Operational Practices and Guidelines
- Billing Submission
- Rate Matrices and Spot Quotes
- Certificates of Insurance
- ISO Certification
- Equipment Inspection
- Bad Order Equipment
- Equipment Damaged By Shipper/Consignee
- Equipment Interchange
- Transit Event Reporting
- Event Reporting/Delayed and/or Late Shipment Notificiations
- Documentation
- Invoice Requirements for Prompt Payment
- Requirements/Notification Accessorial Billing
- Detention Process and Per Diem Charges
- Railroad Ramp Storage
The following contains general rules and policies that apply to UPDS motor carriers (Supplier). Included is information regarding communication, payment processes, equipment handling, and other related shipment information.
If you have questions, contact UPDS at 1-800-262-7147.
Billing Submission
Options for submitting billing information for in-gate purposes at origin ramp:
- Origin Contractors must enter Non Hazardous billing information on the UPDS Transportation Supplier Dashboard.
- Fax Hazardous Bill of Lading documentation to 1-800-303-8569.
- Send scanned Hazardous Bill of Lading documentation to updsintlsr@up.com. PDF, JPEG or TIFF files are preferred.
- See our E-Commerce Communication Guide for information about sending billing electronically.
Rate Matrices and Spot Quotes
If Contractor publishes a rate matrix, UPDS must have the most current copy on file at all times. If revisions are made to existing rates, UPDS requires 30-day advance written notice.
If a special 'spot quote' is issued to UPDS, a rate verification document must be sent to the Manager/Analyst requesting the rate.
Certificates of Insurance
Contractors selected to handle business on behalf of UPDS must adhere to Insurance Requirements set forth in Exhibit A of the UPDS Master Agreement for Motor Carrier Services.
Contractors must keep their insurance and UIIA agreement up to date; additional information can be found at www.uiia.org. Any insurance status change must be immediately communicated to UPDS.
UNION PACIFIC DISTRIBUTION SERVICE
ATTN: UPDS - Sr. Business Manager, Strategic Procurement
206 SOUTH 19th STREET, SUITE 600
OMAHA, NE 68102
In the event Contractor brokers/sub-contracts a load to another motor carrier, Contractor warrants that it will ensure its sub-contracted carrier handling the load meets the above insurance requirements.
ISO Certification
UPDS requires Contractors to receive ISO Certification once they obtain a status of 300 loads per month moved for UPDS. UPDS will advise Contractor once Contractor has achieved the 300-shipment threshold. Contractor shall have 60 days to obtain ISO Certification from the date of notification. Failure to obtain an ISO Certification may result, at UPDS' sole option, in termination of this Agreement.
Equipment Inspection
Picking up empty equipment - unit must meet the following criteria:
- Proper size (40' 48' & 53' etc) and type (trailer or container - EMP, APL, etc)
- Clean, dry interior; floors must be free from holes or damage that would preclude safe loading
- All bulkhead liners and kick plates should be smooth; no rough edges
- Doors should be in good working order with no bulges or gaps
- Exterior should be in interchange condition with working appliances; Check for exterior holes or gashes that may leak inside conveyance vehicle
Picking up loaded equipment - unit must meet the following criteria:
- Exterior must be in interchange condition with working appliances
- Check for exterior holes or gashes that may leak inside conveyance vehicle
- Verify seal number and ensure seal has not been tampered or altered
- Ensure freight is blocked and braced inside equipment, if required
- Ensure that the correct Bill of Lading (BOL) documentation for the equipment is provided for the equipment and load being picked up
- Ensure that the correct pick-up number is on the pre-note when picking up loaded equipment from a railroad ramp
- Slide trailer tandems to the rear pin setting before placing trailer at the dock or dropping at designated facility.
If there is a problem meeting these requirements or if you are unsure of what to do concerning a UPDS movement, call UPDS immediately at 1-800-262-7147.
Bad Order Equipment
Contractor's process for bad order equipment:
- Contractor will inspect chassis/container prior to out-gate
- If there is minor damage to the equipment, i.e. lights, wiring, tires etc., proceed to the Pacer ‘on-site’ repair facility
- If there is major damage i.e. dolly legs, floors, structural issues etc., contact Pacer ‘bad-order’ hotline at 1-866-352-4493
- Contractor will secure a work order # from Pacer and relay to UPDS Operations
- Contractor must inspect equipment after re-notification of repair before out-gating
- If repairs required off-site, contact InterStar at 1-800-888-1001
If equipment is delivered to UPDS customer with damages:
- Contractor should not allow reloading of damaged equipment
- Contractor will take damaged equipment to Pacer/Railroad for repair
PLEASE NOTE: If Contractor delivers damaged, empty equipment to the customer for loading, Contractor is responsible for all expenses associated with picking up the damaged equipment and delivering an empty replacement.
Equipment Damaged By Shipper/Consignee
Contractors are responsible for resolving issues regarding equipment Contractor positioned at a facility with subsequent damage caused by either the shipper or consignee. Contractors will notify UPDS of these instances and provide the following information, but not limited to: filing necessary claim with the facility, obtaining pertinent information regarding the damage (location, time/date of occurrence, noted damage, time/date equipment dropped at facility, facility contacts including names/phone numbers, and time/date of actions taken to resolve the issue. UPDS will only assist in resolving issues of this nature after the Contractor has taken all reasonable actions to rectify the situation.
NOTE: In situations when shipper/consignee has caused damage to a container, Contractor may be responsible for detention charges incurred prior to discovering the damage. In other words, if the container is available for pickup prior to detention charge time and the Contractor fails to pickup the container within that time, the Contractor is responsible for detention charges until time of discovery.
Equipment Interchange
When delivering a load for UPDS in a 48’ EMPU or 53’ EMUU/EMHU container, UPDS has first right to reload the container. At the direction of UPDS, if UPDS does not need the container and Contractor chooses to use it for another customer, Contractor MUST street-interchange the container immediately. Failure to observe this rule will result in a $30.00+ per diem charge until the container is in-gated to a railroad intermodal ramp.
Transit Event Reporting
UPDS requires the origin Contractor to provide supplier/customer arrival at pick up (X3) and departure from pick up (AF) events, within 15 minutes of the actual event for each container. UPDS also requires the destination Contractor to provide the delivery (X1) event within 15 minutes of the actual event for each delivered container.
Contractors may submit this information to UPDS through the UPDS site (www.upds.com), EDI, or via telephone at 1-800-262-7147. Contact UPDS to obtain a user ID, password, and specific reporting instructions. Metrics reporting requires 96% on time performance. Failure to perform may result in reduced payments and/or loss of volume.Event Reporting/Delayed and/or Late Shipment Notificiations
Contractors need to provide timely communication of driver locations, load updates, problems and delays. In the event your driver experiences a delay in picking up or delivering a load for any reason, report this to UPDS at 1-800-262-7147. Contractor should be prepared to provide reason for the delay, the time you will be available to pick up or deliver the load, and if the customer has been contacted to advise of the delay.
PLEASE NOTE: All Contractors are required to meet assigned pick up and delivery times. This applies even if the Contractor can still make the ramp cutoff time.
Documentation
Contractors must provide requested documentation to UPDS within five (5) business days. Failure to provide the requested documentation could result in delayed payment and the requirement, at UPDS's sole option, that carrier send supporting documentation on all shipments.
BILL OF LADING (BOL): UPDS requires Contractors to send a copy of the BOL via fax to UPDS daily. Fax BOLs for Chrysler to 1-402-997-3247, for Ford to 1-402-997-4533, and all others to 1-402-997-3097. Contractors must provide BOLs to UPDS upon request at any time; therefore, Contractors need to maintain a copy of the BOL for at least 3 years. UPDS will conduct periodic random sampling of the Contractor's ability to maintain and provide BOLs (this is part of the annual Contractor evaluation).
PROOF OF DELIVERY (POD): In accordance with Section 14 of the Master Contract For Motor Carrier Service, UPDS requires Contractors to maintain a copy of their Proof of Delivery for three (3) years. Many customers require a POD before paying the freight bill. If at any time, a customer refuses to pay and a Contractor cannot provide a POD or BOL, UPDS will charge the Contractor for the amount the customer refuses to pay. UPDS will conduct periodic random sampling of the Contractor's ability to maintain and provide PODs (this is part of the annual Contractor evaluation).
Data elements needed on POD:
- Appointment time
- Customer ingate time
- Customer outgate time
- Break time
- Customer signature/Plant receipt stamp
- Container number and UDPS order number
J-1 DOCUMENTATION: UPDS also requires Contractors to maintain a copy of the J-1 from the railroad for three (3) years. UPDS may require you to provide a J-1 to verify services performed. UPDS will conduct periodic random sampling of the Contractor's ability to maintain and provide J-1s (this is part of the annual Contractor evaluation process).
Invoice Requirements for Prompt Payment
Prior to doing business with UPDS, Contractor will be required to fax a blank invoice and its tax ID# with the Remittance Address to: UPDS Accounts Payable at 1-402-599-1053, Attention: Manager-Payables. Within five (5) business days, a Contractor number will be assigned and you will be notified. Include an accounts receivable contact name and phone/fax numbers where UPDS can contact a representative to provide Advanced Shipment Notifications.
All invoices for linehaul transportation charges must display:
- UPDS Order Number
- Equipment initials & number
- Contractor invoice number
- Contractor invoice date
- Transportation charges (invoice amount)
- Expense type (D for dray, V for all other)
- Tax code, if applicable (IVA tax for Mexican Contractors)
- Paper invoices should be include a copy of the Advanced Shipment Notification form (ASN)
- Contractor Number (Include in "Bill To Address" as shown:)
Union Pacific Distribution Services
Attn: Accounts Payable
206 South 19 Street, Suite 600
Vendor Number (or VN#) _________________
Omaha, NE 68102
Invoices should include all UPDS required supporting documentation. Refer to Documentation section of this agreement.
To accelerate the payment process to vendors, the following conditions are desirable:
- UPDS prefers to receive billing via E-mailed spreadsheets on a weekly basis sent to Contractor's UPDS accounts payable representative. EDI invoicing will be considered by UPDS on a case by case basis.
- Physical (paper) invoices should be mailed flat (unfolded) to Attn: Accounts Payable. Do not staple multiple invoices together as one item. Include invoice numbers. Please note: paper invoicing will greatly increase the time required to process invoices and delay payment for Contractor services.
- When submitting multiple equipment ID's on one invoice, either by spreadsheet or paper (in lieu of one equipment ID per invoice), identify each equipment ID with a separate sequential invoice number. This may take the form of a unique invoice number (i.e. #12345, #12346, #12347) or a common invoice number (i.e. #12345-A, #12345-B, #12345-1. #12345-2). This will also improve the Contractor's ability to apply cash receipts. Each invoice number must be unique and related to a single order number.
Requirements/Notification Accessorial Billing
UPDS will consider the following as accessorials:
- Overweights
- Transloads
- Deviations
- Rack repositioning
- Yard pulls
Accessorial requests must follow the following process for suppliers and be approved by a UPDS Supervisor or Manager. Accessorial requests for other items (i.e. driver detention, equipment repair, etc.) will be declined.
Accessorial process for suppliers:
-
Contractor must notify UPDS at the time of the incident for an accessorial request.
-
Contractor must contact UPDS Intermodal Operations at: 1-800-877-5631
-
At the same time, Contractor must submit requests in writing along with supporting documentation to UPDS via e-mail at UPDSaccessorial@up.com or via fax at 1-402-501-1872
-
Contractors must include the following with an accessorial request:
- Explanation of Accessorial
- Cost of Accessorial incident
- Supporting documentation to include, but not be limited to:
- Scale tickets
- J-1
- Photos
- E-mail notification/authorization
- Driver logs
- BOL/POD
- Name of UPDS initial contact
-
- UPDS Intermodal Operations will provide a reference number (a reference number is not an authorization for payment)
- UPDS Intermodal Operations Supervisor or Manager will review all accessorial requests and supporting documentation; the request will be either approved or declined
- If approved, Supplier will receive an Authority to Invoice (ATI) via fax or EDI
- If declined, Supplier will receive a declination via email
- If approved, remit Accessorial Invoice, within 15 days of the ATI-issue date to:
Union Pacific Distribution Services
Vendor # _____________________
Attention: Accessorial Payables Specialist
206 South 19th Street, Suite 600
Omaha, NE 68102 - Accessorial invoices should not be included with invoices for linehaul services
- Questions or issues may be directed to:
Accounts Payables
Phone: (402)599-1112
Fax: (402)599-1053
Detention Process and Per Diem Charges
UPDS requires Contractors to monitor detention on containers they deliver to customers.
- Contractors should monitor containers dropped at a customer's facility to ensure containers are returned in a timely manner
- If a Container is spotted at a facility and will exceed the free time, Contractor should notify UPDS
- UPDS will notify the customer and attempt to get the container emptied to return it before detention starts
- Contractors are to ensure proper reporting of Direct Interchange (DI) activity to the Pacer website; failure to input the DI event will result in the entire invoice amount billed to the Contractor.
- Contractors should respond regarding any disputable transaction within five (5) working days of receipt; once agreement is reached on disputed issues, Contractors will be required to remit payment within fifteen (15) working days to UPDS.
PACER STACKTRAIN EQUIPMENT PER DIEM
| Non-West Coast (all states except: CA, WA, OR, UT) | |||
| Empty to Load (day of out-gate plus 3 days) | |||
| Day of Out-gate | Last Free Day | Chargeable days | |
| Monday | Thursday | 48' - 53' | |
| Tuesday | Friday | Days 1-7 | $30 each |
| Wednesday | Monday | Days 8 on | $80 each |
| Thursday | Tuesday | ||
| Friday | Wednesday | ||
| Saturday | Thursday | ||
| Sunday | Thursday | ||
| Load to Empty (day of notify plus 3 days) | |||
| Day of Notify | Last Free Day | Chargeable days | |
| Monday | Thursday | 48' - 53' | |
| Tuesday | Friday | Days 1-7 | $30 each |
| Wednesday | Monday | Days 8 on | $80 each |
| Thursday | Tuesday | ||
| Friday | Wednesday | ||
| Saturday | Thursday | ||
| Sunday | Thursday | ||
| Load to Load (day of notify plus 5 days) | |||
| Day of Out-gate | Last Free Day | Chargeable days | |
| Monday | Monday | 48' - 53' | |
| Tuesday | Tuesday | Days 1-14 | $30 each |
| Wednesday | Wednesday | Days 15 on | $80 each |
| Thursday | Thursday | ||
| Friday | Friday | ||
| Saturday | Monday week | ||
| Sunday | Monday week | ||
| West Coast (only in the following states: CA, WA, OR, UT) | |||
| Empty to Load (day of out-gate plus 2 days) | |||
| Day of Out-gate | Last Free Day | Chargeable days | |
| Monday | Wednesday | 48' - 53' | |
| Tuesday | Thursday | Days 1-7 | $30 each |
| Wednesday | Friday | Days 8 on | $80 each |
| Thursday | Monday | ||
| Friday | Tuesday | ||
| Saturday | Wednesday | ||
| Sunday | Wednesday | ||
| Load to Empty (day of notify plus 2 days) | |||
| Day of Notify | Last Free Day | Chargeable days | |
| Monday | Wednesday | 48' - 53' | |
| Tuesday | Thursday | Days 1-7 | $30 each |
| Wednesday | Friday | Days 8 on | $80 each |
| Thursday | Monday | ||
| Friday | Tuesday | ||
| Saturday | Wednesday | ||
| Sunday | Wednesday | ||
| Load to Load (day of notify plus 4 days) | |||
| Day of Notify | Last Free Day | Chargeable days | |
| Monday | Friday | 48' - 53' | |
| Tuesday | Monday | Days 1-14 | $30 each |
| Wednesday | Tuesday | Days 15 on | $80 each |
| Thursday | Wednesday | ||
| Friday | Thursday | ||
| Saturday | Friday | ||
| Sunday | Friday | ||
EMP Equipment
Free Time
- Load/Empty, Empty/Load, or Load/Load: Draymen will receive two (2) free days commencing at the time container is notified as available from the customer or outgate from the ramp/container yard. The day of notification will be day one. Chargeable days will accrue until the container is picked up from or delivered to the customer. It is the responsibility of the drayman to notify UPDS when not complying with delivery or pickup requirements.
Charges - After per diem free time expires, the following charges apply:
$30 Day 1-3
$60 Day 4-20
$120 Day 21+
Railroad Ramp Storage
Ramp Storage
All storage free time is day of notify plus 48 hours. Storage free time allowed for U.S. Customs in-bond shipments is 48 hours.
The following rules apply at Union Pacific Intermodal terminals:
- Notify Time: Notification Clock for storage & detention will be from 5:00 p.m
- When notification is made before 5 p.m., the day of notification is that same day
- When notification is made after 5 p.m., the day of notification is the following day
- Holidays: Good Friday, Day after Thanksgiving, and Presidents Day are chargeable days
- Sundays and Holidays (excluding those mentioned above) will not be included in the computation of free time. Except as noted above, the following will be considered holidays:
- New Year's Day
- Memorial Day
- Independence Day - July 4th
- Labor Day
- Thanksgiving Day
- Christmas Eve
- Christmas Day
- Weekends: Saturdays are included in computation of free time and are chargeable.
- Charges: After storage free time expires, the following charges apply:
- $100 per day or any fraction thereof for days 1-5
- $150 per day or any fraction thereof for days 6-10
- $300 per day or any fraction thereof for days 11+
This table represents the new storage policy:
| Mon | Tues | Wed | Thurs | Fri | Sat | Sun | Mon | Tues | Wed | Thurs | Fri | Sat | Sun | Mon |
| VN | F | F | $100 | $100 | $100 | $100 | $100 | $150 | $150 | $150 | $150 | $150 | $300 | $300 |
| F | F | $100 | $100 | $100 | $100 | $100 | $150 | $150 | $150 | $150 | $150 | $300 | ||
| F | F | $100 | $100 | $100 | $100 | $100 | $150 | $150 | $150 | $150 | $150 | |||
| F | F | $100 | $100 | $100 | $100 | $100 | $150 | $150 | $150 | $150 | ||||
| VN | F | X | F | $100 | $100 | $100 | $100 | $100 | $150 | $150 | ||||
| VN | X | F | F | $100 | $100 | $100 | $100 | $100 | $150 | |||||
| VN | F | F | $100 | $100 | $100 | $100 | $100 | $150 |
This chart represents notification prior to 5 p.m.
VN - Van Notification
- When notification is made before 5 p.m., the day of notification is that same day
- When notification is made after 5 p.m., the day of notification is the following day
F - Free Day: once free time has expired, all days are chargeable
X - Exempt Day: Excluded from calculation of free time
