Com Checks

Comcheck has to go through Comcheck. They are based in Tn. I believe. You have to setup an account with them.
Like a regular checking account.
They then will issue a set of codes. All done online now.. They can also setup you up with a fuel card and you can also do payroll through them. But I understand they are not cheap...
Direct deposit is fast once you get it setup with your bank and his.
Also alot of banks now you can do transfer between banks right off your computer..
Not being rude, but you really need to have this setup before you even hire the driver.
That way you and your driver are both ready when the time comes for his pay and being able to pay for break downs.
You can also set them up with a atm or credit card in their name and draw off your bussiness account.
You can set safe guard limits also on said card

 

You need to have the business end set up also. Things like maintenance records, employee background checks, drug testing, etc. look under the O/O section for more info.

 

Use comdata checks. Afterall it doesnt matter of you use carrier pigeon or direct deposit as long as the driver gets his or her money.

 

If you already have a fuel card, you should be able to issue checks off of it. Driver up to a preset daily limit, no limit when you authorize them off your main account. Before you get carried away with that, you probably also already know those fuel cards have a fee for everything. And of course, sufficient cash on the balance that you wish to spend when the need arises. Outside of minor purchases like truck supplies (oil, lube, washer fluid, etc), you should be able to pay over the phone for larger purchases like tires and repairs over the phone with a credit card. Even better, get on a maintenance program with a trusted shop near you. It's a lot easier and less expensive to handle things proactively with a local than calling out road service on a Sunday night. Expect a 25-50% higher cost to operate that company truck (both maintenance and fuel) over the one you drive yourself. I don't care how great a driver you find, they just don't care for the equipment like the person that owns it does.

Regarding payroll, ask your bank or shop around for a payroll service. They aren't that expensive and well worth not dealing with it. Hire someone that already knows what they're doing. They'll help you get the right tax accounts set up and do all your tax deposits on payday as well. I did my own payroll for the first year. It sucks and is a huge time waster. I use the service offered by my bank. It takes me about 2 minutes each week to enter payroll and electronic payment is a no charge (preferred) option. Each payroll they send me a FedEx envelope with a statement and vouchers/checks. If the driver wants it in the mail, they are ready to send. I just put a stamp on it and drop it in the mail. They handle all the tax stuff. I download the transactions into QuickBooks periodically and turn it over to my CPA at tax time. No muss, no fuss.

If an employee wishes to open an account with the same bank, they can get their payroll deposit a day sooner and I can also do cash advances that post immediately, if needed, for no charge. My bank will also do transfers to any other bank, however that can add processing delay. Not good if your driver is hungry or stuck on the side of the road.

Also be sure to find out what your state's workers compensation laws are. You may need that too. If you don't, look into an occupational accident policy instead. If you're planning wing it and do 1099 payments, go ahead and find a good tax attorney now. It will save you searching when your new driver doesn't pay any taxes due and the IRS comes after you for the full amount and then some. Or when your state department of revenue refuses to issue your IRP or IFTA decals until your tax account is settled.

 

I would look at other fuel cards other than Comdata. EFS/TCH, T-Check are a couple of them. You need to compare fees. I used to use TCH checks until I caught a driver writing the check for the credit price on the pump and he kept the cash discount. Most of the fuel card companies offer guaranteed checks, such as comchecks. All of the have charges and they can vary. I have made deposits directly into a drivers account using a company check as well as direct deposit. It is easier to use direct deposit. It usually takes day or so for the deposit to show up in his account with direct deposit unless he uses the same bank. The bank I used to use would allow me to transfer money out of my account into a drivers account at the same bank and he would have access to the funds immediately. It only took a couple of seconds. It came out of my account and into the drivers account immediately. I would not want to give a driver a card that he can use anywhere to make purchases, such as mastercard or visa.