Understanding Accessorial Charges: Get Paid for Every Service You Provide

What Are Accessorial Charges and Why They Matter

Accessorial charges are fees for services beyond the basic transportation of freight from point A to point B. They compensate carriers for time, labor, and resources that are not included in the base line-haul rate. For many owner-operators, uncollected accessorial charges represent $3,000 to $10,000 per year in lost revenue, money that is rightfully theirs but goes unclaimed because they do not know to ask for it or do not bother to document and submit claims.

The most common accessorial charges include: detention pay (waiting at shipper or receiver beyond free time), lumper fees (third-party unloading charges), TONU (Truck Order Not Used, when a load is canceled after you arrive), driver assist (when the driver helps load or unload), stop-off charges (additional delivery stops), layover pay (forced overnight wait between pickup and delivery), reconsignment (change in delivery location after dispatch), and hazmat handling.

Accessorial charges are typically specified in the rate confirmation or broker-carrier agreement. Before accepting any load, verify what accessorials are covered and at what rates. If the rate confirmation does not address detention, lumper reimbursement, or other likely accessorials for that specific load, negotiate them before committing. Adding accessorial terms after you are already en route puts you in a weaker bargaining position.

The key to collecting accessorials consistently is documentation. Every claim requires proof: timestamps for detention, receipts for lumper fees, confirmation of load cancellation for TONU. Develop a habit of documenting everything from the moment you arrive at a facility until you depart. A timestamped photo of the facility sign as you arrive is simple, indisputable evidence of your arrival time.

Detention Pay: Your Time Has Value

Detention pay compensates you for time spent waiting at a shipper or receiver beyond the agreed-upon free time. Industry standard free time is 2 hours (some rate confirmations specify 1 hour or 3 hours, so always check). After free time expires, detention pay typically accrues at $50 to $100 per hour, depending on the rate confirmation terms.

To calculate detention: if your rate confirmation allows 2 hours of free time with $75/hour detention, and you arrive at 8:00 AM and leave at 1:00 PM (5 hours total), your detention is 3 billable hours x $75 = $225. This is in addition to your base line-haul rate.

Documentation required for a detention claim: arrival time (photo of facility sign or check-in screen with timestamp), check-in confirmation (driver check-in receipt or log book entry showing arrival), departure time (photo or receipt showing when you left), and the rate confirmation showing the free time and detention rate. Without this documentation, brokers will deny your claim.

The most important detention habit: start your clock the moment you arrive, not when you get a dock door. If you arrive at 8:00 AM and do not get a dock assignment until 10:00 AM, those 2 hours count toward your free time (and potentially detention) even though you were not at the dock. Many drivers incorrectly start counting from when they actually start loading, which loses them hours of legitimate detention pay.

Some brokers resist detention claims. Be firm but professional. Provide your documentation and reference the rate confirmation terms. If the broker refuses to pay legitimate detention, consider whether that broker's rates justify continuing the relationship, and factor the likely unpaid detention into your rate calculation for future loads with that broker.

Other Common Accessorial Charges Explained

TONU (Truck Order Not Used): when you arrive at a shipper and the load is canceled, not ready, or significantly different from what was described, you are entitled to a TONU fee. Standard TONU fees range from $150 to $500, covering your fuel, time, and opportunity cost. Always verify TONU terms in the rate confirmation before booking.

Lumper fees: at some receiving facilities, third-party labor companies charge $150 to $400 to unload your trailer. This is the shipper's or broker's expense, not yours. The rate confirmation should specify who pays for lumper service. If lumper is required and not disclosed, refuse to pay out of pocket without first confirming reimbursement with your broker. Get a detailed receipt from the lumper company for reimbursement.

Driver assist: if you are asked to help load or unload freight (beyond simply counting pallets), you may be entitled to a driver assist fee of $50 to $150. This is common on floor-loaded freight where the driver is expected to use a pallet jack or hand-stack boxes. Always verify whether driver assist is required before accepting the load, and ensure the fee is in the rate confirmation.

Stop-off charges: if a load requires delivery to multiple locations, each additional stop beyond the first should carry a stop-off fee of $50 to $200. Multiple stops add hours to your transit time and reduce your effective rate per mile. The stop-off fee compensates for the additional time, fuel, and wear.

Layover pay: if a shipper cannot load you on the scheduled day and you must wait overnight for loading the next day, you are entitled to layover pay. Typical layover fees are $200 to $400 per day. This compensates for the lost day of revenue and the cost of overnight parking and meals.

Reconsignment: if the delivery destination changes after you have already departed, the additional miles, time, and planning effort justify a reconsignment fee. Standard reconsignment fees are $100 to $300 plus the additional mileage at the contracted rate per mile.

Negotiating Accessorial Rates and Terms

Accessorial negotiation happens best before you accept the load, not after the extra charges are incurred. When reviewing a rate confirmation, check the accessorial terms section. If it is silent on detention, TONU, lumper, and other likely charges, request that terms be added before you sign.

Standard accessorial terms to request: 2 hours free time at both pickup and delivery with $75 to $100/hour detention thereafter, TONU of $250 to $400 if the load is canceled after truck arrival, lumper fee reimbursement with receipt, and driver assist fee of $75 to $150 if required. Most brokers will agree to standard terms because they pass these costs to the shipper.

For loads with a high probability of detention (facilities known for long wait times, first-come-first-served operations, peak season deliveries), negotiate higher detention rates or shorter free time. A facility that routinely holds trucks for 4 to 6 hours is costing you real revenue. Either the rate must be high enough to compensate for the wait, or the detention rate must make the wait worthwhile.

Track your accessorial income separately from your line-haul revenue. Knowing that you collected $6,000 in detention and $1,500 in lumper reimbursement over the past quarter tells you that accessorials represent a meaningful part of your income and validates the effort you put into documenting and collecting them.

If a broker consistently refuses to pay legitimate accessorial claims, factor that into your rate negotiation for future loads. If a broker's loads typically incur 2 hours of detention that the broker will not pay, add the equivalent of 2 hours of detention ($150 to $200) to your minimum rate for that broker's loads. This ensures you are compensated regardless of whether the formal detention claim is paid.

Tracking, Billing, and Collecting Accessorial Charges

Create a standardized system for tracking accessorial charges on every load. A simple form (paper or digital) that captures: load number, broker name, date, facility name, arrival time, dock time, departure time, any additional services performed, and receipts for any out-of-pocket expenses. Complete this form at the facility while the details are fresh.

Submit accessorial claims with your invoice and POD, not separately. Including the detention claim, lumper receipt, and supporting documentation with your regular invoice creates a single package that the broker's accounting department processes together. Separate submissions are more likely to be lost or delayed.

Follow up on unpaid accessorials within 7 days of invoice submission. If your line-haul payment arrives but the accessorial is not included, contact the broker's accounting department immediately. Many brokers separate accessorial payments from line-haul payments, and a gentle reminder accelerates the process.

For factored invoices with accessorials: most factoring companies will advance on the accessorial charges in addition to the line-haul rate, but the accessorial portion may be advanced at a lower rate or excluded from the initial advance until the broker confirms the charge. Discuss accessorial handling with your factoring company to understand how they process these charges.

Keep records of all accessorial claims (approved and denied) for tax purposes. Accessorial income is taxable business revenue. Denied claims that you absorbed (like unreimbursed lumper fees) are deductible business expenses. Accurate record-keeping ensures you are not overpaying taxes on income you never received.