Driver settlements

Settlement Clerk prepares the driver’s statement against the completed load and operating company. The statement records the driver reference, period end and pay amount in USD. Submission brings that revision to Settlement Approver for an independent decision. The approver needs the completed-load evidence and the exact amount being authorized before external payment is arranged.

Draft, Submitted, Approved, Rejected and Completed describe different points in the work. An Approved statement records an authorized decision. The later completion check reconciles what actually happened through the external payment process and retains the settlement reference for follow-up.

Check the load and delivery evidence before submitting the statement. Keep the driver reference consistent with the team’s agreed identification convention. The submitted revision is the basis of review, so a changed amount needs another review of the changed statement. The decision records who reviewed the source and when, with an operational receipt for the outcome.

• Prepare the statement. Identify the load, operating company and driver, then check the pay amount and period end.
• Obtain independent approval. Settlement Approver reviews the submitted revision and records approval or rejection with the decision evidence.
• Reconcile completion. Settlement Clerk follows the external payment outcome and records the settlement reference before completing the statement.

Name the person who prepares the statement and a different person who approves it. Decide which delivery evidence is required and who resolves a disputed confirmation. Establish the review routine for a rejected statement and the way a revised amount returns for approval. Keep the earlier decision available when explaining the changed statement.

Agree the external payment system and the evidence that confirms its result. Define the meaning of the settlement reference and who investigates a failed or uncertain outcome. Use a USD pay example during rehearsal so the team can compare the authorized amount with the external result without an assumed currency conversion.

Settlement Clerk submits a statement after the delivery stop is completed. Settlement Approver finds that the proof still has a disputed receiver and rejects the statement with a reason. Delivery Coordinator resolves the delivery evidence, and the clerk prepares the revised statement for another independent review.

The approver checks the new revision and amount before approving it. The external payment process then reports an uncertain result. Leave the completion question open while the clerk investigates the provider reference. During rehearsal, ask the approver to identify the authorized revision and ask the clerk to show the eventual confirmation. Replaying the same confirmation should lead back to the same settlement, with a clear explanation of why it is now Completed.

• Driver settlements awaiting approval — Submitted statements with the driver reference, pay amount and revision ready for review.
• Settlement completion queue — Approved and Completed statements with decision dates and settlement references.
• Operations follow-up — Pending or failed outcomes and receipts needing review before completion.

Rehearse Review and complete settlement with the people who will run it. Agree access in roles and external payment ownership in integrations.