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Working Time Settlement for Van Drivers up to 3.5t GVW from PLN 59.00/month

Since July 1, 2026, vans with a gross vehicle weight (GVW) of 2.5 to 3.5 tonnes performing international transport or cabotage must be fitted with a second-generation smart tachograph (G2V2). This is one of the biggest operational changes in the history of light transport - it affects as many as 33,000 Polish vehicles. Many van operators have never kept tachograph-based working time records before. If you are not yet sure whether your company meets the new requirements, we check it, set up data reading, and take over the monthly settlement of your drivers' working time - before a GITD (Chief Road Transport Inspectorate) inspection does.

Jakub SzlagaSenior Drivers Working Time Settlement Specialist
PLEN

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150+

Transport companies served

6,500+

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8+

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Tachographs in vans from July 1, 2026 - what has changed for carriers?

Since July 1, 2026, vans of 2.5-3.5t GVW in international transport or cabotage must have a second-generation smart tachograph (G2V2). Carriers must keep driver working time records and download tachograph data every 90 days (driver card data every 28 days). Penalties for not having a tachograph reach as much as PLN 10,000.00 for the company and PLN 2,000.00 for the transport manager.

The obligation to fit a G2V2 tachograph

Vans of 2.5-3.5t GVW in international transport or cabotage must have a second-generation smart tachograph (G2V2) - the older G2V1 is not enough and counts as having no tachograph. Installation may only be carried out by an authorized workshop. The obligation does not apply to domestic transport, own-account transport (if the conditions are met), or passenger vans with up to 9 seats.

New record-keeping duties - tachograph-based working time records

Companies that have not kept tachograph-based records until now are now required to do so - van drivers are subject to the same standards as truck drivers (including 9h of driving per day, a 45-minute break after 4.5h, and 11h of daily rest). Tachograph data must be downloaded every 90 days, and driver card data every 28 days.

Penalties for not having a tachograph - GITD sanctions

Not having a tachograph, or fitting a G2V1 instead of a G2V2, means a penalty of up to PLN 10,000.00 for the company and up to PLN 2,000.00 for the transport manager. Driving without a driver card adds PLN 2,000.00 for the company and PLN 500.00 for the driver. Missing records cost from PLN 1,000.00 to PLN 30,000.00, and GITD can immobilize the vehicle at the inspection site. In Germany or France, penalties can reach as much as EUR 30,000.

What does van driver settlement at Evotax include?

Van settlement is not a "lighter version" of truck settlement - for many companies it is an entirely new process, because a trip sheet used to be enough. Here is what we take off your hands every month.

Setting up and reading G2V2 tachographs

We set up access to data from your second-generation smart tachographs and download it on the required schedule - at least once every 90 days from the device memory and at least once every 28 days from driver cards. You do not have to keep track of these deadlines yourself.

Working time records compliant with the new rules

We prepare working time records for each van driver in line with Regulation (EC) 561/2006 - exactly as required by the rules in force since July 1, 2026. You do not need to prepare anything extra for a GITD or PIP (National Labor Inspectorate) inspection - the documentation is complete on an ongoing basis.

Settling per diems and lump sums in international transport

For vans on international routes, we calculate domestic and foreign per diems, virtual per diems under the Mobility Package, and lodging lump sums - based on border crossings recorded automatically by the smart tachograph, so you do not have to document manually when a driver crossed a border.

Payroll with wage calculation

For many van companies, this is the first settlement based on real tachograph data rather than estimates from a trip sheet - accuracy matters more than before, because errors are easier to catch during an inspection. We calculate and optimize driver pay based on recorded driving time, availability, and rest periods, and the finished summary goes straight to your accounting.

How does van driver settlement differ from truck driver settlement?

In international transport, vans and trucks are subject to the same working time standards - what differs is when the tachograph obligation took effect, the type of device, and how mature the procedures in your company are.

Area

Vans (2.5-3.5t GVW)

Trucks (>3.5t GVW)

Tachograph

Second-generation smart tachograph (G2V2) - mandatory from July 1, 2026 in international transport and cabotage

Digital tachograph - mandatory since 2006

Legal basis

Regulation (EC) 561/2006 - fully applicable from July 1, 2026

Regulation (EC) 561/2006 + AETR Agreement

Double manning

Rare

Common on long-haul routes

Roadside inspections

Increasing since July 1, 2026 - GITD inspects vans the same way as trucks

Very frequent for years

Penalties for having no tachograph

Up to PLN 10,000.00 for the company

Similar rules in force since 2006

Settlement complexity

Usually lower - shorter routes, less frequent double manning, but often the company's first encounter with tachograph-based records

Higher - double manning, AETR, multi-day international routes, established procedures

Outsourcing vs. handling van driver working time settlement yourself

Settling van drivers with tachographs requires keeping track of download deadlines, knowing Regulation 561/2006 and the Mobility Package, and calculating foreign pay. See what stays on your side if you do it yourself and what we take over when you outsource it to Evotax.

Area

On your own

With Evotax

Download deadlines (90 days tachograph, 28 days card)

You track them yourself

We track them for you

Changes to 561/2006 and the Mobility Package

You follow the regulations yourself

We update documents in every package

Virtual per diems and EU pay

Counting border crossings manually

We calculate them based on tachograph data

GITD / PIP inspection

You prepare the documents yourself

Up-to-date documentation and representation during the inspection

Cost

From several thousand PLN / month - the cost of a specialist's salary plus software licenses

From PLN 59.00 net per driver per month

What do the packages for vans covered by the new obligation include?

Setting up the G2V2 tachograph and launching records compliant with the rules in force since July 1, 2026 is included in all three packages - even if this is the first time your company keeps such documentation. If your vans also travel abroad, the MEDIUM and PRO packages add foreign pay handling and transit verification.

Scope of service

BASIC

MEDIUM

PRO

General services

Preparing documents and work regulations

✔

✔

✔

Updating documents (regulatory changes)

✔

✔

✔

Consultations on working time and settlements

✔

✔

✔

Settlements

Data verification

✔

✔

✔

Violation checks

✔

✔

✔

Domestic business trips

✔

✔

✔

“Virtual” per diems

✔

✔

✔

Lump-sum settlements (overtime, night work, on-call duty)

✔

✔

✔

Working time records (Polish payroll)

✔

✔

✔

Foreign pay in the EU without verification of transits and bilateral transport

-

✔

✔

EU pay with verification of transits and bilateral transport

-

-

✔

Evotax pricing and packages for van driver working time settlement

The new tachograph obligation does not mean a new, higher price list - we settle vans in the same three packages as trucks: BASIC, MEDIUM, and PRO. You choose the scope, not the vehicle type. *Price when data is provided in formats other than those specified by Evotax.

Package

Price per driver / month*

BASIC

PLN 59.00 / PLN 69.00

MEDIUM

PLN 79.00 / PLN 99.00

PRO

PLN 99.00 / PLN 119.00

Representation during GITD inspections and IMI declarations for vans

Now that GITD inspections cover vans the same way as trucks, it is worth having someone on your side during such a visit. In the BASIC and MEDIUM packages this is a separately paid service; in PRO it is already included in the price.

Service

BASIC

MEDIUM

PRO

Handling correspondence from public institutions, representation during PIP and ITD inspections, assistance in court disputes

PLN 300.00/h

PLN 250.00/h

PLN 200.00/h

Registering a driver in the IMI (Internal Market Information) system (per driver)

PLN 39.00

PLN 19.00

✔

Is your company already compliant?

The deadline for fitting tachographs in vans passed on July 1, 2026 - if you have not yet set up tachograph data reading, every day of delay means the risk of an inspection without ready documentation. Let's check it together before an inspector does.

Step 1: Fleet readiness audit

We check which of your vans have a GVW over 2.5t and perform international transport or cabotage, and whether they already have the correct G2V2 tachograph fitted (not the older G2V1).

Step 2: Onboarding

We agree on the terms of cooperation, connect to data reading from your G2V2 tachograph, and onboard your drivers into the system. If the device is already fitted, the first data download can start almost immediately.

Step 3: Monthly settlements

You regularly receive records, the payroll, and confirmation of regulatory compliance - without having to keep track of deadlines yourself.

Van driver settlement - Related services

Van driver settlement is often the first step. Carriers who have kept tachograph-based records since July 1, 2026 usually also need support with inspections, transport company accounting, and pay for drivers on foreign routes. You will find all of this in the Evotax offer!

Representation before PIP

A National Labor Inspectorate inspection checks drivers' working time records, pay, and HR documentation. We will prepare the documents before the inspector's visit, be present during the inspection, and respond to post-inspection recommendations on your behalf.

Accounting for transport

We provide full accounting for transport companies: VAT on fuel and road tolls, fleet and van leasing costs, and settlements with foreign business partners. We know the specifics of the transport and logistics industry, so you do not have to explain driver per diems or cabotage to us.

HR and payroll services

We will handle HR and payroll for your entire company, not just drivers: contracts, personnel files, payroll, ZUS (social security) and PIT (personal income tax) returns, PPK (Employee Capital Plans), and PFRON (State Fund for Rehabilitation of Disabled Persons). Data from driver working time settlement goes straight to the payroll, with no manual re-entry.

Foreign pay

A van driver in international transport is subject to the Mobility Package posting rules. We will set pay in line with the minimum wage of the country where the transport is performed, register the driver in the IMI system, and settle transits and bilateral transport.

Van Driver Settlement up to 3.5t GVW - FAQ

Do vans up to 3.5 tonnes need a tachograph?

Yes, if they have a GVW of 2.5 to 3.5 tonnes and perform commercial international transport or cabotage. A second-generation smart tachograph (G2V2) is required - older models do not meet the requirements from July 1, 2026.

Does domestic van transport require a tachograph?

No. The obligation applies only to international transport and cabotage. Vans operating only within Poland do not need a tachograph, regardless of their GVW.

What are the penalties for not having a tachograph or for incorrect settlements?

Not having the required tachograph or fitting an older model (G2V1 instead of G2V2) means a fine of up to PLN 10,000.00 for the company. The transport manager faces a fine of up to PLN 2,000.00. Driving without a driver card costs the company PLN 2,000.00 and the driver PLN 500.00. Missing working time records - from PLN 1,000.00 to PLN 30,000.00. In other EU countries, penalties can be higher.

How often must tachograph data be downloaded in vans?

Tachograph memory data - at least once every 90 days. Driver card data - at least once every 28 days. The files must be archived for at least one year from download.

How much does van driver settlement cost at Evotax?

Prices start at PLN 59.00 net per driver per month. For international transport, the price is set individually.

Can van driver working time settlement be outsourced to an external company?

Yes - that is exactly what we do. We take over setting up tachograph data reading, keeping records compliant with 561/2006, and calculating pay, so you do not have to track data download deadlines or follow regulatory changes yourself.

My company has never kept tachograph-based records - where do we start?

We start with a fleet audit - we check which vehicles are covered by the obligation and whether they already have the correct G2V2 tachograph. Then we set up data reading and implement monthly settlements.

Are passenger vans (minibuses with up to 9 seats) also covered by this obligation?

No. The new rules apply only to the carriage of goods. Passenger vans with up to 9 seats including the driver remain exempt from the obligation to fit a tachograph, even in international transport.

What driver card does a van driver with a tachograph need?

The same driver card as a truck driver. The card is issued by PWPW (Polish Security Printing Works) at the driver's request, is valid for 5 years, and must be inserted into the tachograph throughout working time.

Does a van operator need a company card?

Yes. A company card lets you lock the company's data in the tachograph and download data from the device memory every 90 days. Without it, you cannot meet the archiving obligation.

Is it still possible to get funding for a tachograph in a van?

The call is already closed. Applications for funding from the KPO (National Recovery Plan) could be submitted until March 2, 2026 via the ARiMR (Agency for Restructuring and Modernisation of Agriculture) platform, and the first payments started on April 23, 2026.

How do you prepare for a GITD inspection of a van with a tachograph?

The inspector will check tachograph and driver card data for the current day and the previous 56 days, as well as the working time records. You can also choose support from Evotax specialists - we keep driver working time records on an ongoing basis, and in the event of an inspection we represent the company before GITD, ITD, and PIP.

Will you settle van and truck drivers in one company?

Yes. We settle vans and trucks in the same BASIC, MEDIUM, and PRO packages, so your entire fleet is handled by one account manager under one contract.

How quickly can we start working together?

If the G2V2 tachograph is already fitted, the first data download can start almost immediately after the contract is signed.

In which languages does Evotax provide services for transport companies?

We provide services and handle documents in Polish, English, Lithuanian, Russian, Ukrainian, German, Belarusian, and Czech.