispatch board Incentives or driver profile.
What Happens:
Approved incentives: Added to gross pay and reflected in the financial summary
Denied incentives: Removed from the settlement and not paid out
The driver's net pay updates automatically based on your decision
Adjusting Gross Pay Items
How to Adjust Pay Amounts
You can adjust existing gross pay items if corrections are needed.
Steps to Adjust Pay:
Locate the pay item you need to adjust (e.g., mileage pay, load pay, accessorial)
Click the Edit icon or button next to the pay item
Update the amount or rate in the edit form
Click Save to apply the change
Important: Adjustments affect gross pay immediately and will be reflected in the settlement totals.
Example: Correcting Mileage Pay
Context: Driver's mileage was calculated at 500 miles but should be 550 miles at $0.50/mile Goal: Adjust the mileage pay from $250.00 to $275.00 Steps:
Find leg in gross pay table
Click Edit on that line item
Change the miles to 550
Click Save
Verify gross pay increased by $25.00
Result: The mileage pay is corrected and the settlement reflects the accurate amount.
Adding Orientation Pay
How to Add Orientation Pay
Orientation pay compensates new drivers for training time before they begin regular routes.
Steps to Add Orientation Pay:
Click Add Orientation Pay in Other earnings table
Enter the amount
Click Save
When to Use:
New driver completed orientation training
Training period pay not automatically calculated
Only can be added once
Adding Vacation Pay
How to Add Vacation Pay
Vacation pay compensates drivers for approved time off.
Steps to Add Vacation Pay:
Click Add Vacation Pay in Other earnings table
Enter the number of vacation days and rate
Click Save
Important Notes:
Verify vacation was approved before adding pay
Use the driver's standard daily or hourly rate
Document the vacation dates for records
Editing Pay Items
How to Edit Existing Pay Items
You can edit most pay items already in the settlement if corrections are needed.
Steps to Edit:
Locate the pay item you want to modify
Click the Edit
Modify the amount, rate, quantity, or description as needed
Click Save to update the item
Editable Fields (varies by pay type):
Amount or rate
Quantity (miles, hours, loads)
Description or notes
Pay type or category
⚠️ Important: Some system-generated pay items may have restrictions on editing. If you cannot edit a system-calculated item, you may need to add an adjustment or extra pay item instead.
Adding Deductions
How to Add Deductions
Deductions reduce the driver's net pay and can be for benefits, advances, or other agreed-upon items.
Steps to Add Deduction:
Scroll to the Deductions section
Click Add Deduction button
Select the deduction type from dropdown:
Enter the deduction amount (e.g., $150.00)
Add a description and reference
Click Save
Important: Deductions reduce net pay but not gross pay. Ensure deductions are legally compliant and properly authorized.
Managing Settlement Status
Understanding Settlement Statuses
Settlements move through different statuses as they progress through the review and payment process:
Common Settlement Statuses:
Ready to be processed: Settlement requires additional review or approval
Waiting for documents: Settlement is on hold pending required documentation
Processed: Settlement has been reviewed and approved for payment
Paid: Settlement has been processed and paid to driver
Changing Status to "Waiting for Documents"
When a settlement requires additional documentation before it can be finalized, you can change its status to "Waiting for documents" to track and manage the pending items.
Steps to Change Status to Waiting for Documents:
Open the driver's settlement you need to hold
Locate the More dropdown or status change button
Select Move to "Waiting for documents" from the status options
Settlement status changes and settlement can be found in Waiting for documents stack
Changing Status to "Processed"
When you've completed all reviews and adjustments and the settlement is ready to be paid, you change the status to "Processed" to finalize it.
Steps to Change Status to Processed:
Complete your final review of the settlement (see Settlement Review Workflow below)
Verify all totals are correct (gross pay, reimbursements, deductions, net pay)
Click Process button
⚠️ Important: Only assigned payroll manager can process the settlement.