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Run the Payroll Fee Auditor →Blog · Payroll Management · Trucking
Trucking & Transportation Companies: Payroll Recordkeeping Requirements (2026)
Payroll recordkeeping for trucking companies starts at the federal baseline, three years for payroll records and two for the time records behind them, then adds what reaches this industry: 49 CFR 395.8(k) and 49 CFR 391.51. BEG runs trucking company payroll for $45 per employee per month inside the payroll software you already use, all-inclusive, live in 3 to 5 business days.
Records specific to trucking companies
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.
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 baseline every employer keeps
29 CFR 516 requires payroll records for three years and the records they were computed from, time cards, schedules and piece or commission records, for two years. Employment tax records stay four years after the return they support. Forms I-9 stay three years from hire or one year from separation, whichever is later. For trucking companies the practical rule is that the pay codes for per-diem pay for drivers and owner-operator vs W-2 classification produce records of their own, and an audit reads those, not the summary.
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)]
- 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 prepare for a payroll audit, and the rest of the trucking company payroll library.
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Frequently Asked Questions
Trucking company records: 49 CFR 395.8(k)
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.
Trucking company records: 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 long does a trucking company keep payroll records?
Three years for payroll records and two for supporting time records under the FLSA, four years for employment tax records under the IRS rule, and longer where an industry rule cited above says so.
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
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