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: New Hire Payroll Onboarding (2026)
New hire payroll onboarding at a trucking company is the W-4, the Form I-9 within three business days, new hire reporting inside the state deadline, the pay code for the role, and the trucking company checks this page cites before the first shift. BEG: $45 per employee per month inside the payroll software you already use, live in 3 to 5 days.
Checks specific to hiring in trucking companies
Each motor carrier must keep a driver qualification file for every driver it employs and retain it for as long as the driver is employed and for three years afterward; the annual motor vehicle record, annual review note and medical examiner's certificate may be removed three years after their date of execution.
The federal onboarding sequence
Form W-4 (and the state equivalent) before the first check; Form I-9 section 1 on day one and section 2 within three business days; the new hire report to the state directory within its deadline, federal default 20 days and shorter in several states; the pay code, exemption status and direct deposit authorization on the employee record; and for OTR drivers and local drivers the pay basis documented so per-diem pay for drivers is taxed and counted for overtime correctly from the first run.
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.
- Each motor carrier must keep a driver qualification file for every driver it employs and retain it for as long as the driver is employed and for three years afterward; the annual motor vehicle record, annual review note and medical examiner's certificate may be removed three years after their date of execution. [49 CFR 391.51]
Read the full guide to how to onboard a new employee in payroll, 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
Hiring at a trucking company: 49 CFR 391.51
Each motor carrier must keep a driver qualification file for every driver it employs and retain it for as long as the driver is employed and for three years afterward; the annual motor vehicle record, annual review note and medical examiner's certificate may be removed three years after their date of execution.
How fast must a trucking company report a new hire?
Within the state's deadline, 20 days under the federal default and as short as 7 days in some states. The report goes to the state new hire directory, and a rehire after 60 days is reported again.
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