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Q1: Am I required to pre-clear an open top load shipment prior to ordering rail equipment?
A1: No, anyone can place an order for standard rail equipment. However, should your shipment not clear or be held pending clearance review, you will be liable and subject to demurrage and detention charges. If load does not clear, you are also liable for cancellation charges for order not used. To expedite handling of your open top load shipment, it is to everyone’s benefit to pre-clear all open top loads. Some railroads do require a clearance file in place prior to ordering. This being said, some railroads are requiring that a clearance be in place prior to ordering of heavy duty flatcars.
Q2: How long is the pre-clearance in effect?
A2: Each Railroad has different limits for the duration of their clearance. These can be anywhere between 3 months and 1 year with 1 year being about the longest.
Q3: Does the origin Carrier Clear the shipment all the way through to destination?
A3: Yes, the origin Railroad is responsible to obtain clearance approvals and authority from all railroads involved in the handling of the shipment, this includes short line and switching carriers that may not show in the waybill routing.
Q4: If my shipment originates at the Port, does the originating railroad clear the shipment on the Port property?
A4: No, Port facilities are similar to Private Industry in this regard. Rail Served Industries and Ports are responsible for maintaining tracks located on their property. This includes knowing the clearance and weight limitations located within their plant. When contacting the Port or Industry concerning the handling of your shipment through their facility, be sure to ask about clearance limitations and what policies they have in place.
Q5: My shipment exceeds what I have pre-cleared with the railroad. If it is loaded and doesn’t fall within the pre-established clearance envelope, what happens?
A5: The railroad will re-check clearances to see if the new dimensions will still clear. If they clear, there is nothing else to do. Depending on how much time is required to re-check clearances will determine how much in additional charges you may be liable for. Demurrage, Detention and Re-Inspection fees must be considered anytime a load does not measure at or within pre-clearances. Larger dimensions can also place the load into a special train scenario, or may cause the load to not clear and thus not move at all!
Q6: How do I get the shipment moving after it is loaded?
A6: Once your shipment is loaded, inspected and approved for movement, A submission of a bill of lading or other shipping instructions to the originating carrier is usually all that is needed to get the load moving.
Q7: If I release my shipment and it is damaged in transport, will the railroad pay for the damages?
A7: If the railroad is found to be negligent in the handling of your shipment. If shipment arrives destination in damaged condition, DO NOT UNLOAD FROM RAILCAR until inspection and report made with the delivering carrier. Unloading a shipment found to be damaged prior to RR review may void any claims. There are different liability amounts from full (Carmack) liabilty coverage to released coverage. Most railroads standard insurance for cargo damage is at a released level. Check with the rail carriers involved on the coverage.
Q8: How do I get a transit schedule for my shipment?
A8: Each RR has information concerning transit schedules across their system. If your shipment is Dimensional, the information they provide should only be used as a guideline and best case scenario. Dimensional shipments can and are affected by opposing traffic patterns and other dimensional loads which can impact transit times and schedules.
Q9: When is a special train required?
A9: Special train is necessary when based on the review of your load requires specific handling to meet, pass and clear traffic or obstructions. If your shipment requires special train, you will be notified when the clearance review is completed. A shipper can also request a Special train in an effort to expedite a shipment. A special train can be ordered through the clearance department of the railroad requiring this service.
Q10: When submitting a diagram of my shipment, what information do I need to include?
A10: As much as possible. Length, Width, Height and Weight. Both Elevation (Plan) and End views should be submitted. On the end View, every change in width should be noted with it’s corresponding elevation in relation to the base of the load. This along with the length, weight, location of center-of-gravity of the load help the railroad clearance department determine a suitable car or car type for loading.
Q11: Can the railroad assist finding a suitable load or unload location?
A11: Yes, Each RR has different departments that can assist you with this question that should be directed first to the Clearance Department of the ownership railroad.
Q12: How do I find the location of my car?
A12: Contact the Railroad Customer Service or Clearance department. They will provide current location and ETA to either destination or interchange with the next railroad. Alternatively, most class one carriers offer internet tracking of cars for registered users. There is currently no information available to provide accurate ETA’s across multiple rail carriers handling dimensional traffic.
Q13: Are there any special arrangements I can make to have several cars placed for unloading at once?
A13: Yes, Be sure to communicate your requirements to the Railroad. Keep in mind that demmurage/detention rules apply for the placement of all cars.
Q14: How do I order a rail car for loading?
A14: When you obtain your clearance, there should be information concerning who to contact for order railcars whether Standard or Heavy duty type equipment. Some railroads have online ordering for registered shippers.
Q15: If my shipment requires a heavy duty rail car, who’s responsibility is it to get the rail car to the loading site on time even if it is 30 days away.
A15: The Railcar owner in cooperation with the railroad that has the assigned car will work to ensure car is moving towards the loading site. The origin railroad may or may not report it’s progress. Do not hesitate to call or contact the railroad to be sure car is moving, if it arrives early, be sure to note dates and times. Demurrage and detention clocks should not start until your order date for loading.
Q16: How do I release a rail car after unloading?
A16: Contact Railroad Customer Service Department and record date/time of release. Note that all cars are subject to demmurage and detention rules, typically with free time up to 48 hours only. Also cars must be returned in clean condition with dunnage removed.
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