Marcus Thompson was ready to quit the NEMT business entirely.
"Every other Friday, I'd lock myself in the office from 6 AM Saturday until Sunday night," recalls Marcus, who runs MedRide Dallas with 15 drivers. "Calculating pay for 15 drivers doing 400+ trips per week—different rates for ambulatory, wheelchair, stretcher, plus wait time, after-hours bonuses, multi-stop adjustments—it was killing me."
The breaking point came when a driver filed a Department of Labor complaint. Marcus had underpaid him by $847 over two months. Not intentionally—he'd simply made errors calculating complex multi-stop routes with varying wait times.
"That complaint cost me $3,200 in back pay and penalties. Plus, word spread. Three drivers quit."
Marcus isn't alone. The NEMT industry's dirty secret is that 68% of small operators spend 15+ hours per pay period on payroll, and still average 12% error rates in driver pay calculations.
Why NEMT Payroll Is a Nightmare
The Complexity Nobody Warns You About:
- Distance-based pay: $1.25/mile loaded, $0.75/mile deadhead
- Stop complexity: $15 first stop, $8 additional stops, $5/minute wait after 10 minutes
- Service levels: Ambulatory ($35), Wheelchair ($45), Stretcher ($65) base rates
- Time modifiers: Nights (+20%), Weekends (+25%), Holidays (+50%)
- Multi-leg trips: Hospital → Pharmacy → Home = 3 different rate calculations
Manual calculation means:
- Matching hundreds of trips to driver logs
- Calculating exact mileage for each segment
- Applying correct rates and modifiers
- Double-checking everything to avoid DOL complaints
Enter the Excel NEMT Payroll Calculator
This isn't another expensive transportation management system. It's a simple Excel tool that automates your entire payroll process using Google Maps for accurate mileage.
Transform Your Payroll Process:
⏱️ 2-Hour Payroll
Process 500+ trips for 20 drivers in under 2 hours. Marcus now finishes payroll during lunch on Friday.
📍 Exact Mileage
Google Maps integration calculates precise distance for every trip. No more disputes over miles driven.
💰 Zero Errors
Automated calculations eliminate human error. No more DOL complaints or back-pay penalties.
📊 Instant Reports
Generate driver pay stubs, trip summaries, and broker billing reports with one click.
Marcus's Transformation:
Before (Manual)
- 16 hours every 2 weeks
- 12% error rate
- 3 drivers quit over pay disputes
- $3,200 DOL penalty
- Weekend work mandatory
After (Excel Calculator)
- 2 hours every 2 weeks
- 0% errors in 8 months
- 100% driver retention
- Zero complaints
- Fridays done by 2 PM
How It Actually Works
Step 1: Set up driver information and paste in your trip data then click "Calculate Trip Data".
The tool uses Google Maps API to compute precise distance and time for each trip.
Step 2: Click “Generate Payrolls”.
Based on your pay rules, the tool will create individual payroll sheets for each driver.
Step 3: Click “Export Payrolls”.
Generate PDF payroll reports for each driver, ready for printing or emailing.
Quick Answers
Stop Losing Money to Payroll Chaos
Your current reality: 16 hours + stress + errors + penalties = $3,000+/month loss
Your new reality: 2 hours + accuracy + happy drivers = Done by lunch Friday
Get NEMT Payroll Calculator - Just $97✓ 30-Day Money Back Guarantee
✓ Free Setup Call with Vinnie: (801) 243-8350
✓ Works with Excel 2010 or newer
P.S. Marcus saved the $97 cost in his first 2 hours of time savings. Eight months later, he's expanded from 15 to 23 drivers—and still finishes payroll in 2 hours.
