School Specialty LLC stands as a cornerstone in educational resource distribution, providing essential supplies and furniture to K-12 schools nationwide. With a commitment to enhancing learning environments, they operate an extensive sales network of 180 drivers who connect directly with educational institutions and daycares across the country. Their mission goes beyond simple distribution – they're dedicated to supporting educators in creating optimal learning spaces for students.
When HR Manager Jessica Pedroza took over management of School Specialty's fixed and variable rate (FAVR) vehicle reimbursement program in February 2023, she discovered a system that was holding the company back rather than propelling it forward. After four years with their legacy provider, the limitations had become impossible to ignore.
The most immediate challenge was the system's profound lack of transparency. Administrators found themselves operating in the dark, unable to access real-time information about driver compliance or program performance. Jessica often compared it to trying to navigate without a map – the data existed somewhere, but accessing it required extensive manual effort and constant support from customer service.
"I started having issues immediately," Jessica recalls. "As an admin, there are things I needed visibility into, and I didn't have that. The reporting was archaic. If I needed to make changes, I had to call customer service and stay on the line. Every month, I spent hours on the phone—and I'm not exaggerating."
Perhaps the most frustrating aspect was the rigid processing schedule. All payment processing had to be completed on the 5th of each month – regardless of whether that fell on a weekend or holiday. This inflexible deadline created immense pressure on the administrative team and often led to delayed payments for drivers. Jessica would spend between six to twelve hours checking reports line by line to ensure compliance, and when errors occurred, she had to contact the legacy provider's customer service and wait for changes to be made on her behalf.
Watch the full interview with Jessica Pedroza here.
The customer service experience only compounded these challenges. Account Managers were consistently difficult to reach, often requiring multiple follow-up calls for basic issue resolution. This lack of support and guidance resulted in many drivers being enrolled in inappropriate programs, leading to serious financial consequences. High-mileage drivers placed in flat-rate programs were potentially losing thousands in legitimate reimbursements, while low-mileage drivers in mileage-based programs may have been overcompensated. These misalignments not only affected driver satisfaction but also created significant cost inefficiencies for School Specialty, with some estimates suggesting thousands of dollars in unnecessary expenses per misclassified driver annually.
The switch to Everlance marked a dramatic turning point in School Specialty's reimbursement process. From day one, the difference was clear. The administrator dashboard provided intuitive access to real-time insights, allowing Jessica and her team to pull reports whenever needed, without having to go through customer service. The system and working with the Everlance team offered unprecedented control over program settings, including customizable insurance requirements and compliance parameters.
The transition itself proved remarkably smooth, thanks to comprehensive onboarding tools and a dedicated implementation team. Even with 180 drivers to migrate, the process caused minimal disruption to ongoing operations. "The switch was easy," Jessica notes. "Out of 180 drivers at that time, I only had issues with 25 of them, and those 25... it was because of them, not the system."
But perhaps the most transformative change came in the form of customer service. Gone were the days of endless phone tag and unresolved issues. Instead, School Specialty found themselves with a dedicated account manager who wasn't just responsive but proactive. "Andrew's proactive, initiating quarterly meetings. He's like, 'We're gonna do a business review.' He's a wealth of knowledge, and if he doesn't know something, we find it together. He'll give me the information and then walk me through it, which is huge."
Administrative Efficiency
Cost Optimization
Enhanced Compliance
One year into their partnership with Everlance, the transformation has exceeded all expectations. The most immediate impact has been on administrative efficiency. What once consumed up to twelve hours of Jessica's time each month now takes just 30 minutes. Real-time access to trip details, route maps, and insurance documentation has eliminated the stress of tight turnarounds, and managers can now view and approve mileage reports within their natural workflow.
The financial impact has been equally impressive. Through more accurate reimbursement calculations and proper program enrollment, School Specialty has realized average annual savings of $20,000. The system's ability to analyze driving patterns has ensured that each driver is enrolled in the most appropriate program, eliminating both over- and under-payments that were common with their previous solution.
The enhanced tax reporting has been particularly valuable. "I have never seen such detailed reports for every month and every employee," Jessica shares. "I can give each person a clear explanation of why they had taxable income." This level of transparency has not only improved accuracy but also strengthened trust between the company and its drivers.
School Specialty's switch to Everlance shows how the right technology can transform a frustrating, time-consuming process into one that saves money and makes everyone's job easier."What Everlance has done in one year far exceeds what our previous provider did in four years," Jessica reflects.
[.quote-wrap][.quote-top][.quote-top] "I'm just so excited about Everlance and the ease it has made for me that I just love Everlance." [.author-attribute][.author-facts][.author-facts][.author-bold]Jessica Pedroza [.author-bold][.author-pos]HR Manager for School Speciality[.author-pos][.author-attribute][.quote-bottom][.quote-bottom][.quote-wrap]
The story of School Specialty's transformation serves as a powerful example of how the right technology partner can help organizations break free from outdated systems and embrace more efficient, transparent and cost-effective solutions.
To learn more about how FAVR works, please check out our guide FAVR Reimbursements: Separating Fact from Fiction about Fixed and Variable Rate Allowances. Or answer a few quick questions about yourself, and we'll be in touch.
Damask is the Content Marketing Lead at Everlance, where she develops engaging content to showcase how Everlance's mileage tracking software help businesses and self-employed professionals track for taxes. She specializes in creating educational resources that demonstrate how users can maximize their savings on business expenses through mileage tracking.
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