Timecards Introduction

Timecards are essential digital records that help organizations accurately track, manage, and report hours worked by drivers and hourly employees. With Motive’s timecards feature, time entry is streamlined, payroll accuracy is improved, and compliance is supported—all from a centralized platform.

Overview

Motive’s timecards feature makes it simple for drivers and other fleet employees who are exempt from the Record of Duty Status (RODS) regulation, to clock in and out, select job types, and maintain detailed work records. Fleet managers can audit, edit, and approve digital timecards in the Motive Fleet Dashboard, ensuring payroll accuracy and compliance.

• Simplified time tracking: Drivers can clock in and out directly in the Motive Driver App. This reduces paperwork and ensures hours are recorded accurately.
• Accurate payroll: Centralized records streamline payroll processing. This helps reduce errors and speeds up payment cycles.
• Compliance support: Timecards provide an auditable record of all hours worked. This helps meet labor regulations and prepares you for audits.
• Operational insights: Built-in reporting tools allow managers to monitor productivity. These insights help identify trends and improve workforce efficiency.

Basics

Timecards are digital logs used by drivers and hourly employees to record shift details, including clock-in and clock-out times, miles driven, and job types. Fleet managers can edit, approve, and integrate these records with payroll systems.

Key details captured on a timecard:

• Driver name and ID
• Date of entry
• Timecard status (Submitted, In Progress, Overdue)
• Total miles driven and hours worked
• Clock-in and clock-out times
• Job types and optional notes
• Geo-location for each clock-in/out
• Vehicles used during the shift
• Edit and audit history

Submitted timecards can be integrated with payroll systems like ADP or UKG for payroll, productivity tracking, and compliance reporting.

Who should use timecards

The Timecards is the recommended time-tracking method for employees who are exempt from the Record of Duty Status (RODS) regulation but still require accurate time tracking via Motive.

• HOS-exempt drivers: Best for drivers who do not need to maintain hours of service (HOS) logs.
• Non-regulated personnel: Ideal for warehouse staff, mechanics, or local drivers not subject to DOT HOS rules.
• Not for regulated drivers: Drivers who must maintain RODS should continue using the Logs method instead of timecards.

Note: Timecards are not a substitute for DOT-required HOS logs. Drivers who need RODS must continue using the Motive Logs feature.

Compliance, payroll, and integration

Motive’s Timecards can be integrated with payroll systems for faster processing and greater accuracy.

• Automatic payroll sync: Hours worked flow directly into payroll systems, minimizing manual data entry.
• Time verification: Managers can cross-check timecards with vehicle and trip data to ensure accuracy.
• Regulatory readiness: Edit histories and audit trails help ensure compliance with labor regulations.

Timecard retention and data visibility

• Driver access: Drivers can view and edit their timecards in the Motive Driver App for up to 30 days.
• Manager access: Submitted and approved timecards are retained in the Workforce > Timecards page for payroll and audits.
• Audit history: All edits are tracked for transparency and accountability.
• API access: Public Time Tracking API enables integration of timecard and log data into any payroll or HR system of your choice.

FAQs

 

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