Service 02 / 8Payroll Operations
Payroll & Compliance
Full-cycle payroll administration, daily timecard audits and E-Verify compliance handled with weekly discipline — every run reconciled before it is submitted for approval.
Every day we audit the timecards against what dispatch and the portal actually recorded, and every week we close the pay run the same way — hours re-verified, incentives aggregated, the summary put in front of management for sign-off before a cent is transmitted. Same order, whether you pay twenty Delivery Associates or two hundred.
How we run payroll
Five stages, every pay week, in the same order.
- 1
Daily timecard auditing & discrepancy resolution
Every active Delivery Associate's timecard is cross-checked in your payroll system against portal logs, dispatch sheets and system activity — every day, not once at the end of the week. Missed punches, unexcused absences and shift timings that don't match the route get flagged and logged the day they happen, the DA is contacted directly, and nothing is adjusted without operational or client confirmation first.
- 2
Employee lifecycle & roster maintenance
New hires are added to payroll the moment recruitment compliance authorizes onboarding — banking details, tax profile, pay schedule and timecard template set up before their first shift. Pay-rate changes from promotions or tier adjustments are applied only against documented management approval, PTO is checked against accrued balance, and terminations are processed with system access locked inside the timelines your state requires.
- 3
Specialized reporting & incentive tracking
An Overtime Report is compiled each week with day-shift and night-shift activity separated, and Unplanned Productive Time is analyzed so the leakage shows up as a number rather than as a surprise on the labor line. Safe-driving bonuses and extra-shift incentives are aggregated ahead of the cycle close, so nothing earned has to be chased and paid late.
- 4
End-of-week pay calculation & final review
Cumulative hours are reviewed across the full roster, then regular pay, each overtime tier and bonus hours are calculated from timecards that have already been audited rather than from raw punches. Every active timecard is re-verified and locked once it is confirmed accurate, which is what makes the run reproducible if anyone asks about it three months later.
- 5
Payroll summary approval & processing
A Payroll Summary covering gross wages, overtime, bonuses and total labor spend goes to management for sign-off — a run is never transmitted on our authority alone. Once approved it is processed through your payroll system for direct deposit and tax filing, and the approved summary is filed with the supporting timecards as the audit record for that week.
Checked every day
What a timecard gets audited against
A timecard on its own only says what somebody typed. Every audit puts it next to what dispatch recorded, what the roster authorized and what was actually earned — which is how a missed punch or an unapproved rate is caught on the day it happens rather than on the day it is paid.
Active timecards
Punches, shift lengths and PTO as they stand in your payroll system
Dispatch & portal logs
Routes assigned, start and end times, rescues and standby time
Roster & rate records
Active DAs, approved pay rates, promotions, tier moves, terminations
Incentive records
Safe-driving bonuses, extra shifts, and any special pay earned that week
Every week, signed off
What’s in the payroll summary
Every pay week closes with one summary for management approval. Nothing is transmitted for direct deposit until it comes back signed off.
Gross wages for the full active roster
Regular, overtime and night-shift hours, split out
Bonuses, incentives and any special pay earned
Timecard discrepancies found, and how each was resolved
Total labor spend for the week
Roster changes: new hires, rate changes, terminations
Payroll & Compliance scope of work
What’s included
- Payroll setup: new employees added to your payroll system, E-Verify initiated
- Tax profiles, direct deposit and pay schedule configuration
- Timecard review and adjustment, and validation of bonuses and special pay
- I-9 verification, E-Verify and Tentative Non-Confirmation (TNC) resolution
- Secure digital I-9 and payroll recordkeeping for audits
- Payroll journal posting through QuickBooks, NetSuite or client systems
Every pay run, audited
See what a clean pay week actually looks like.
Whether you’re running payroll in-house today or ready to hand the whole cycle to us, we’ll walk through your current timecard, approval and compliance process and show exactly which stages we take on — same order, every week.