Pickup and Delivery Manual

DELIVERY MANUAL

 

TABLE OF CONTENTS

 

INTRODUCTION 5

REPORTING FOR WORK 7

PRE-TRIP INSPECTION 8

SECURITY 8

SAFETY 8

GENERAL DUTIES 9

PAPERWORK 9

COMMUNICATING WITH DISPATCH 9

DELIVERY 10

DELIVERY EXCEPTIONS 12

SIGNING THE DELIVERY RECEIPT 14

FREIGHT WITHOUT A BILL 14

RETURNS 15

PICK UPS 15

INSPECTION 16

COUNTING 17

PRO LABELS 17

LOADING 18

HAZARDOUS MATERIALS 18

SHIPPER, LOAD AND COUNT 19

END OF DAY – CHECK IN 19

 

 

As a professional driver representing Name Removed Transport, you are the one our customers see on a daily basis. To them, you are Name Removed Transport. Your actions and appearance determine many of their perceptions of our company. It is important that you have a friendly helpful attitude, smile, and show concern for the customer.

Part of being a professional driver is making a commitment to yourself and your customers. Take pride in being a professional and perform your job accordingly. When you dress and act like a professional you will be treated like one.

This manual contains the highlights of Name Removed Transport Procedures for Pickup and Delivery drivers. Your dispatcher will explain local practices and other additional information.

We expect that you will conduct yourself in a professional and courteous manner at all times.

The success of your day will depend on proper communications with your dispatcher. If you have any questions during the day, call him.

SERVICE CENTER PHONE #

 

 

 

1 2 3 MEANS CLAIM FREE

 

COUNT YOUR FREIGHT

 

• SIGN FOR WHAT YOU COUNT

 

• HANDLE TO DELIVER DAMAGE-FREE

 

 

 

All associates are to report for work on time and be prepared to immediately go to work. Do not clock in more than five minutes before your start time unless told to do so by a Name Removedvisor. You will be paid from your scheduled start time unless a Name Removedvisor asks you to start earlier and initials your time card.

Your dispatcher will give you your set of bills, tractor keys, a padlock, and any other needed paperwork.

If you are issued a pager, make sure you get instructions from dispatch on how it is to be used. You are signing for this equipment and will be held responsible for its return. If you lose it, you will pay for it.

Count the number of delivery receipts and ensure that number matches the number listed on your manifest, if it does not match then give your paperwork back to the dispatcher. As soon as you have all your bills, proceed immediately to your assigned trailer.

Place your hand-truck and any other assigned equipment in the trailer. You should do a quick visual inspection of your load to confirm the freight is properly loaded and if needed, that the trailer is properly placarded. Look at the freight at the rear of the trailer to determine your first stop . Do not waste time by flipping through your bills and checking out all your shipments. You will have plenty of opportunities to do this on the street when you are waiting to be unloaded.

Close the trailer door and apply your padlock.

You are responsible for security of the equipment. You are not to leave the yard without a padlock securing the rear door. Padlocks are to be used constantly when you are off Name Removed property. There are NO exceptions to this procedure. Any deviation will result in disciplinary action up to and including discharge.

Without further delay, go to your assigned tractor.

 

You are responsible to perform a pre-trip inspection of your unit and complete a Vehicle Inspection Reports (V.I.R.). The yellow copy is to be left in the tractor and the original turned into dispatch at the end of the day.

After your pre-trip inspection, note the time you are leaving the yard as well as the beginning mileage of your tractor utilizing the hubometer reading.

It is expected that from the time you punch in and the time you leave the yard, no more than 15 minutes will have elapsed.

 

Your trailer door must be closed, chained and locked when you are not loading or unloading shipments. If you leave your unit for deliveries, lunch, breaks, etc., you must turn off the engine, remove the keys and lock the cab doors. You must advise dispatch that you are going on break. Be sure to park your unit in a well-lit, highly visible area.

 

All drivers are expected to perform their duties in a safe manner. The Name Removed Transport Driver Policy & Safety Manual covers the safety policy as well as instruction, rules, and regulations involving safety and other policy items. All drivers MUST be familiar with the contents of the Policy & Safety Manual.

 

You are expected to perform your work in an efficient and highly productive manner. That means stay busy and work smart.

Each tractor should be equipped with supplies that you are likely to need in the performance of your duties. These include:

• Blank bills of lading
• Tally sheets
• Pro labels

Keep the cab of your tractor clean and neat. Dispose of any trash properly.

 

All paperwork must be completed accurately and legibly. Take the time to do it right.

You are to do your paperwork at each stop. Do not wait until you return to the terminal. You cannot remember the times or details required.

 

It is very important that you stay in contact with your dispatcher. You should call in after every second stop or every 2 hours, whichever comes first. You should never go longer than 2 hours without talking to your dispatcher.

When you call, be brief. Be prepared to tell the dispatcher how many bills you have off and how many to go.

You also must call dispatch for:

• Any delay lasting longer than 15 minutes
• When going on break
• When finished with your deliveries
• Before returning to the terminal

 

The shipments are generally listed in stop order on the City Manifest.

You should route yourself in the most efficient manner possible. Always try to make your next stop the closest one to your current stop even if this means “digging out” the freight. Most customers will not mind pulling off a few skids to get to their freight. Digging out freight rather than backtracking throughout your delivery area is much more efficient in both time and fuel costs.

Upon arrival at the stop, note the actual arrival time in the appropriate block on the City Manifest. DO NOT ROUND THE TIME OFF! If it is 8:26, write down 8:26, not 8:25. MILITARY TIME IS REQUIRED. That means for all times after 12:00 (noon), add 12 to the hour. For example:

• 1:43 P.M. is 13:43
• 2:56 P.M. is 14:56

If you see a DCOL (Driver Collect) in the lower left-hand corner of the Delivery Receipt, you are responsible to collect the freight charges shown. A company check is acceptable unless otherwise indicated on the Delivery Receipt. Note the amount of money collected on the Manifest.

If you have a customer who does not want to pay, contact your dispatcher to try to obtain a Courtesy Charge Number. Do not unload any freight until you have been paid or dispatch has obtained a Courtesy Charge Number (this number must be written on your Delivery Receipt).

When a COD (Driver Collect Shipper’s Payment) is involved, you are responsible to collect the payment.

• Do not unload the freight until you have the COD amount.
• You can take a company check unless the freight bill indicates that it must be certified funds (cash, money order, or cashier’s check)
• Checks or money orders must be made out to the Shipper unless otherwise indicated on the delivery receipt.
• If the freight bill is also driver’s collect, you must also collect the freight charges, COD fees, or any other charges.
• If freight charges are paid by check, the check must be made out to Name Removed Transport, Inc.
• If the customer wishes to give you more than $250.00 in cash for any charges, call the dispatcher for instructions.

Drivers will be personally responsible for all missed DCOL and COD’s.

Once you are ready to tender a shipment for delivery:

• Make sure the labels match the freight bill.
• Check both the Consignee’s name and address on the Delivery Receipt.
• Count the pieces.

The piece count listed on the Delivery Receipt will direct how the freight should be counted. As example, if carton count is listed in piece column, we require a carton count signature. If the shipment is on shrink-wrapped skids, make sure you note “shrink wrap intact” on the Delivery Receipt. You may use the abbreviation of “SWI”. This is a very important step. Anytime that you delivery a shipment that is on pallets, always put “SWI” on the delivery receipt if the shipment is shrink-wrapped and the wrap is intact.

Shipments containing 10 pieces or more require a tally; use the Tally Block Form on back of Delivery Receipt.

 

If your shipment is short, damaged or over, you must call your dispatcher or your service center’s OS&D associate. They will instruct you in what to write on the delivery receipt and give you an OS&D Log number. This is a VERY important step. If we do not write the correct information, the company may have to pay an unwarranted claim. We require exception notations to be PRECISE.

Unacceptable notations include:

• carton crushed
• damaged
• carton short

The notation should exactly describe the exception.

Acceptable notations include:

• 1 carton, item number 1234, crushed on corner, contents not damaged
• 2 cartons, code 4321, short on wrapped skids, SWI
• 3 cartons over, all marked for consignee
• shipment refused, order canceled
• 1 carton damaged, 2 lamps broken, 2 lamps ok

This is a very critical area. We must take the time to ensure that we give only precise exceptions. Time wasted here can cause us thousands of dollars in a single delivery. No matter how many stops you have to go or how many customers are about to close, you MUST do this right. When a customer requests a damage notation, you must only give a notation that accurately describes the damage to the freight, not the packages it comes in. If you have to take the time to open damaged packages to check the content, do so. There are no shortcuts allowed in this step.

The consignee is only allowed to open cartons, which show signs of damage. That includes crushed, punctured, opened, or torn cartons and any that rattle as if the contents are broken. Otherwise, they cannot be opened until the freight bill is signed. This is also a critical issue. If you have a customer insisting on opening undamaged cartons, contact your dispatcher.

When a shipment’s piece count is over, you must bring the overage back to the service center. Do not deliver overages unless instructed otherwise by your dispatcher.

 

The shipment should be signed by the consignee with:

• A complete company name
• His first and last name
• They must print their name below their signature.

You are to:

• Sign your name
• Your driver number
• List the piece count delivered and circle that number
• The date and time of delivery
• Name Removed or SUTV

Leave the yellow “consignee copy” of the delivery receipt with the customer. Thank the customer for his business. Note the exact departure time on your City Manifest.

 

On occasion, you may find freight on your trailer but not have a delivery receipt for that shipment. Notify the dispatcher when you find this freight. He will need:

• Pro number (Stickers should be on the freight)
• Piece count
• Shipper name
• Consignee name

You may be asked to deliver this freight on a Hand Bill. You can use a blank delivery receipt or a Name Removed Transport Bill of Lading. As a minimum you must fill in the following information:

• Pro number
• Shipper
• Consignee
• Pieces and weight
• Prepaid or collect (Dispatcher will give this information.)

The bill of lading is then treated just like a delivery receipt.

 

There will be times when you will have deliveries that must be returned to the terminal. This may be due to freight being refused, customers being closed, and other reasons.

Returns are to be written up on the reverse side of your City Manifest just like you do pickups. You also must write the reason for the return on the delivery receipt. Call your dispatcher whenever you have returns.

When possible, returns should be pulled to the rear of the trailer and not mixed with pickups.

Remember. For any problems, call your dispatcher.

 

The reverse side of the City Manifest is for pick-ups. You must write the following:

• The exact time of arrival at the customer
• List the shipments individually on the manifest
• List the Shipper’s Name
• Consignee’s Name
• Destination City/State
• Piece Count
• Shipment Weight.

Each shipment accepted must be acknowledged by signing a BILL OF LADING. Most of the time the shipper will provide the B/L. If the shipper does not have a B/L, he should be given a Name Removed Transport B/L.

Each bill of lading must have:

• Shipper address
• Consignee address (with zip code)
• Number of pieces
• Weight
• Commodity
• Terms of payment (prepaid or collect)

In addition, check for Hazardous Materials.

 

You are required to make an inspection of all shipments you accept to see that they can be transported safely to destination. Be very aware of shipments of machinery. They should be packed in crates. If not crated, call dispatch prior to acceptance.

For any shipment, which in your opinion cannot be transported properly:

• DO NOT SIGN THE BILL OF LADING
• Call dispatch immediately and describe your concern.

Also be aware of shipments of RETURNED GOODS. Typically, these products may be shelf worn, old, etc., and should be noted as damaged on the B/L. If product is damaged in any way – STOP! DO NOT SIGN FOR IT – DO NOT ACCEPT A CLAIM. Call your dispatcher immediately and explain your concerns.

 

If the B/L shows loose pieces in the piece column, count them, sign for pieces. If they are wrapped on a skid and you can count them, sign for the number of cartons on the number of skids. For example:

• 56 cartons on 2 wrapped skids

If you cannot count them, then you must sign for the number of pallets and STC (said to contain) the number of pieces. For example:

• 2 skids STC 56 ctns.

If the shipper will not accept this notation, and you cannot count the pieces, you will need to break the wrap and count the cartons.

A tally is required when signing for 10 pieces or more. Tally on the backside of the B/L, or use a Tally Form.

 

Place the pro label that says “Shipper’s B/L label” on the shipper’s copy of the B/L. Place the Pro Label that states “Name Removed B/L Label” on our copy of the Bill of Lading. Check all the appropriate blocks on the Name Removed Transport pro sticker that apply the shipment.

Then place as many labels on the freight as possible.

Sign the Bill of Lading with:

• Your full name
• Name Removed Transport
• The date
• The trailer number
• The number of pieces received (circle this number)

Thank the customer for his business.

Note the exact departure time on the Manifest. If this is a multiple bill pickup, note the departure time on the last bill listed.

 

You are responsible to properly block the freight in the trailer.

• Use other freight or a load bar to properly block.
• Load high skids on right side of the trailer.
• Make sure if using a load bar it is wall to wall, never ceiling to floor.
• Always try to load large or difficult handling shipments, in the nose.
• Be careful not to bury other shipments ahead of nose loaded shipments. (If you do make a nose load header, note this on the Manifest.)

 

Make a careful check and count of hazardous materials packages. Inspect containers for leakage or damage. Do not accept shipments if containers, shipping papers, labels or markings do not appear to be in proper condition.

Check your Hazardous Materials Handbook to be sure the shipments are allowed to be transported on the same vehicle.

Make sure all packages are secured from movement within the trailer.

Placard or change placards as necessary when additional hazardous materials are loaded or unloaded.

 

On occasion, you may be sent to pick up a trailer that has been loaded by the shipper. When you sign these bills of lading, you will not be able to verify the number of pieces or the condition of the freight. In this case, you are to sign the B/L’s with “SL&C” (Shipper load and count).

Call your dispatcher if there are any problems or questions.

 

The dispatcher will advise you when to return to the service center. Upon arrival follow his drop instructions and do a post-trip inspection. Note the “finish mileage” on the City Manifest and on the V.I.R. Note in gate time on the City Manifest.

See the check-in clerk. After time-stamping the city manifest, turn it in with all Delivery Receipts, all money collected, and Bills of Lading.

From the time in the gate to check-in and punch out should take no longer than 15 minutes.

 

I understand what is expected of me in the following areas!

Pre Trip Inspection Security

Delivery Delays

Pick-Ups Beepers

OS&D Exceptions Collections

Pro Labels Tallies

Loading and Blocking Hazardous

__ City Manifest Form Completion

Driver’s Name (PRINT)

Driver’s Signature

Signature of Reviewing Name Removedvisor

Service Center and Date

© 2001 Name Removed Transport, Inc v072601