The three-part accessorial test
- Agreement: Does the rate confirmation or carrier agreement permit the charge and define the rate?
- Event: Did the operational event—waiting time, layover, lumper service, truck ordered not used—actually occur?
- Evidence: Do timestamps, receipts, POD notes, approvals, or messages support the event and amount?
A charge can pass one part and fail another. For example, detention may be allowed, but the submitted amount can still exceed the agreed hourly rate or ignore free time.
Common evidence by charge type
| Charge | Typical evidence | Frequent exception |
|---|---|---|
| Detention | Arrival/departure times, free-time rule, approval | Missing timestamps or wrong hours |
| Lumper | Receipt and agreement | Receipt amount differs from invoice |
| Layover | Dispatch record and rate rule | Event not documented |
| Liftgate | Rate con, delivery requirement, POD | Not authorized |
| TONU | Cancellation timing and truck dispatch evidence | Eligibility unclear |
Audit both sides of the transaction
Accessorial review is not only about carrier overbilling. A carrier charge may be valid and supported while the corresponding shipper charge was never billed. Reconciling both sides can identify earned revenue that otherwise disappears into the operating margin.
For every supported carrier accessorial, check whether the shipper-facing charge was permitted, documented, and invoiced.
Exception review workflow
Present the billed line, agreed rule, available timestamps or receipt, calculated allowed amount, and variance in one view. The reviewer should be able to approve the charge, request evidence, dispute the difference, or mark a documented exception without leaving the record.
Related resources
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