Carrier guide · Delays and extra work
Detention, layover and TONU: a carrier documentation checklist
When a load changes, keep the operational update and the compensation request connected. This checklist helps owner operators and small fleets organize the facts, identify the relevant load terms and follow a request through to a recorded response.
By Rai Dispatch · Published · Updated · 5 minute read
Sources, examples and corrections- Check the written terms
- Record what happened
- Track the request and response
Identify the charge and its written conditions
Accessorials concern work or events beyond the basic haul. Common examples include waiting, a load cancellation or unloading expenses. The following terms help identify the question to ask; the actual load agreement determines the applicable conditions.
| Term | What it concerns | Confirm before relying on it |
|---|---|---|
| Detention | Waiting at a shipper or receiver beyond an agreed allowance. | Free time, start point, notice deadline and rate. |
| Layover | A delay extending the truck’s commitment to another day. | Qualifying delay, authorization and interaction with detention. |
| TONU: truck ordered not used | A booked truck that is no longer needed for the load. | Cancellation conditions and required evidence. |
| Lumper or other extra work | Unloading expenses or additional agreed handling. | Approval, receipt and reimbursement instructions. |
Put the reporting process beside the appointment
Before the truck moves, identify the person who receives delay notices, the required channel and any submission deadline. Read the rate confirmation and relevant carrier terms together. Ask for clarification when they conflict or leave a condition unclear.
Do not assume that a previous broker’s free time, rate or approval process applies to the next load. Keep the instructions accessible to the driver and the person preparing the request.
Build a short, factual event record
Record appointment, check in and departure times with the date and local time zone. Keep the load number, facility name, messages and any signed arrival or departure record together. Report a delay promptly using the agreed process; do not wait until invoicing to mention it.
For cancelled loads, save the cancellation message and the truck’s status when that message arrived. For approved expenses, retain the receipt and approval. Submit legible, complete records rather than cropped images that omit the reference or total.
Example: separate the timeline from the amount requested
Suppose a truck checks in at 9:00 AM Central, sends a delay update at 10:30 AM and leaves at 1:00 PM. Its event record shows four hours between arrival and departure. That does not, by itself, establish four payable hours.
The carrier must still identify the agreed clock start, free time allowance, eligibility conditions and calculation. Write those separately from the observed timestamps. If an instruction is missing, mark it for clarification instead of guessing a payment amount. This is an example record, not a standard detention policy.
- Observed: arrival 9:00 AM; delay notice 10:30 AM; departure 1:00 PM CT.
- To verify: the agreed timing rule, allowance and request deadline.
- To attach: the load reference, notice and supporting facility record.
Track the request until its status is clear
Send the organized request through the agreed channel. Record the submission date, recipient, amount requested and missing items. Keep any revised rate confirmation or written response with the same load record.
Rai Dispatch can help coordinate documentation and follow ups within your dispatch agreement. A submitted request is not an approved payment. Agree who handles the next follow up, and distinguish pending, approved, declined and paid amounts in your records.
Questions carriers ask
Practical answers before you start
Is detention automatically payable after two hours?
Do not use a universal two hour assumption. Check the load’s agreed allowance, timing conditions, notice process and evidence requirements before calculating a request.
Can I request detention and layover for the same delay?
Ask how the load terms treat the overlap. Do not count the same period twice or assume that both charges apply without confirming the agreement.
Does a cancelled load always qualify for TONU?
No automatic payment is promised. Keep the cancellation details and review the applicable conditions with the responsible contact before submitting a request.
Does Rai Dispatch guarantee accessorial payment?
No. We support the agreed document and communication process. Approval, payment and any dispute depend on the load terms and the relevant parties.
References
Check the current source for entity specific information. This guide explains dispatch preparation and is not a substitute for professional advice on your operation.