Filing a defensible detention or accessorial claim is a straightforward process once you know what evidence to capture and cite. This guide walks you through the steps to ensure you can document and submit claims efficiently using ChargeGuard.
Record the exact arrival and departure times at each stop using your ELD, telematics system, or manual entry. These timestamps are critical for calculating detention or accessorial time.
Review the rate confirmation or contract to determine the specific free-time and accessorial terms agreed upon with the broker or shipper for that particular load.
Using the timestamps and agreed terms, calculate the amount of detention or accessorial time that exceeds the free-time allowance. This will determine the billable amount.
Compile all supporting evidence, including timestamps, photos of delays, dispatch notes, and any other relevant documentation to substantiate your claim.
Submit the claim to the broker or shipper, referencing the specific terms from the rate confirmation or contract that apply to this load.
If the claim is not paid within the standard terms, follow up with the broker or shipper to ensure timely payment.
Detention and accessorial claims often fail or get delayed due to a few well-known industry pitfalls. One major issue is the absence of a clear departure timestamp, which is essential for substantiating the claim. Without this, brokers and shippers may dispute the validity of the detention time. Another frequent problem is the failure to notify the broker or shipper of the delay in real time. Immediate communication is crucial for ensuring that the delay is documented and acknowledged. Additionally, not specifying the detention rate in the rate confirmation can lead to disputes over the amount owed. Carriers also often lack a systematic way to track detention across loads, making it difficult to compile and submit claims efficiently. Finally, some carriers hesitate to invoice for detention fees out of concern for damaging their relationship with the broker, which can result in significant revenue loss over time.
Arrival and departure timestamps, the facility name, the specific free-time and rate terms that apply for that broker or shipper, and any supporting documentation like photos or dispatch notes.
As soon as possible, ideally the same day, while the timestamps and details are fresh and easy to verify.
The most common reasons are a missing departure timestamp, not notifying the broker or shipper of the delay in real time, no detention rate specified in the rate confirmation, and no systematic way to track detention across loads.
Join the waitlist for ChargeGuard and turn captured timestamps into a documented, submission-ready claim automatically.
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