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Operational Events
Event 1: Detention
Event 1: Detention
Detention Payments are made when the shipper or receiver goes over their allotted time for loading or unloading. The terms of detention with each customer vary according to the specific contract the customer has with our company or the broker. Sometimes when doing business with 3PL's our company won't have the specific language of the shipper or receiver's contract, however the industry standard for the allotted time for loading or unloading is 2 hours, and we use this standard to enforce our own detention policy.
Our company must be able to prove the driver's claim for this payment. If we can prove the claim for the payment, we can usually get the charge paid out from whomever the broker or customer is, although with some extra work. For proof of payment owed, unless otherwise specifically stated on the Rate Confirmation or carrier-broker agreement, customers should accept the in and out times written on the Bill of Lading and signed by a facility employee.
THE BRIGHT TRUCKING DETENTION POLICY
DRIVER PAY:
The driver gets 50% of what we get from the customer
DRIVER'S RESPONSIBILITIES:
In order to qualify for a detention payment, drivers must:
submit a Comm 3-Detention Notification, 30 minutes prior to entering into detention
log a duty status change at the facility before their scheduled appointment time (if necessary, FMs use the duty status change recorded in the truck's history in the Fleet View Section of the Motive FMS to prove the driver's location at the time of check-in)
request the in and out times be written on the Bill of Lading (BOL) and signed by a facility employee
Sometimes, facilities as a matter of policy, will not write the in and out times on BOLs. In this instance, the driver can write the in and out times on the BOL themselves, but only if the first two qualifiers have been completed, and if they have asked the facility to write the times but have been refused. If the requirements above are completed, our company will pay detention to the driver.
FLEET MANAGER'S RESPONSIBILITIES:
Fleet Manager's must be decisive in completing all of their responsibilities when a instance of detention occurs. Because our company takes the posture of paying out detention immediately after the driver requests it, we are essentially taking on the payment as an expense, until it pays out from the customer. FMs must make sure communication is detailed and proof of payment owed can be easily discerned should a claim for an unapproved detention payment need to be filed against the customer or broker's insurance. A FM must do three things to ensure we can adequately prove a payment is owed:
After receiving a Comm 3 from a driver, the FM should send a properly filled "Detention Notification" template email. If the shipper or receiver will not write times on the BOL, the FM must accompany the "Detention Notification" template email with a screenshot of the the duty status change the driver recorded in the truck's timeline history of the Fleet View Section in the Motive FMS.
The FM must also request detention from the customer after the load is completed by sending a properly filled "Loads Completed w/ Detention" Template Email
The FM must follow-up on the request at 1 week, 2 week, and 4 week intervals
Event 2: Maintenance
Event 2: Maintenance
When a Tire or Mechanical Maintenance event occurs drivers must: 1) complete a Comm 7 or 8, 2) attach at least two photos of the repair area to the associated load in the LoadOps TMS driver app, 3) make sure all maintenance paperwork includes the accurate vehicle mileage, and 4) upload the receipts to the app, adding compliance documentation (like DOT inspections, alignment reports, etc.) if needed.
Fleet Managers are required to acknowledge Comm 7-Maintenance (Mechanical) and Comm 8-Maintenance (Tires) submissions within 30 minutes of a driver’s submission. Acknowledgement can be a simple response such as "Working on this now" or "Comm received. Sourcing a shop now".
Fleet Managers must then follow this acknowledgment by working diligently to resolve the maintenance issue by finding either roadside assistance or an approved area shop for the required repair. Both Fleet Managers and Drivers must work together to complete all Required Actions for any maintenance event in a timely manner, as outlined in each position’s Learning Center.
Event 3: Lumper
Event 3: Lumper
Lumpers can be paid through either an EFS money code or your assigned company business credit card. To submit a request for a lumper payment, drivers will use Comm 5-Lumper. FMs should respond with either an EFS money code or confirmation that the driver's CC card has been unlocked for lumper payment. Drivers should always submit receipts for lumpers through the LoadOps TMS driver application. Ensure driver's obtain a receipt with the following information before leaving any delivery site where a lumper is required:
Date of transaction
PO# or LD#
Amount of lumper
Name of lumper service or the lumper service's tax ID clearly visible
Event 4: Overage, Shortage, Damage
Event 4: Overage, Shortage, Damage
In the event of overages, damages, or shortages in freight, ensure that the specific discrepancy is clearly noted on the Bill of Lading (BOL). The notation from the receiving facility should include the following information:
Item Number
Quantity of items over, short, or damaged
It is crucial to always take clear and descriptive pictures of damaged or refused freight. These pictures should be uploaded to the LoadOps TMS and attached to the appropriate load. Additionally, a Comm 6-OS&D should always be submitted to ensure that a formal record of the discrepancy is created.
Event 6: DOT Inspection (without Points)
Event 6: DOT Inspection (without Points)
During a DOT Safety Inspection Drivers Should:
Comply with the officer's commands.
Remain On Duty throughout the inspection.
Upload a copy of the inspection report to the LoadOps TMS driver application, attaching it to the appropriate load.
If Out of Service (OOS), immediately notify your FM.
If Not OOS but Points Incurred Drivers Should:
Submit the inspection report in the LoadOps TMS immediately.
Points incurred most times will require a follow-up with the issuing state to provide evidence of issue correction. These deadlines are time-sensitive.
If No Points Incurred Drivers Should:
Submit the inspection report in the LoadOps TMS driver application after your assigned load delivers.
Remember, prompt reporting and compliance are crucial to maintaining regulatory compliance and avoiding potential penalties.
Event 7: Drug and Alcohol Random Test
Event 7: Drug and Alcohol Random Test
Refer to The Bright Trucking Drug and Alcohol Policy
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