Accessorial Charges in Trucking: 7 Common Fees and How to Avoid Them

Accessorial Charges in Trucking: 7 Common Fees and How to Avoid Them

When engaging the services of a carrier, it's crucial to minimize unexpected charges to stay within budget and avoid the hassle of justifying extra costs later on. In the transportation industry, these additional fees are known as "accessorials." While some accessorial charges are inevitable in this dynamic field, it's preferable to prevent any surprises and ensure that the final invoice aligns with the original quote.

Understanding Common Accessorial Charges

Numerous accessorial charges typically relate to timing delays, as timeliness is crucial in the transportation industry. When drivers experience delays, they often incur additional fees to compensate for lost income while idle (since they are usually paid per mile).

Detention Fee

Detention fees are billed on an hourly basis when a driver arrives at the designated time, but the load isn't ready for pickup. Typically, drivers allocate a two-hour window from their arrival to departure. If the driver exceeds this waiting time, expect to pay a fee ranging from $50 to $100+ per hour.

Layover Fee

Similar to detention fees, layover fees are charged when the shipment isn't ready for the driver at the agreed-upon time. However, layover fees are assessed on a daily basis, rather than hourly. If the driver can leave the site and return for pickup or delivery on a later date, a layover fee applies. The specific amount varies based on the equipment type and the duration of the layover, but it typically starts at a minimum of $250.

TONU (Truck Ordered Not Used)

A TONU fee is imposed when a truck is requested and reserved with a carrier but ends up not being used for various reasons. Whether you need to cancel your shipment due to changing plans or require a different type of trailer at the last minute, a TONU fee will be incurred. The fee depends on the initially ordered truck type, with highly specialized equipment resulting in higher costs.

Tarping

Open-deck trucks carry tarps and straps to safeguard your freight from the elements. Covering the cargo with a tarp necessitates driver time and effort, which incurs an additional fee. Tarping charges vary depending on the quantity and size of tarps required, as well as the specific conditions encountered by the driver.

Additional Insurance

When transporting highly valuable freight exceeding the industry standard specification of $100,000, it's advisable to opt for additional insurance coverage to protect your assets. Naturally, this incurs an additional cost.

Additional Driver Credentials

If your shipment requires drivers to possess additional credentials (such as TWIC for unescorted access to ports), an extra fee will be charged. This fee compensates for the specialized expertise of drivers with less availability than standard shipping solutions.

Drop Trailer Charges

Drop trailer charges occur when a driver leaves a trailer at the pickup or delivery site, returning at a later date to retrieve the trailer and transport it to the next destination. This fee essentially acts as a rental charge for the duration the trailer remains at your location or as a convenience fee for the extra load time. Drop trailer charges are common when transporting commodities that require more than a day for loading or unloading.

Preventing Trucking Surcharges

While it is impossible to completely guarantee zero accessorial expenses on your final bill, effective communication with carriers can significantly reduce surprise charges. Timely and honest communication is key to maintaining a smooth project and minimizing unexpected fees. Ensure that accurate information is readily available, and promptly notify your provider of any changes. Facilitating communication between your consignee and the carrier can also streamline the process and avoid additional charges.

Specific Points to Communicate

To optimize cost efficiency and avoid delay-related charges, the following information should be communicated:

Freight Readiness

Inform your carrier about the estimated time of freight readiness. Many accessorial charges are linked to waiting times for loading or unloading. Loading the truck within the allocated one to two hours can help avoid delay-related fees.

Staff Availability

If the driver is expected to perform tasks like loading or unloading freight, additional fees may apply. Charges may also be incurred if there is no on-site personnel to guide the driver to the precise location for loading or unloading. Specify these requirements as early as possible.

Receiver's Unloading Time

Similar to on-time loading, prompt unloading at the receiver's end can prevent charges associated with utilizing the driver's time.

Shipping and Receiving Hours

Keep your carrier informed about the availability of staff at both the shipping and receiving points. If holidays or special events affect operational hours, communicate these details promptly to help drivers plan their service hours accurately.

Communication with the Receiver

If it simplifies unloading, ensure that the driver is allowed to communicate with the consignee ahead of time. Clear and comprehensive communication before the trip will facilitate the process, reduce charges, and avoid any potential misunderstandings.

Contact Information

Providing contact information for the carrier and receiver is crucial. Unexpected events may occur during the journey, and if the driver cannot reach the consignee, it may result in additional fees.

By sharing these details, you can include potential charges in your initial shipping estimate, enabling accurate budgeting and obtaining necessary approvals from the project's outset.

When to Communicate With Your Freight Carrier

Maintaining consistent communication with your freight carrier is crucial throughout the shipping process. Right from the initial conversation, provide your contact with as much relevant information as possible regarding the load's size, timing, and other requirements. If any changes occur in terms of how, when, or where the load will be transported, inform your carrier immediately. Timely communication allows the carrier to assist in resolving any arising issues, and the more time they have, the greater the chances of successful resolution.

Dealing with Unexpected Charges

If your final bill contains more additional fees than anticipated, there are potential ways to address them. While some charges may be non-negotiable, open communication with the carrier can help in reducing or eliminating certain fees even after the fact. Providing accurate information to the carrier, or connecting them with the relevant parties, can make a difference. Introducing your carrier to your customer can simplify the process and decrease unexpected fees.

Understanding accessorial charges is essential when dealing with surprising invoices. Based on this knowledge, you can better prepare for these surcharges and, more importantly, take proactive steps to avoid as many charges as possible—primarily through effective communication.

Conclusion

Having a comprehensive understanding of accessorial charges, as well as the factors influencing trucking service prices, enables you to budget accurately for shipping freight, whether it's a local or long-distance haul. Nova Lines is dedicated to working with you and negotiating your load based on the information available. SHIP WITH NOVA LINES!