Start with the pay basis and the app record
Hourly and day-rate work needs a different review from a simple per-load amount. An oilfield hauling assignment, for example, may need a clear work date, an agreed rate and an explanation of the units approved for that period. The first task is to agree what the pay line represents.
In Hawk Lane, the driver logs in through the app. When hourly or day-based pay is selected, app login activity is recorded in the system. Those records give the office a starting point for settlement preparation. Confirm the pay basis and the relevant activity before treating a session as a payable hour or day.
For the broader load-to-statement process, use the driver settlement workflow guide. This worksheet focuses on reviewing time-based inputs.
Check these inputs before calculating
- Driver and period: match the driver, work dates, time zone and settlement period.
- Pay basis: confirm hourly, day-rate or another agreed method, with the rate effective for those dates.
- Activity: compare the relevant app records with the work being settled. Investigate a missing session end, overlapping activity or a date outside the period.
- Payable units: have the responsible person review hours or days using the company’s applicable pay policy. Record the reason for corrections.
- Adjustments: check supporting records for an advance, reimbursement or other authorized adjustment, and make sure it has not already been applied.
Decide how breaks, partial days, overnight work and missing activity are handled before closing the period. Those rules are not established simply because the driver was logged in. Confirm the actual configuration and approval responsibility with your team.
Two illustrative calculations
These are fictional worksheet examples using already reviewed units and agreed rates. They are not Hawk Lane prices, a wage recommendation, a complete payroll calculation or a claim about automatic software handling.
| Example | Reviewed inputs | Worksheet result |
|---|---|---|
| Hourly assignment | 8 approved payable hours × an illustrative $30 hourly rate | $240 before any separately reviewed adjustments |
| Day-rate assignment | 2 approved payable days × an illustrative $250 day rate | $500 before any separately reviewed adjustments |
If a $40 advance is authorized for reconciliation against the hourly example, the worksheet would show the $240 earnings line and the separate $40 advance line, leaving $200 before any other applicable items. Keep the advance reference and reviewer’s decision with that working calculation. A partial day requires its own approved treatment; do not assume it is a full day or a fixed fraction.
Copy this settlement-preparation worksheet
Use these fields in your working document. Keep real driver and payment records in your company’s authorized systems.
| Field | What to record |
|---|---|
| Driver / period | Internal driver reference, work dates and time zone |
| Pay method / rate | Hourly or day-rate basis, agreed rate and effective dates |
| Source activity | Relevant app records and any supporting assignment references |
| Reviewed hours / days | Approved units, reviewer and explanation of any correction |
| Earnings calculation | Reviewed units × agreed rate |
| Advances / adjustments | Separate amount, source reference and review decision for each line |
| Open exceptions | Missing information or disputed items to resolve before approval |
| Approval / handoff | Responsible person, reviewed total, date and payment-process reference |
Close exceptions before the payment handoff
Review the calculation with the person your company assigns to settlement approval. Explain changes to the original inputs, resolve disputed adjustments and preserve the reviewed statement with its source references. Confirm what the software records and what your own payment process handles.
Hawk Lane’s driver settlement software can be used independently or within Carrier TMS; ask about standalone setup and terms. The full Carrier TMS includes settlements on Growth, Pro and eligible Custom plans. It does not file payroll taxes or send bank payments.
Questions about app activity and driver pay
Does being logged in establish the final payable time?
No. The recorded activity must be reviewed against the work and the applicable pay policy. Confirm session boundaries, missing records, breaks and partial days rather than assuming a universal calculation rule.
Is app activity an ELD or hours-of-service record?
This hourly/day-rate workflow uses app activity. It is not a claim of ELD or hours-of-service tracking.
What records should the office check?
Check source activity, approved units and rates, adjustments and the final review. For US employers, the Department of Labor’s recordkeeping overview explains that covered employment records include accurate hours and wage information. Review applicable obligations with your payroll adviser; this worksheet does not determine them.
See driver settlement software
Discuss your workflow and confirm the right product, configuration or project scope with Hawk Lane.