Trucking & Transportation Companies: New Hire Payroll Onboarding (2026)

Setting up or managing payroll for trucking companies involves more steps than the basic payroll guides cover. IRS per-diem rates for truckers ($69/day in 2026), FMCSA recordkeeping, state apportionment for multi-state operations applies on top of standard federal requirements.

This guide covers the specific payroll setup and management requirements for trucking companies.

Step 1: Get Your Employer Accounts Set Up

Before running payroll for trucking companies, you need an Employer Identification Number (EIN) from the IRS, a state employer withholding account in each state where you have employees, and a state unemployment insurance (SUTA) account. For trucking companies operating in multiple states, this means separate registrations in each state.

Step 2: Configure Pay Types for Trucking Companies

Trucking Companies have non-standard pay types that require specific configuration: per-diem pay for drivers, owner-operator vs W-2 classification, DOT compliance, mileage reimbursement. Each of these must be set up as a separate pay code in your payroll system with the correct tax treatment applied.

Missing this step means your system calculates overtime incorrectly, applies the wrong withholding rate, or misses required reporting -- and you do not find out until you receive a penalty notice or employee complaint.

Step 3: Set Up Compliance Tracking

Trucking Companies payroll compliance requires: IRS per-diem rates for truckers ($69/day in 2026), FMCSA recordkeeping, state apportionment for multi-state operations. Each of these has filing deadlines, rate requirements, or calculation rules that must be maintained current.

Set up a compliance calendar that tracks: tax deposit deadlines (semi-weekly or monthly based on your lookback period), quarterly Form 941 due dates, annual Form 940 due dates, state quarterly filings, and new hire reporting requirements.

Step 4: Run Payroll and File on Time

With accounts set up and pay types configured, run payroll on your selected frequency. For trucking companies, bi-weekly or semi-monthly works for most salaried staff. per-diem pay for drivers may require different frequency or supplemental runs.

Tax deposits must be made on the IRS schedule -- either semi-weekly (if your lookback period tax liability exceeds $50,000) or monthly (if less than $50,000). Missing the deposit date triggers the IRS failure-to-deposit penalty.

The Faster Path: Managed Payroll for Trucking Companies

BEG managed payroll handles all of the above for trucking companies at $25-$45 PEPM, all-inclusive. Setup takes 3-5 business days. We configure your pay types, establish your tax accounts, and run your first payroll on schedule.

Frequently Asked Questions