Policies and Procedures
POLICIES AND PROCEDURES FOR
AGENTS OF VHI TRANSPORT
EFFECTIVE SEPTEMBER 1, 2011
The following policies and procedures are hereby adopted and attached as addendum 1 to all Agency Agreements into effect by VHI as of August 1, 2005. These could be changed, added to or deleted by the company at any time.
Agent will conduct all business in an honest, ethical and professional manner to exceed the customer’s expectations and to protect and preserve the exemplary business practices and reputation associated with VHI TRANSPORT.
All customers must be pre-qualified by VHI TRANSPORT INC.
Agent must provide the following information to VHI TRANSPORT INC:
a) Completed customer profile sheet and credit application for each account.
b) Maintain a complete customer file. (If your files are kept electronically, you must also maintain a written file for each account).
c) Provide VHI TRANSPORT INC. with a complete duplicate of all customer information.
RATES AND CHARGES:
Agent will provide VHI Transport Inc. with a record of all published Customer rates and charges including Line-haul, Less than Truckload, Accessorial or any other rates and charges associated with conducting business with said customer. When published rates are not listed or if a shipment is handled at a different rate than published, a Customer Load and Rate Confirmation will be issued and signed by the Agent and Customer for said shipment. In order to eliminate misunderstandings and protect the integrity of rates and charges agent will issue a Rules Tariff to each customer that outlines minimum charges, accessorial charges, exceptions and procedures that affect pricing.
1.-All VHI agents must utilize the companies web based program according to its full intended us, imputing requests for loads timely, adding the carrier, and all other features, including time dispatched, released, load notes, etc
2.-Rate agreement with Carrier. Each and every load must have an approved carrier assigned before the carrier is dispatched. Each load must have a completed “rate confirmation” to the carrier before dispatching the carrier to pick up the load. Each rate confirmation, (note does not require carrier signature and return), must be filled out completely. If there are agreed terms such as timely delivery, special care, etc, those items are to be on the carrier load notes and given to the carrier. Note in any dispute between Agent and Carrier, the rate confirmation sheet will stand. Without it, the carriers understanding will carry the most weight.
3-Rate Agreement with Shipper. If there is a written understanding on file with the shipper, including mileage agreement, flat rate agreement, etc. and you have a hard copy and can furnish that document and proof of a person with the Shipper that has agreed to those rates (in writing), no further action is required. However, if not,
A-Shipper Rate Agreement is to be faxed electronically to the shipper completely filled out as evidence of an understanding.
4-Expedited Service. If a shipper desires a timely delivery, and if a rate is negotiated, the expedited service agreement is to be offered and sent to the shipper.
5-Cargo Release Document. If a shipper desires unquestionable coverage for cargo, the additional cargo coverage sheet can be quoted and bound on line for door to door unquestionable coverage.
6.-Volume Requirements: Effective immediately, and at the discretion of the company, there is a minimum weekly volume in order to be maintained as a viable VHI Agent. That requirement is:
A-First 30 days, at least $1,000 of gross (not shared) commission, between
B-After 30 days at least $$2,000 of gross commission.
C-After 90 days at least $3,000 of gross commission.
C-After 180 days at least $4,000 of gross commission.
D-After one year, at least $75,000 of annual gross commission..
Failure could result in immediate cancellation of representation.
Continuous failure to adopt and support the above policies could result in dismissal.