How to calculate driver's working time?

More and more transport company owners are wondering how to properly and efficiently calculate drivers' working time. This question is important in the context of EU regulations that define driving time limits and mandatory breaks and rest periods. All this affects not only the records, but also the way drivers' work is accounted for.. In this article, we'll discuss which working time accounting methods are most effective and compliant with applicable regulations.

Why is driver working time accounting important? 

Mainly because it affects:

• compliance with labor and transport regulations, 
• avoiding penalties and sanctions, 
• correct calculation of wages, 
• work quality control,
• and even road safety. 

If you want to avoid financial and legal consequences, you need to know, how to calculate drivers' working time skillfully and regularly. 

How to calculate driver working time – let’s start with the basics…

Want to keep your records properly? Include all the components. driver's working time:

• driving time, 
• breaks and rests, 
• loading and unloading, 
• other official activities. 

Such data comes mainly from tachographs and is saved in DDD files, which facilitate further settlements. 

Therefore, the answer to the question, how to calculate driver's working time, it always starts with proper data acquisition.

Driver's working time settlement - examples

Well, okay, but some issues are best explained with specific examples, as we will illustrate below. 

Example 1 – national route

The driver performs a one-day course:

• 6 hours of driving, 
• 1 hour of loading, 
• 45 minute break. 

The records must include driving time, other activities and mandatory breaks.

Example 2 – international transport

The driver works in a multi-day system:

• the ride is spread over several days, 
• daily and weekly rest periods, 
• crossing borders,
• foreign delegations. 

In this case, there are additional elements, such as allowances, lump sums and differences in regulations.

Methods of settling drivers' working time

Drivers' working time can be settled in several ways – from the most basic to fully flexible solutions.

1. Manual counting

This is the simplest, but also the least effective method. It involves manually analyzing data from tachographs and creating records.. This approach is not only time-consuming but also error-prone, which can lead to billing and auditing problems.

2. Software Purchase

The next step is to use IT systems to settle drivers' working time. Such programs automatically analyze data from tachographs, generate records, reports and support payroll settlements.. This saves time and reduces the risk of errors, although it requires experience in interpreting events and ongoing knowledge of legal changes, licensing investments, and software implementation.

3. Outsourcing – external companies

Some companies decide to cooperate with companies specializing in driver settlements.
Advantages? Time savings, expert support, reduced risk of errors.
Defects? Costs and limited control over data.

4. Settlement via ATROM

The most convenient and reliable option. ATROM offers comprehensive billing:

• full control over the hardware and data layer,
• settlement of as many drivers as the client reports,
• no need to invest in expensive software,
• one invoice for the service and no fixed-term contract, which gives full flexibility and support from a team of experts.

The road to automation

We offer a driver's working time settlement service with the advantage that we have full control over the hardware layer – including remote downloading of data from the tachograph.

The most important amenities include:

• reading DDD files, 
• analysis of work and rest times, 
• generating offense reports, 
• settlement of delegations and remuneration. 

Free driver working time accounting software – is it a good solution?

Many companies are looking for savings, which is logical. Unfortunately, this solution doesn't provide the necessary support because it always has limitations. Free programs lack automation, expert support, and limited functionality. The lack of integration with GPS and telematics systems significantly hampers operations. Most of the activities have to be done manually anyway. 

Settlement of drivers' working time - price list and costs

Implementation costs depend on the method chosen.

Price list for settling drivers' working time includes:

• software cost, 
• fees for preparing documentation and expert support, 
• investment in equipment and installation (e.g. tacho readers). 

Driver settlement in ATROM – no more errors and losses

At ATROM, we base driver settlement on the integration of:

• tachograph readers, 
• GPS systems, 
• intelligent software. 

Thanks to this:

• data is downloaded automatically – DDD files always, full settlement documents only for customers with a purchased service,
• Creating full documentation – i.e. business trips, working time records, PIT-ZUS deductions, offence reports, settlement of remuneration components – is a separate service that can be performed by our settlement department.

This is the answer to the question, how to calculate drivers' working time in a modern, but above all effective way. 

How to calculate drivers' working time - best practices in summary 

Remember the following tips: 

• automate processes wherever possible, 
• analyze data regularly, 
• train employees, 
• use telematics systems, 
• avoid manual data processing. 

Answer to the question, how to calculate driver's working time, It's no longer just about knowing the regulations, but also about leveraging technology and expert support. Let's talk! 

FAQ: How to calculate driver's working time?

1. How to calculate a driver's working time in a transport company?
Driver time accounting involves the accurate collection and analysis of tachograph data. It's crucial to account for all activities, not just driving.

2. Why is the settlement of drivers' working time so important?
It directly impacts regulatory compliance and helps avoid financial penalties. It also allows for accurate payroll calculation and monitoring of work efficiency.

3. What data is needed to settle driver's working time?
The basis for this is tachograph files and information about routes and activities performed. This information is used to create a complete record of working time.

4. What does a driver's working time include?
This includes not only driving, but also loading, unloading, rest stops, and other work duties. Each of these elements must be included in the settlement.

5. What does driver working time calculation look like in practice?
It is most often based on an analysis of data from the last calendar month. This is the basis for determining actual working time and the remuneration due.

6. What are the most common mistakes when settling driver fees?
The most common causes include omitting certain activities or misinterpreting tachograph data. Manual data processing can also be problematic, increasing the risk of errors.

7. Can drivers' working time be settled manually?
Yes, but it's time-consuming and error-prone. It becomes inefficient with larger numbers of vehicles.

8. What tools facilitate the settlement of drivers' working time?
The best results are achieved with systems that automatically collect data and generate reports. These systems significantly accelerate the entire process.

9. How to simplify the settlement of drivers' working time in the company?
The most effective solution is automation and data integration into a single system. This makes the entire process faster, more accurate, and less burdensome for employees.