Free Payroll Tool
See what your payroll provider really charges
Most providers hide per-run and add-on fees. Audit your real cost per employee in about 30 seconds, free.
Run the Payroll Fee Auditor →Blog · Payroll Management · Trucking
Trucking & Transportation Companies: How to Switch Payroll Providers (2026)
Switching payroll providers at a trucking company means moving year-to-date wages and taxes per employee, every pay code for per-diem pay for drivers, owner-operator vs W-2 classification and DOT compliance, the exemption records for OTR drivers and local drivers, and the retained records the law requires. BEG: $45 per employee per month inside the payroll software you already use, live in 3 to 5 days.
What has to migrate from a trucking company
Year-to-date gross, taxes and deductions per employee so the W-2 is one form at year end; every pay code, per-diem pay for drivers, owner-operator vs W-2 classification, DOT compliance and mileage reimbursement, rebuilt with the same taxability; each state's withholding and unemployment account numbers and rates; garnishment orders with balances; direct deposit authorizations; and the exemption documentation for OTR drivers and local drivers.
A motor carrier must retain each driver's records of duty status and supporting documents for not less than 6 months from the date of receipt, and the driver must keep the previous 7 consecutive days of records available for inspection while on duty.
Timing the cutover
A quarter boundary is the cleanest cutover because the old provider files a final 941 for its quarter and the new one starts fresh, with no Schedule D reconciliation. Mid-quarter switches work but require the outgoing provider's tax filings to be reconciled before the first new run. Live payroll on BEG is 3 to 5 business days from signing; the migration of trucking company pay codes is done before that first run, not after.
The rules behind this page, with sources
General information, not legal advice. Every rule below was read on the agency page linked next to it.
- A motor carrier must retain each driver's records of duty status and supporting documents for not less than 6 months from the date of receipt, and the driver must keep the previous 7 consecutive days of records available for inspection while on duty. [49 CFR 395.8(k)]
Read the full guide to how to switch payroll providers, and the rest of the trucking company payroll library.
Managed Payroll, Handled.
BEG manages payroll at $45 per employee per month, all-inclusive. Get an instant cost comparison for your business.
Frequently Asked Questions
When is the best time for a trucking company to switch payroll providers?
At a quarter boundary, ideally January 1 so the W-2 year is clean. Mid-quarter is workable with a reconciliation of the outgoing provider's deposits and filings first.
What trucking company data is most often lost in a switch?
The pay code configuration for per-diem pay for drivers and owner-operator vs W-2 classification and the exemption records for OTR drivers and local drivers. Year-to-date figures usually move; the industry-specific setup is what gets rebuilt wrong.
What does managed payroll cost for a trucking company?
$45 per employee per month, all-inclusive, inside the payroll software you already use, with no monthly minimum. Per-diem pay for drivers, owner-operator vs W-2 classification and DOT compliance are configured at setup, not billed as add-ons.
Related Resources
Anthony leads payroll solutions at Business Executive Group, a national managed payroll firm serving businesses across industries including Trucking & Transportation Companies. BEG manages payroll at $45 PEPM, all-inclusive, with deep expertise in compliance, multi-state filing, and industry-specific payroll requirements. Get instant pricing at beghr.com.
Authoritative source: U.S. Department of Labor: Wage and Hour Division
From the blog