Optimal FICA savings
We ensure that your program will capture permissable FICA savings for your company and drivers.
Trusted by North America’s Largest Fleets
per diem is complex
Managing your per diem program should be a competitive advantage
Known or unknown audit risk, lack of audit trail, driver questions, and untapped tax opportunities. If this feels familiar, you’re not alone.
- Poorly understood advantages to drivers
- Lack of comprehensive audit trail and program methods
- Failed audits
- Money left on the table for both the carrier and driver
How We Help
Per Diem plans, Managed
by Experts
Our team handles the entire process: program setup to driver communication planning, data processing, and audit readiness.
- We Proactively & Continuously Identify Savings
- We Deal With Regulators
- We Flag Issues Before They Cost You
Why It Works
What You Get With Fleetflo’s Per Diem Services
Our system is designed to save you time, mitigate
risk, and keep your fleet moving.
risk, and keep your fleet moving.
Audit-Readiness
We deliver clear documentation along the way to improve audit outcomes.
Monitoring
We monitor your program to identify exposure before it’s too late.
Visibility Without the Headaches
Your Per Diem Program – managed end-to-end with clear driver benefits articulated
Fleetflo will prepare your organization for IRS audits while getting the most out of your plan.
- Fully managed services
- Audit support from leading experts
- A repeatable audit trail process
Results You Can Measure
How Fleetflo Helped Real Fleets Simplify Driver Per Diem Programs
Explore how other fleet leaders simplified multi-state IRP compliance, reduced admin time, and eliminated filing risks with Fleetflo’s support.
Articles
Oversize and Overweight Permits: A Complete Guide for Fleet Operators
A complete guide to oversize and overweight permits for trucking — triggers, state-by-state differences, trip vs. annual permits, and how to avoid costly delays.
#1 of 1 Testimonials
“Fleetflo has been a critical equipment and fuel partner for decades keeping us compliant and finding us new opportunities for efficiency.”
Read Full Case Study
Frequently Asked Questions: Truck Driver Per Diem Programs
Carriers and drivers have a lot of questions about per diem — how it works, what it costs, and what happens if the IRS asks questions. Here are the answers to what we hear most often.
We already offer a per diem plan — how does FleetFlo add value?
Most carriers running their own per diem programs have the basics in place but are exposed in three areas: IRS accountable plan documentation that has drifted out of compliance as rates changed, drivers who opted out because nobody clearly explained the net pay benefit, and no audit trail if the IRS asks questions. FleetFlo reviews your existing program, closes those gaps, takes over ongoing administration, and provides drivers with individualized pay comparisons that dramatically improve enrollment rates.
Where do carriers get into trouble with per diem and FICA compliance?
The most common failures are paying per diem to drivers who are not away from home overnight, paying flat rates that exceed IRS per diem limits without proper documentation, and failing to maintain substantiation records. Any of these can cause the IRS to reclassify per diem payments as ordinary wages — triggering back FICA, penalties, and interest owed by the carrier across multiple years. FleetFlo’s compliance monitoring prevents these issues from accumulating.
How does FleetFlo help carriers communicate per diem to drivers?
Driver communication is where most per diem programs fail. A driver who sees a lower gross wage on their pay stub — even if their net take-home is higher — will push back or opt out. FleetFlo builds individualized side-by-side pay comparisons for each driver, showing exactly what they take home on per diem versus off per diem at their actual pay rate. Carriers who implement this consistently see higher enrollment and stronger driver retention.
What does FleetFlo’s per diem administration actually include?
Full-service administration includes program design and IRS accountable plan documentation, annual rate updates as IRS limits change, driver onboarding materials and pay comparison tools, ongoing eligibility monitoring, payroll coordination, monthly compliance reporting, and audit support if the program is ever scrutinized. We manage per diem programs for some of the largest carriers in North America and bring that infrastructure to fleets of every size.
FAQs
Find answers to your questions about our services and how we can help you.
Haven’t found what you need?
I’m already offering a plan – how do you add value?
Unfortunately many plans administered in the transportation sector are not compliant. Our goal is to change that and mitigate your risk. Let’s take a review, quantify your exposure, and get you on the right path.
Where do you see compliance issues?
In many areas – the most common being proper audit logging / documentation and wage misclassification. These are extremely common mistakes.
What are the consequences of compliance failure in per diem?
We generally see the IRS audit exposure for a non-compliant program in the order of magnitude of $3K per qualifying driver per year, with a potential three-year lookback window. This can be substantial for any carrier. Exposure will depend on a number of factors and will differ by carrier.
Should we have a per diem program?
Yes – per diem programs are advantageous to both the driver and company. We often see opportunities for carriers to more clearly communicate benefits to drivers.