Dispatch

Training Manual
Who is a Dispatcher?

A Dispatcher is the bridge between Broker & Carrier. Here is a list of

services a dispatcher provides to a Carrier (client):
• Load Information
• Rate Negotiation with Brokers
• Carrier’s Documentation
• Communicate with Brokers, Shippers and Consignees on the
behalf of Carrier

Dispatcher

Shipper Broker Carrier

Our Services
₪ We specialize in helping carriers to find the top paying freights
(loads) for their trucks. Our dispatchers negotiate for the highest
rates and inform the carrier by sending him/her the load options
to let carrier decide the final decision.
₪ We assist our carriers to move more freights safely and cost
effectively every day! In addition, we bring a great deal more to the
table than just dispatching. We work with carriers, as their partner,
to provide the tools they need to keep their trucks loaded and
profitable.
₪ A dedicated dispatcher is assigned to every carrier, becoming a
single point of contact. That dispatcher knows carrier’s
transportation business intimately and always looks out for carrier
business’s best interest.
Equipment we deal with:
- Power only: aka Bobtail – Semi-Truck – Freightliner – Tractor
- Dry Van (DV): 48ft – 53ft
- Reefer Van: 48ft – 53ft
- Flat Bed: 48ft – 53ft
- Flat Bed Gooseneck: 48ft – 53ft
- Step Deck Trailer: 48ft – 53ft
- Conestoga: 48ft – 53ft
- Box Truck: 24ft – 28ft
- Hotshot: (Trailer/Truck that is smaller in size than full size
Trailer/Truck)
- Cargo Van: Sizes depends on model/manufacturer
- Sprinter Van: Sizes depends on model/manufacturer
Driver Types:
Driver

Solo Driver Team Drivers

600 legal mi a day 1200 legal mi a day

Things to remember:
- Legal miles allowed for driver to haul in a day are 600 mi or 10hr a day.
- May not drive after 60/70 hours on duty in 7/8 consecutive days. A driver
may restart a 7/8 consecutive day period after taking 34 or more consecutive
hours off duty.
- CDL (Commercial Driving License) is required for driver to haul big equipment
or to carry more weight
ELD Device:
An Electronic Logging Device is a piece
of electronic hardware attached to a
commercial motor vehicle engine to
record driving hours. It is basically a
tablet computer carried in the truck
cab.

GPS Enabled freight

tracking through Apps:
Fleet owners can now track driver
locations in real time by configuring
the dispatch settings in the mobile
app. When a driver uses the Tracking
apps like Macro point or Trucker tools
on a GPS enabled mobile device, their
location is shown to the fleet
manager.
Power Only (PO)
- Power only is the truck itself, without any trailer attached to it.

Two Types
of POs

Sleeper Cab Day Cab

- Two load options available for PO:

- Load out Trailer/Non-Owned Trailer ( trailer for 5-7 days & Tow Away
(Hook & tow )
- Any trailer can be attached to it, i.e., Dry van, Reefer, Step Deck & Flatbed.
Dry Van (DV)

Dry Van can be of 48’ OR 53’

Door Types: Swing Doors or Roll Up Doors
Rate $ per mi: $1.6 to $2.5/mi depending on
market, miles and sometimes on weight
Max Payload: 45,000 lbs.

Common Accessories:
₋ Rachet straps
₋ Load Bars
₋ E-Tracks (Vertical or Horizontal)
₋ Lift-Gate (Rare)
Reefer (Temp. Ctrl Van)

Reefer can be of 48’ OR 53’

Door Types: Swing Doors or Roll Up Doors
Rate $ per mi: $2.3 to $3.5/mi depending on
market, miles and sometimes on weight
Max Payload: 45,000 lbs.

Common Accessories:
₋ Rachet straps
₋ Load Bars
₋ E-Tracks (Vertical or Horizontal)
₋ Lift-Gate (Rare)
Flatbed – Flatbed (Gooseneck)

Flatbed can be of 48’ OR 53’

Rate $ per mi: $2.5 to $4.5/mi depending on
market, miles and sometimes on weight
Max Payload: 48,000 lbs.
Usually in mountains areas payload is lessened
between 30,000 lbs. – 40,000 lbs.

Common Accessories:
₋ Winch and Rachet straps
₋ Tarps
₋ Chains & Binders
₋ D-rings
₋ Coil Racks
Step deck Trailer
Step deck trailer can be of 48’ OR 53’
Rate $ per mi: $2.5 to $4.5/mi depending on
market, miles and sometimes on weight
Max Payload: 48,000 lbs.
Usually in mountains areas payload is lessened
between 30,000 lbs. – 40,000 lbs.
Loading Unloading is easier
Step length is usually of 11’
Common Accessories:
₋ Winch and Rachet straps
₋ Tarps
₋ Chains & Binders
₋ D-rings
₋ Coil Racks
Box Truck/L. Str8/S. Str8
Box truck, also known as Straight truck.
Box Truck ranges from 14’ to 28’
14’ to 22’ trucks called Small Straight or HS SB
24’ to 28’ trucks called Large Straight
Door Types: Swing Doors or Roll Up Doors
Rate $ per mi: $1.3 to $2/mi depending on
market, miles and sometimes on weight
Max Payload: 10,000 lbs. (non-CDL)
Common Accessories:
₋ Rachet straps
₋ Load Bars
₋ E-Tracks (Vertical or Horizontal)
₋ Lift-Gate (LG)
₋ Pallet Jack (PJ) or Dolly
Cargo Van – Sprinter Van

Cargo/Sprinter Van length depends on Make,

Model and Variant
Rate $ per mi: $0.65 to $1.00/mi depending on
market, miles and sometimes on weight
Max Payload: Depends on Make, Model and
Variant

Common Accessories:
₋ Rachet Straps
₋ Door Kits
₋ Dividers
Dunnage

Any material that is used to keep freight in position is called dunnage.

Types Of Hauls

₋ Local Haul: 100 mi

₋ Regional Haul: 2 types: Within a region, Within a state
₋ Short Haul: 101 mi - 450 mi
₋ Mid Haul: 451 mi - 800 mi
₋ Long Haul: Above 800 mi
₋ Round Haul/Trip: Atlanta, GA – Dallas, TX | Dallas, TX – Atlanta, GA
₋ Dedicated Lane/Haul: Multiple round trips becomes dedicated lane
₋ Tri Haul: Multiple PUs OR DELs
Payment Methods

There are three payment methods involved

₋ Standard payment
Carrier gets paid in average 15 – 30 days depending on broker’s policy.
₋ Payment through QuickPay (Uses Voided Check)
Payment directly from Broker via Carrier’s Voided check. Carrier gets paid
in 1 – 5 business days with 3 – 5% reduction in amount from broker
depending on broker’s policy through ACH or wire transfer.
₋ Payment through Factoring Company (Uses NOA from Factoring Company)
Carrier gets paid in 1 – 3 business days with 2 – 2.5% reduction in amount
from factoring company depending on factoring company’s
policy.

(Carriers who got factoring always prefers payment through their factoring
company because it is reliable, fast, secure and with lower reduction amount)
Driver Friendly Load - DFL

Following are the major factors that make up the best freight option for any
carrier:
₋ Maximum rate ( $ per mile)
₋ Minimum weight
₋ Minimum Dead Head (from origin and destination)
This kind of load is termed as DFL (Driver Friendly Load).
(Always keep it in mind that rate from broker will be inversely proportional to
the miles of a trip)

“The more the miles, lesser the rate

The lower the miles, higher the rate”
Documents Req. from Carrier

Following are the documents that we require from a carrier:

₋ MC Authority Letter
₋ W-9 Form (Taxpayer Form)
₋ Certificate of Insurance (COI)
₋ Notice of Assignment (NOA) [If carrier is registered with a Fact. Company]
₋ Voided Check [If carrier don’t have any factoring company and he gets
payments through QuickPay]

(These documents are needed for us from carriers to book loads for them)
Motor Carrier (MC) Authority
Letter

Motor Carrier (MC) Authority

letter is issued by the U.S.
department of transportation
through FMCSA (Federal Motor
Carrier Safety Administration) to
the carriers and brokers to carry
out their transportation business.
W-9 Form (Taxpayer Form)

W-9 Form is used to provide a

correct TIN to payers (carriers or
brokers) required to file
information returns with IRS
(Internal Revenue Service).
Certificate of Insurance (COI)
Certificate of Insurance
(COI) is basically a proof of our
carrier that it holds the required
insurances to haul.
We must check the following in COI
of our Carrier:
₋ General liability: 750k – 1 million.
Company’s total insurance
₋ Automobile lability: 750k – 1
million. Truck’s insurance
₋ Cargo lability: 100k or more.
Freight insurance.
₋ Insurance company name.
₋ Company address.
₋ Agent dealing with our carrier.
₋ The adequate contact number.
Notice of Assignment (NOA)

Notice of Assignment (NOA) is the

agreement between the Carrier and
Factoring company which gives
your factoring company the right to
collect for ALL payments owed to
you by your customer.
Some popular Factoring companies
are OTR, RTS, BOBTAIL, WEX, TAFS,
NUKO, TRIUMPH PAY, THUNDER
FUNDING, TBS, TRUCKSTOP and
LOVE’S SOLUTION.
Voided Check (For QuickPay)

Voided check contains all the necessary banking information that we require
to get QuickPay from broker.

“Routing number should always be of 9 digits”

Carrier Profile

After having all the documents

mentioned above from Carrier
make sure to copy all the
necessary details from those
documents in carrier profile.
It’ll be helpful for you while
booking loads with the brokers.
Special Permits/Certifications

Hazmat Permit: Needed to haul a

freight that could pose a danger
to people, property, or the
environment. There are 9 Classes
of Hazmat and 9th class is the least
one.
Tanker Endorsement: Legal
ability to transport bulk quantities
of liquids and gasses via tanker-
truck.
Oversize Load Permit: Needed to
haul oversized freight. Commonly
required for flatbeds, step decks
and FB hotshots
Continued . . .
TWIC Card/Permit: Needed for
transportation workers who need
unrestricted access to areas included in
the Maritime Transportation Security
Act, including sea-ports, port facilities,
boats, and continental shelf facilities.
“Sometime escort is set up by the
broker, this guy will take around $100-
$150 to let you in/out of the port area to
conduct your business”
TSA Certification: For getting cargo
cleared to enter/exit an airport will
require your driver to hold a
Transportation Security Administration
(TSA) certification.
Carrier Registration/ Carrier
Packet/ Carrier Setup

It is the BROKER – CARRIER

agreement that is required for
the carrier to go through only
once before booking loads with
that specific broker.
It is only one time registration
process with each broker.
Carrier can book loads with
broker without filling out the
carrier packet if it is already
setup with that broker.
Two types of packets:
Downloadable PDF packet and
Online packet.
Certificate of Holder (COH)

This is required from carrier’s

insurance agency when the
broker asks to be added in the
COH section of COI of carrier, in
case the commodity gets
damaged then the broker is paid
for that commodity directly from
the insurance agency of carrier.
Dispatcher can ask driver to do
this or can call/email the
insurance agent to get COH.
Date of Birth of Carrier’s Owner
and Insurance policy number is
required to get COH from
insurance agency.
Misc. Docs after booking the
freight/ Load Out Trailers
Following are the documents that you gonna see after booking the freight:
₋ Rate Confirmation/ Order Confirmation/ Load Confirmation (RC)
₋ Bill of Lading (BOL)
₋ Proof of Delivery (POD)

Make sure that the following are mentioned on BOL and POD:
₋ Check in and out times
₋ Signatures of both shipper and receiver
“No signature of Shipper and Receiver on BOL and POD respectively, may
cause issues to get payment of the load delivered”
“Amazon shipments do not have physical BOLs and PODs. Its shipments are
handled digitally through their Amazon Relay app”
Rate Con. (RC)

It is basically a freight
contract/agreement between
our Carrier and Broker which
confirms that our carrier is agreed
to take freight from broker.
A dispatcher signs the RC because
he/she is dealing with the broker
for that specific load, and he/she
is an authorized person to deal all
the operations of carrier.
Bill of Lading (BOL)

It is a proof that the shipper

loaded the freight in carrier’s
truck.
Dispatcher must make sure from
driver to get the signature of
shipper after loading on BOL
along with his/her check in and
out times.
Proof of Delivery (POD)

It is a proof that our driver

delivered the load safely to the
consignee/receiver.
Dispatcher must make sure from
driver to get the signature of
consignee after unloading on POD
along with his/her check in and
out times.
If the consignee signs over the
BOL, then that BOL becomes POD.
Circumstances when Amount in
RC can be amended
Following are the circumstances which can amend the amount in RC after
agreeing on a rate:
₋ TONU (Truck Order Not Used)
₋ Detention Charges
₋ Layover Charges
₋ Lumper Charges
₋ Scale Tickets

“Check in and out times on BOL and POD are very important and useful for a
you if your driver caught into any one of the above situations”
TONU (Truck Order Not Used)

If your driver checked into the

premises of the shipper and
shipper cancels the load or the
broker cancels the load at the last
moment, then in both cases
TONU will be applied to coverup
the fuel cost and time wasted.
TONU is about $100 – $250 which
depends on how much time your
driver waited there or broker’s
policy.
Dispatcher must negotiate with
broker for TONU to get driver
maximum amount.
Detention Charges

Detention applies after 2 hours

of waiting of driver at the
shipper or consignee.
Detention is applied at per
waiting hour rate after 2 hours.
The average detention rate
paid by the broker is between
$25 – $35.
Layover Charges

Layover applies after 6 hours of

waiting of driver at the shipper
or consignee.
The average layover rate paid
by the broker is between $150
– $250.
Lumper charges

Two types of lumpers:

₋ Driver Assists to load/unload
freight
₋ Hiring someone to load/unload
freight
Broker pays carrier extra amount
for any of these mentioned above.
Scale Tickets

A scale ticket is the paper receipt

from the facility that weighed the
truck. The paper weight ticket is
used to determine the net and
gross weight of the truck.
It costs driver $13 to weigh a
Straight Truck once.
Freight Guard Report on MC
“Carrier’s worst nightmare”
This is when the carrier cancels
the load at the last moment i.e.,
the pickup time was 2 pm and the
carrier cancels it at 1:45 pm.
If carrier needs to cancel the load
it must cancel the load at least
few hours before or ASAP if the
PU is in next hour or two.
If the Loadout trailer isn’t
returned to its designated place
at its designated time.
As a result of this, the carrier’s MC
will be hit, Carrier won't be able to
book any loads for at least 90
days with any broker! And most
probably carrier must renew its
MC
DAT Load Boards

Dat Power (Soon be

Discontinued)

Dat ONE

Dat Truckers Edge (Soon

be Discontinued)
Constraints for DAT Load Boards
Posting
Only*
₋ For Dry Van: V, VR, FR (Add VM for Dry Van Team Drivers)/(Add VA for Air-Ride Dry Van)
₋ For Reefer: R, VR, FR (Add RM for Reefer Team Drivers)/(Add RA for Air-Ride Reefer)
₋ For Power Only: PO
₋ For Sprinter Van/ Cargo Van/ Van Hotshot: VH, MV, VL (Add VA for Air-Ride Cargo/ Sprinter Van)
₋ For Standard Box Truck: SB, VH, MV, VL
₋ For Reefer Box Truck: SB, VH, MV, VL, R, VR
Additional Box Truck Constraints depending on what specific truck/ Permit you have:
₋ For Air-Ride Standard Box Truck add (with regular posting constraints): VA
₋ For Air-Ride Reefer Box Truck add (with regular posting constraints): RA
₋ For Lift-Gate Box Truck add (with regular posting constraints): VG
₋ For Team Drivers Box Truck add (with regular posting constraints): VM
₋ For Team Reefer Box Truck add (with regular posting constraints): RM
₋ For Hazmat permit Box Truck add (with regular posting constraints): VZ
₋ For Box Truck Partial load add (with regular posting constraints): V, VR, FR

Any*
₋ For Flatbed/ Step deck: F (Or you can try in Only too as separate constraints i.e., F, FD, FH, FC)
₋ For Conestoga: N
₋ For Flatbed Hotshot: F (Or you can try in Only too as separate constraints i.e., F, FD, FH, FC)
₋ For Intermodal Shipments: C
Sylectus Load Board
Sylectus load board is specifically used to find
loads for Straight Trucks and Sprinter/Cargo Vans
123 Load Board
Truckstop Load Board
How we contact with carriers and
brokers
We contact carriers and brokers through email,
call or text messages
We use VoIP phone services to call or text anyone
in USA. Some most common service providers are
mentioned below:
₋ Ring Central
₋ Open Phone
₋ Vonage
₋ Nextiva
₋ Grasshopper
₋ Dialpad
₋ Ooma
₋ Call Hippo
Abbreviations
Constraints Abbreviations: Some common Trucking
V: Van abbreviations:
R: Reefer DTP: Days To Pay COH: Certificate of Holder
VR: Van/Reefer CS: Credit Score NOA: Notice of Assignment
FR: Flatbed/Van/Reefer DH-O: Dead Head Origin ELD: Electronic Logging
VA: Van with Air-Ride DH-D: Dead Head Destination Device
VM: Van with Team F/P: Full Load/ Partial Load
HMSP: Hazardous Materials
RM: Reefer with Team RC: Rate Confirmation
Safety Permit Program
PO: Power Only BOL: Bill of Lading
FMCSA: Federal Motor
VH: Van Hotshot POD: Proof of Delivery
Carrier Safety Administration
MV: Moving Van TONU: Truck Order Not Used
FED ID: Federal ID TWIC: Transportation Worker
VL: Van Logistics
EIN: Employer Identification Number Identification Credential
SB: Straight Box
VG: Van with Lift-Gate SSN: Social Security Number TSA: Transportation Security
VZ: Van with Hazmat TIN: Taxpayer Identification Number Administration
F: Flatbed IRS: Internal Revenue Service Ext: Extension number
FD: Step-Deck PPE: Personal Protective Equipment PO number: Pickup Order
N: Any type of Conestoga LG: Lift Gate Number
FH: Flatbed Hotshot PJ: Pallet Jack DO number: Delivery Order
FM: Flatbed with Team 10-4: Okay/ Gotcha/ Roger Number
COI: Certificate of Insurance
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TEAM!