The Billing Department processes Paperwork Monday through
Friday. Scanned copies of all Paperwork should be in the Monroe
office by Noon on Friday
Billing will not process a load unless all of the proper paper work
has been received.
The required Paperwork varies with each load so we will try to put
this into categories so you will know what to do.
What is Required Every Time?
- A Clear, signed Original Delivery receipt.
Normally this is
the Pink copy of the form that you received when you were assigned
the load. The Delivery Receipt must also clearly identify the load
with Shipper, Consignee, Quantities, Addresses, Unit and Load
Numbers. You cannot have too much information on a Delivery
Receipt. If not you have blank forms that
were sent to you that should be filled out with all of the
appropriate information. The Delivery Receipt must be signed
and dated by the Receiver when you deliver a load. If you have
more than one stop, Each of the Receivers must sign and date the
delivery receipt for the portion of your load that they got. Make
sure this is signed and dated properly.
- Shipping Order and Original Bill of Lading. This is your
copy of all of the information telling you about the load that you
are to handle. Some of this information will be duplicated on the
Delivery Receipt. If you receive a bill of lading it will come from the Shipper who
gave you the load. If you are hauling Containers, the Shipping Order comes from your
- Fuel and Mileage Report. Normally this is the Blue
copy of the multi part form that includes the Delivery
Receipt. This report should have beginning and ending odometer
readings for Each Trip. Dead Head Miles should be listed for
each state where they occurred. Include a record of each state you
traveled through, the number of miles and a listing of all of the
fuel that you purchased with receipts and where.
- Copies of all permits. Include and receipts for the
cost if you had to pay for these Permits.
- TIR's for Containers. TIR's are the receipts that you
receive when you pick-up and drop off a container. Before you
sign an outgate TIR you must inspect the Container and
Chassis for condition. Anything that is wrong with
either the Container or Chassis when it is returned and not noted on
the Outgate TIR will be charged to us. This includes Tires as well as
cleaning the interior and any exterior condition.
For Brokered Loads: Brokered Loads have additional
- Brokered Loads require signed copies of the rate Confirmation
dispatcher who assigned the load to you will have this. Ask for a
- Any special Delivery Receipt Requirements must be included
and they must be signed by the receiver. If in doubt about a piece
of paperwork include it , this may save both you and us precious
time and get you paid sooner.
Special Notes For Fuel and Mileage:
- When the Billing Department receives all of your paperwork they
will separate the Blue Copy and fuel receipts and forward them
to the person responsible for Reporting Fuels and Mileage to the
Finally: Two good ideas
Please refer to your Owner Operator manual or ask the local Agent
for copies of the forms that are properly filled out. This will
help you see an how an actual form is supposed to look. They will
also answer any questions that you might have.
Also, You might want to make copies of all of you paperwork or ask the
local agent if copies are made. On the chance that something does
get lost, back-up copies are a great idea.
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