How to Track Detention Pay and Document Delays

Start with the rate confirmation

Before arrival, identify the detention terms in the rate confirmation or carrier agreement: free-time allowance, hourly rate, maximum payment, notice requirements, and documents required for approval.

If the document is silent, ask dispatch or the broker for the policy in writing. A timestamp alone does not create a contractual right to payment, but it provides evidence that supports the request.

Record the complete facility timeline

• ✓ Appointment time and facility address
• ✓ Geofenced arrival or gate-arrival time
• ✓ Check-in time and the name or desk used
• ✓ Dock assignment and loading or unloading start time
• ✓ Loading or unloading completion time
• ✓ Paperwork received and gate-departure time
• ✓ Messages sent to dispatch or the broker during the delay

Calculate detention consistently

Detention time normally begins after the contractually allowed free time. If arrival is 8:00 a.m., free time is two hours, and release is 1:30 p.m., the potentially billable period begins at 10:00 a.m. and runs 3.5 hours.

Apply the agreement’s rounding rule and hourly rate. Keep detention, layover, stop pay, and truck ordered not used as separate accessorial types because each can follow different terms.

Keep supporting documents together

• ✓ Rate confirmation and accessorial terms
• ✓ Signed bills of lading or proof of delivery
• ✓ Lumper receipt and reimbursement record
• ✓ ELD, GPS, or geofence timestamps when available
• ✓ Text messages, emails, or app messages reporting the delay
• ✓ Settlement statement showing whether payment was included

Follow up with a clear statement

Send one concise record containing the load number, facility, appointment, arrival, free-time expiration, release, billable hours, agreed rate, amount requested, and attached proof. This is faster to review than a chain of screenshots with no summary.

After settlement, compare the amount paid with the amount approved. If it is missing or short, preserve the original timeline and the settlement statement in the same trip record.

Do not edit the timeline after the fact

Corrections should be documented, not silently rewritten. Reliable records show when an entry was made and why a correction occurred. This protects the driver and makes the record more credible during a dispute.