Detention time tracking failures cost truckload carriers billions annually. Truck drivers lose an estimated $1.3 billion in wages each year due to uncompensated waiting periods. The trucking industry lost more than 135 million hours to driver detention in 2023 alone. This inefficiency hits your bottom line and disrupts your entire operation.
Detention time occurs when drivers wait at shipping or receiving facilities beyond the agreed-upon time for loading or unloading. The numbers tell the story:
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Drivers reported detention at 39% of all stops last year
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One in every ten stops experienced more than two hours of detention
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57% of truckload drivers had to cancel or were late to subsequent pickups due to detention at previous facilities
This creates scheduling chaos throughout the supply chain—exactly the kind of operational disruption that detention tracking systems are designed to prevent.
Carriers who properly track, document, and manage these delays recoup losses and improve efficiency. This guide provides practical methods for monitoring detention times, calculating appropriate fees, and implementing systems that protect both your drivers and your profitability.
What is detention time in trucking, and why does it matter
Detention time in trucking officially begins after the standard two-hour "free time" window for loading or unloading has elapsed. This waiting period impacts everyone in the supply chain—but not equally.
Driver Impact: Direct Income Loss Detention directly attacks driver livelihoods. Most drivers earn by the miles they drive, so every hour spent waiting means fewer miles covered and a substantial income loss—between $11,000 and $19,000 annually per driver. Approximately 52% of truckload drivers have exhausted their available hours of service while detained at facilities.
Carrier Impact: Uncollected Revenue The financial strain extends beyond individual drivers. Nearly 95% of carriers charge detention fees (typically $25-$100 hourly), but they collect payment on fewer than half of these invoices. The industry absorbed approximately $3.6 billion in direct expenses and $11.5 billion in lost productivity during 2023 alone.
Safety Impact: Increased Crash Risk Detention creates serious safety concerns. Research indicates that a 15-minute increase in average dwell time results in a 6.2% rise in crash rates. Each one-minute reduction in detention time nationwide could potentially prevent roughly 400 crashes annually.
Disproportionate Effects by Carrier Size and Freight Type: Medium-sized carriers experience detention twice as frequently as large carriers. Refrigerated freight experiences the highest detention rates, with over 50% of all stops affected.
These impacts explain why accurate tracking and documentation become essential for protecting your operation and your drivers.
How to calculate and track detention time accurately
Image Source: Motive
Accurate calculation and tracking form the foundation of effective detention time management. The industry standard sets anything beyond two hours of waiting as billable detention time.
Calculating Your Detention Rate
Determine a fair hourly detention rate by combining lost income opportunity and fixed costs—expenses that continue whether your truck moves or sits idle. Use this formula:
Annual income per mile + Fixed costs per mile × Average cruising speed = Hourly detention rate
Recent industry averages indicate an hourly rate of approximately $82 as a fair rate for detention. Actual rates range from $25 to $100 hourly, with some reaching $250, depending on operating costs.
Electronic Tracking Systems
Electronic logging devices (ELDs) provide essential real-time data for detention tracking. These systems identify patterns at facilities that are problematic. Geofencing technology automatically records arrival and departure times—eliminating disputes about actual detention periods.
Documentation Requirements
Proper documentation becomes critical when only 3% of detention claims to shippers receive payment. Your documentation package must include:
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Timestamped bills of lading
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GPS arrival/departure data
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Driver statements with supporting ELD logs
You cannot claim what you do not track with precision.
Setting Clear Terms
Outline your detention terms in rate confirmations before accepting loads to ensure a clear understanding. This upfront communication establishes expectations for free time allowances, hourly rates, and required documentation.
Best tools and practices to monitor detention time
Technology has changed how carriers track detention times. Modern solutions provide precise monitoring that was previously impossible.
Geofencing technology automatically records when trucks enter and exit facilities, eliminating the need for manual logging errors. This approach cuts detention time by immediately identifying shippers and receivers that repeatedly delay drivers.
Several specialized applications excel at detention management. Detention Source Lite provides GPS verification and automatically sends detention summaries that drivers can share with customers. McLeod's Detention Management module alerts shippers to potential charges before deadlines and notifies them again once detention limits are exceeded. Dockflow's tracker sends timely alerts when container free time nears expiration.
Data from ELDs reveal that 75% of drivers are detained for 2 hours or more weekly, with 35% experiencing delays exceeding 6 hours.
Successful detention management extends beyond technology. Clear communication between all parties prevents misunderstandings about arrival times and loading requirements. Flexible appointment scheduling helps facilities manage their dock capacity more effectively. Data analysis identifies problematic locations where detention occurs repeatedly.
Carriers who implement these practices identify chronic offenders and demand appropriate payment. The combination of automated tracking and strategic communication creates a system that protects both driver time and company revenue.
Ready to see how advanced tracking can improve your operations? Book a demo with Glocate today to minimize costly detention times.
Conclusion
Detention time tracking represents a critical operational challenge that carriers can no longer afford to handle manually. The data show a clear financial impact - drivers lose substantial income when forced to wait beyond the standard two-hour window, often sacrificing between $11,000 and $19,000 per year. Carriers bear the financial burden when detention fees go uncollected, which happens with more than half of all invoices.
ELDs, combined with geofencing technology, provide the precision necessary to document detention periods accurately. These tools eliminate disputes about arrival and departure times while identifying problematic facilities that consistently delay operations.
Your documentation strategy determines success in fee collection:
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Timestamped bills of lading
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GPS arrival/departure data
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Complete ELD logs
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Clear detention terms in rate confirmations
Safety concerns justify better detention management beyond financial considerations. Each minute saved from unnecessary waiting potentially prevents accidents on the road, protecting your drivers and the public.
Medium-sized carriers face detention challenges most acutely, experiencing delays twice as frequently as larger operations. Refrigerated freight carriers need particularly robust tracking systems given their higher-than-average detention rates.
The right tracking system transforms detention time from an unavoidable expense into a manageable operational component. Carriers who implement proper monitoring tools recover revenue while improving efficiency across their entire fleet.
Start with accurate tracking, establish clear detention terms, and demand appropriate compensation for delays beyond your control. Your drivers and your bottom line depend on it.
Book a call with Glocate today and see how real-time visibility and smarter yard coordination can transform your operations.
