Driver MILEAGE, Clock-Out, TOLLS, & payroll

This is the process that the e-commerce team uses for driver tracking of miles, time, and toll reimbursements.

Entering Driver Mileage

• Go to the google sheet Routific Reporting

• Change the yellow highlighted date to the date of the driver shifts in questions and click “Get Some”

• Copy and paste the names from Column I into Driver Form Responses - Manual sheet, Column B.

• Add the date of the route for each driver row in Columns A and D, maintaining formatting

• Go back to Routific Reporting and copy/paste the miles from Column J into Column N in the Driver Form Responses - Manual sheet.

• Make sure the driver names and mileages line up correctly

• Other notes

  1. Driver mileage might have to be manually adjusted if their Routific route's End Depot does not match their last stop of the day (you can also change their end address in their driver settings in Routific to avoid this). In this case, you would subtract the "Last Stop to End Depot" mileage, as determined by Google Map directions, from the Routific mileage in Column N.

  2. If there is mileage a driver needs to be reimbursed for and it's not in Routific, (for example, for a one-and-done Greenpoint transfer), then create a new row in Driver Form Responses - Manual and calculate the mileage in google maps, then manually enter into column N.

• THIS NEEDS TO BE COMPLETED FOR THE PAY PERIOD (MONDAY-SUNDAY), EVERY WEEK BY SUNDAY EOD

Clocking-Out Drivers in Square

If the driver forgot to clock out updated their end time in Square. Determine this by checking with the driver or determine when their shift ended by checking their last stop of the day

• Login to Routific and navigate to the All Projects page

• Find the driver’s final route of the day. In the bottom timeline, hover your cursor over their final stop and make note of the latter of the two timestamps shown in the pop up (see screenshot below).

• If the location of the driver’s final stop was less than 10 miles away from their home or 225 3rd Ave, then enter the Routific completion time as the driver’s out-time in Square. Then in the Driver Form Responses - MANUAL sheet, enter “Confirmed hours in Square” in column O.

• If the location of the driver’s final stop was more than 10 miles away from their home AND 225 3rd Ave, then enter the Routific completion time plus 1 hour as the driver’s out-time in Square (For example, 7:12pm becomes 8:12pm). This will add an additional hour to their pay and includes them in the tip-pool for that additional hour. Back in the Driver Form Responses - Manual sheet, enter “Added 1 hr in Square” in column O.

How to Enter Clock-Out Time in Square

• Log in to Square  NOTE: You will need to login using an email address that already has Square access AND access to the E-commerce Team within Square, contact Jared if you do not have this)

• Click on Timecards in the bottom left hand menu and then Workday in the left hand menu.

• Navigate to the date(s) in question.

• Click on the visual shift itself, and update the end-time as needed.

• THIS NEEDS TO BE COMPLETED FOR THE PAY PERIOD (MONDAY-SUNDAY), EVERY WEEK BY SUNDAY EOD

• NOTE: For hourly Full-Time employees, PTO days and time off needs to be entered into Square as if it were a regular shift.

Confirming Driver Toll Reimbursements

• Navigate to the google sheet Driver Form Responses

• New rows are automatically created once the driver or Threes employee fills out the Tolls & Mileage Reimbursement Form

• Drivers need to note the Date of Trip in Column D, Tolls Dollar Amount in Column H, and upload copies of their toll receipts, which end up in the Drive, linked in Column I. They can pull this from their EZ-Pass account online or through the TollsNY app.

• NOTE: Drivers are instructed to submit their Toll Reimbursement form on the same day they incur the toll charges, however sometimes charges do not show up for several hours or until the next day.

• To confirm the driver toll charges, click the link in Column I and review the receipt. Navigate to the driver's route in Routific to confirm that their route likely passed through those toll centers. Sometimes a driver's actual route will not match their route in Routific, and that is okay. If the toll charges appear valid based on their route, the Delivery Associate should enter their initials in Column M for that row.

• Repeat as needed until all Toll Reimbursements have been initialed.

• If a driver submits on toll receipts for their Sunday route on Monday, the toll reimbursement will end up in the pay period covering Monday.

• THIS NEEDS TO BE COMPLETED FOR THE PAY PERIOD (MONDAY-SUNDAY), EVERY WEEK BY SUNDAY EOD