Core Responsibilities Flashcards

A carrier's driver is 45 minutes from delivery when the consignee calls to say their dock closes in 30 minutes and they will refuse the load. The driver cannot legally drive faster. As the dispatcher, what is your FIRST priority action?

Answer: Contact the shipper immediately to arrange a redelivery appointment and document the consignee's refusal notice with a timestamp

When a consignee refuses an imminent delivery, the dispatcher's first priority is to notify the shipper (cargo owner) and document the refusal with a timestamp. This initiates the redelivery/reconsignment process, protects the carrier from liability, and creates a paper trail. The consignee is NOT obligated to accept a load after stated hours; HOS exemptions don't apply here; and simply waiting without shipper notification leaves the cargo in limbo with no authorized instructions.

During route planning, a dispatcher discovers that the most efficient route for an oversized load crosses a bridge with a posted weight limit of 80,000 lbs. The loaded truck weighs 79,500 lbs. No oversize permit has been obtained yet. What should the dispatcher do?

Answer: Obtain a route survey and verify the bridge's actual load rating with the state DOT before approving

Posted bridge weight limits are often the gross vehicle weight rating under static conditions, but actual structural ratings, permit requirements, and state routing mandates for oversized/overweight loads must be confirmed with the state DOT. Being under a posted limit does not automatically mean the route is legally approved for a load requiring oversize permits — states have specific permit routing requirements that may prohibit certain structures regardless of posted ratings. A route survey is mandatory before approving.

A driver radios in that their ELD malfunctioned and went into diagnostic mode 3 hours into a 10-hour drive. The driver is at a shipper facility with no repair option nearby. Which dispatcher action correctly balances FMCSA compliance with operational continuity?

Answer: Instruct the driver to switch to paper logs immediately, note the ELD malfunction, and notify the carrier's safety officer to report the failure within 24 hours to FMCSA

Under FMCSA regulations (49 CFR §395.34), when an ELD malfunctions, the driver must reconstruct HOS records on paper logs beginning from the last certified entry and note the malfunction. The carrier must repair or replace the ELD within 8 days or request an extension. Using paper logs is the correct legal fallback — it is not required to place the driver out of service. Using another driver's credentials is falsification of records, a serious violation.

A broker awards your carrier a load, but the rate confirmation contains a fuel surcharge calculated on the previous week's DOE index rather than the current week's. The difference represents $47 less than what your carrier is owed. The driver is already loaded and en route. What is the dispatcher's most appropriate action?

Answer: Document the discrepancy, notify the broker in writing referencing the contracted FSC formula, and request a corrected rate confirmation before delivery

The dispatcher should formally document the discrepancy and notify the broker in writing, citing the correct fuel surcharge formula per the carrier-broker agreement. This preserves the carrier's right to collect the correct amount without disrupting the live load. Returning the load creates a service failure and breach of contract; self-settling on future loads is unauthorized and can damage the carrier-broker relationship. Written notice before delivery creates a clear record for collections if the broker doesn't correct the rate.

Two drivers are available for a high-priority load: Driver A has 8 hours remaining on their 14-hour clock and needs to travel 420 miles. Driver B has 11 hours remaining but has a CSA violation from a roadside inspection last month in the load's destination state. The shipper requires on-time delivery. Which assignment decision reflects sound dispatcher judgment?

Answer: Assign Driver A only after verifying that 420 miles is achievable within their available hours accounting for mandatory breaks, traffic, and loading/unloading time

Assigning Driver A requires a genuine feasibility analysis: 420 miles at 60 mph average = 7 hours driving, but HOS rules require a 30-minute break if driving beyond 8 cumulative hours, plus real-world variables (traffic, fuel stops, check-in time at delivery). Without this analysis, the assignment risks an HOS violation. Driver B's CSA violation is not disqualifying on its own, but assigning Driver A is only valid after confirming the math works with all realistic variables included — not just raw mileage divided by speed.

A dispatcher receives a TONU (Truck Order Not Used) claim after a driver arrived at a shipper and was turned away because the load was cancelled. The broker disputes the TONU, claiming the cancellation notice was sent via email 90 minutes before the driver's scheduled arrival. The carrier's rate confirmation states TONU applies if the driver is turned away 'at origin.' Which position is most defensible?

Answer: The carrier's position, because 'at origin' language in the rate confirmation governs regardless of when cancellation was communicated

Rate confirmations are binding contractual documents. If the agreed terms state TONU applies when a driver is 'turned away at origin,' the trigger is the driver's arrival and dismissal at the facility — not when notice was sent. Email notification timing does not retroactively change the contracted TONU terms unless the rate confirmation explicitly includes a cancellation notice window. The carrier's dispatcher should collect the driver's arrival timestamp, proof of presence (fuel receipt, ELD geolocation), and the written turn-away from the shipper to support the claim.