YRC Freight Shipping Instructions
YRC Freight Shipping Instructions YRC Freight is an official national Operation Christmas Child transportation carrier. All preliminary arrangements have been made. Terminal managers are asked to contact all Collection Center Coordinators in advance of NCW to introduce themselves, confirm the needs of each location, and provide YRC’s local terminal information. YRC representatives are often willing to do site visits to confirm site needs and trailer drop locations. Inviting the terminal manager or representative to your site is a great practice to help foster a strong relationship with your local terminal. If you have trouble establishing contact with your local terminal or if additional customer service is required, please call: YRC support for OCC: 1-800-357-9199 The Collection Center Coordinator may contact the local YRC terminal two weeks before collection week begins to make an appointment for trailer drop off. Arrange for the first trailer(s) to be dropped early during collection week. Once the trailer is filled, call the terminal to arrange for pickup and delivery of additional trailers as needed. During collection week, stay in contact with the local terminal to work together and anticipate equipment needs based on the volume of collection. The better your communication with the terminal manager, the better your service will be. Remember that most terminals are closed on the weekend and may require a few days lead time to schedule a trailer. Please make sure the last trailer is picked up no later than Tuesday following National Collection Week. When making trailer requests to YRC please consider your need, parking availability, and potential savings to OCC. You may request a “pup” (28’ trailer) a “van” (53’ trailer) or a “set of pups” (2 pups connected together and pulled in pairs). Because of volume discounts offered to OCC, if you expect your Collection Center to fill a “van” or “set of pups” during NCW, you are encouraged to request and ship “vans” or “sets” whenever possible. Each CCs final trailer request should be based upon the expected number of remaining shoeboxes. Please only request a set of pups if you are confident you will need both. IMPORTANT: Please remember YRC will NOT drop a trailer until the Collection Center Coordinator calls the local terminal. When making arrangements with the local terminals, please be prepared to provide the following information: 1. Contact person and phone number at the Collection Center. 2. Projected number of trailers needed. 3. Instructions as to where the trailer should be left on-site (Note: It is best to have someone on site when the trailer is dropped off to ensure it is left in a convenient location.) If you have a shipping challenge or question that cannot be resolved with your local terminal please contact your regional manager or director. Shipping “sets” of pups with YRC: Sets must always be requested and shipped together. YRC will leave a dolly (aka “jiff”-axel for connecting the two pups) on site with the trailers. There is always a (BOL) and pro number for each trailer, even if the two trailers are part of a set. Please write the word “set” in the top right corner of the Bill of lading (BOL).
YRC Sealed Dividers When requesting your final trailer (if you expect the trailer to be half full or less), please request a “Sealed Divider”, also known as a “lockable bulkhead”. Collection Center Handbook
The sealed divider kit will be delivered with the last trailer and used to seal OCC’s shipment within the trailer by locking into the trailer walls. The kit will include 3 deck bars, 2 sheets of plywood, and a sealed divider placard label. The back trailer door doesn’t need to be sealed if the “sealed divider” is inside. However, plastic strip seals (provided in your CC kits) should be applied to sealed dividers within the trailer. CCs only expecting to fill one trailer during NCW do not need to request a “sealed divider.” YRC drivers will be able to assist Collection Centers in securing the “sealed divider” if needed. The main reason for the extra effort on this last trailer is security of the boxes and cost saving for the ministry. If we are able to insert a sealed divider for trailers 1/2 full or less, the cost of transporting the trailer will be much cheaper and we don’t risk having a partial trailer being opened in transit. Please include the “sealed divider” seal number on your BOL and write “sealed divider service” in the top right hand corner. SETUP INSTRUCTIONS
Step 1: Cartons are loaded into the nose of the trailer and blocked in with two deck bars.
Step 2: A wooden riser is positioned in front of the deck bars and plywood is inserted.
Step 3: Once the plywood has been inserted, a deck bar is placed over the divider.
Step 4: Once the divider wall is completed, a plastic strip seal is positioned on the outside deck bar. YRC drivers can assist with this implementation if needed.
Step 5: Place the seal number on the Sealed Divider sticker.
Step 6: The Sealed Divider placard is placed on the divider.
Collection Center Handbook
Bill Of Lading (BOL) The Collection Center will be provided blank Bills of Lading (BOL). Have this document ready for the driver when the trailer is picked up. This document permits YRC to take possession of the shipment, describes the shipment’s contents, indicates where the shipment will be delivered, and shows that Samaritan’s Purse is responsible for paying shipping charges. Please complete a SEPARATE Bill of Lading for each trailer. Any unused forms should be discarded after collection is complete. Completing the BOL A correct Bill of Lading ensures an accurate invoice and, therefore accurate freight charges. The Bills of Lading are already partially filled out. Please fill in the BOL per the instructions. If you have any questions, please contact your local Terminal. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Enter the trailer number which is clearly marked on the trailer. Enter the proper name and complete address of the shipping location. Enter the number of filled cartons. Enter the total number of shoebox gifts. Enter total weight of shoeboxes (multiply the number of shoeboxes by 3.2). Enter the number of corrugated boxes (empty cartons returned). Enter total weight of corrugated boxes (multiply the number of corrugated boxes by 3). Enter the amount of filler items and a general description. Enter weight of filler items. Total weight of 5, 7, and 9 for total weight on trailer. Sign and date the bill of lading. Enter the trailer seal # that is used to seal the trailer. The driver will now place the pro number (sticker) on the bill of lading.
**If a secure shipment divider is required please write this on the BOL** When the trailer is picked up the driver will assign a “tracking number” (pro number) to the Bill of Lading. If two trailers (a set of pups) are picked up at the same time the driver will apply a unique “Part Lot Pro” number to each BOL as well as a “Master Revenue Pro” number (same number for each BOL) which will connect the two BOLs as a set. When a set of trailers is ready to be picked up, please make sure the driver labels both BOLs when he comes to make the pickup, even if he only takes away 1 and returns later for the second. This will help ensure OCC is appropriately charged for the set.
Important Reminders Truck Label: Tape completed “pink sheet” to a carton facing the trailer doors. This will allow the Processing Center to know where the trailer came from and how many shoebox gifts and cartons are on the trailer. See page 37 for a sample “pink sheet”. Seals: Trailer bolt seals and sealed divider strip seals are provided in your Collection Center Kit. In some states drivers must look into the trailer for security purposes before it can be sealed. Please ensure the trailer or sealed divider is sealed before the driver leaves. It is critical that you report the following information (on the Extranet) immediately upon departure of each trailer: Trailer # Total # of shoebox gifts Total # of filled cartons Tracking (pro) # and Seal # If you do not have access to the Extranet, contact Jennifer Simons at (828) 278-1423 or [email protected] or Tim Putnam at (828) 278-1494 or [email protected] to report your information. Collection Center Handbook
Collection Center Handbook
YRC Sealed Dividers When requesting your final trailer (if you expect the trailer to be half full or less), please request a “Sealed Divider”, also known as a “lockable bulkhead”. Collection Center Handbook
The sealed divider kit will be delivered with the last trailer and used to seal OCC’s shipment within the trailer by locking into the trailer walls. The kit will include 3 deck bars, 2 sheets of plywood, and a sealed divider placard label. The back trailer door doesn’t need to be sealed if the “sealed divider” is inside. However, plastic strip seals (provided in your CC kits) should be applied to sealed dividers within the trailer. CCs only expecting to fill one trailer during NCW do not need to request a “sealed divider.” YRC drivers will be able to assist Collection Centers in securing the “sealed divider” if needed. The main reason for the extra effort on this last trailer is security of the boxes and cost saving for the ministry. If we are able to insert a sealed divider for trailers 1/2 full or less, the cost of transporting the trailer will be much cheaper and we don’t risk having a partial trailer being opened in transit. Please include the “sealed divider” seal number on your BOL and write “sealed divider service” in the top right hand corner. SETUP INSTRUCTIONS
Step 1: Cartons are loaded into the nose of the trailer and blocked in with two deck bars.
Step 2: A wooden riser is positioned in front of the deck bars and plywood is inserted.
Step 3: Once the plywood has been inserted, a deck bar is placed over the divider.
Step 4: Once the divider wall is completed, a plastic strip seal is positioned on the outside deck bar. YRC drivers can assist with this implementation if needed.
Step 5: Place the seal number on the Sealed Divider sticker.
Step 6: The Sealed Divider placard is placed on the divider.
Collection Center Handbook
Bill Of Lading (BOL) The Collection Center will be provided blank Bills of Lading (BOL). Have this document ready for the driver when the trailer is picked up. This document permits YRC to take possession of the shipment, describes the shipment’s contents, indicates where the shipment will be delivered, and shows that Samaritan’s Purse is responsible for paying shipping charges. Please complete a SEPARATE Bill of Lading for each trailer. Any unused forms should be discarded after collection is complete. Completing the BOL A correct Bill of Lading ensures an accurate invoice and, therefore accurate freight charges. The Bills of Lading are already partially filled out. Please fill in the BOL per the instructions. If you have any questions, please contact your local Terminal. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Enter the trailer number which is clearly marked on the trailer. Enter the proper name and complete address of the shipping location. Enter the number of filled cartons. Enter the total number of shoebox gifts. Enter total weight of shoeboxes (multiply the number of shoeboxes by 3.2). Enter the number of corrugated boxes (empty cartons returned). Enter total weight of corrugated boxes (multiply the number of corrugated boxes by 3). Enter the amount of filler items and a general description. Enter weight of filler items. Total weight of 5, 7, and 9 for total weight on trailer. Sign and date the bill of lading. Enter the trailer seal # that is used to seal the trailer. The driver will now place the pro number (sticker) on the bill of lading.
**If a secure shipment divider is required please write this on the BOL** When the trailer is picked up the driver will assign a “tracking number” (pro number) to the Bill of Lading. If two trailers (a set of pups) are picked up at the same time the driver will apply a unique “Part Lot Pro” number to each BOL as well as a “Master Revenue Pro” number (same number for each BOL) which will connect the two BOLs as a set. When a set of trailers is ready to be picked up, please make sure the driver labels both BOLs when he comes to make the pickup, even if he only takes away 1 and returns later for the second. This will help ensure OCC is appropriately charged for the set.
Important Reminders Truck Label: Tape completed “pink sheet” to a carton facing the trailer doors. This will allow the Processing Center to know where the trailer came from and how many shoebox gifts and cartons are on the trailer. See page 37 for a sample “pink sheet”. Seals: Trailer bolt seals and sealed divider strip seals are provided in your Collection Center Kit. In some states drivers must look into the trailer for security purposes before it can be sealed. Please ensure the trailer or sealed divider is sealed before the driver leaves. It is critical that you report the following information (on the Extranet) immediately upon departure of each trailer: Trailer # Total # of shoebox gifts Total # of filled cartons Tracking (pro) # and Seal # If you do not have access to the Extranet, contact Jennifer Simons at (828) 278-1423 or [email protected] or Tim Putnam at (828) 278-1494 or [email protected] to report your information. Collection Center Handbook
Collection Center Handbook
