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December 2025: Reminders and Updates
Contacting the Office
Contacting the Office
Unless it is an emergency, please do not contact the office during off-hours – we do not work 24/7.
Also, please have patience when contacting the office, even during business hours, as we are managing multiple drivers and other responsibilities at once. Give us an appropriate amount of time to respond to your calls and requests.
Please leave a voicemail or send a text to explain the reasons you are calling – that way, we can prioritize accordingly.
Office Hours
Office Hours
Monday through Thursday
Shawn: 7:00 AM - 4:00 PM CST
Taylor: 8:30 AM - 5:30 PM CST
Friday
Shawn: 7:00 AM - 3:00 PM CST
Taylor: 8:30 AM - 5:30 PM CST
Saturday & Sunday
Do not contact over the weekend unless it is a emergency or for important travel-related needs.
For questions or concerns about mechanical issues or anything truck-related, contact:
Kevin (773-617-7627) or Robert (708-431-6288)
Payroll Guidelines Reminder
Payroll Guidelines Reminder
Please review the payroll schedule guidelines below:
To get paid on MONDAY, you must have ALL your paperwork for your completed trips uploaded on or before SUNDAY.
To get paid on FRIDAY, you must have ALL your paperwork for your completed trips uploaded on or before THURSDAY.
If you do not have your paperwork uploaded on or before Sunday, you will have to wait until Friday to get paid.
If you do not have your paperwork uploaded on or before Thursday, you will have to wait until Monday to get paid.
This schedule gives you two opportunities each week to get paid for your completed trips.
Communicating your Time-Off
Communicating your Time-Off
If you plan on taking time-off, please let us know at least 2 weeks before. Unexpected time-off creates major scheduling issues
We understand driveway allows for flexible schedules but taking days off unexpectedly causes major scheduling issues. If we have to push back our availability then that results in our customers going to other companies which causes us to have less work when you want to work. So, please communicate your availability as soon as possible.
We are always busy at the beginning/end of each month and at the beginning/end of the year. So, if you want to maximize your workload, the 2nd and 3rd weeks of the month are usually the best to take off since things can be a little slower.
Truckbase TMS Reminders
Truckbase TMS Reminders
Generated Bill of Ladings in Truckbase:
Remember, we are only using the Bill of Ladings that are generated in Truckbase. So, you should be collecting signatures in Truckbase from an authorized representative at the pickup and delivery locations to generate Bill of Ladings for your trips.
For After-hours Pickups or Deliveries:
If you are picking up or delivering after-hours, YOU STILL NEED TO ADD A SIGNATURE.
Write in the field: "After-hours" and sign: "N/A"
Even though the Bill of Lading will be automatically generated when a signature is added, you should still carry some paper Bill of Ladings in case you don't have a phone signal or if the customer wants to have a paper copy when you pickup or deliver.
In case you’ve forgotten or need a refresher, you can review the instructions on how to collect signatures in Truckbase in this guide.
Updating Load Statuses in Truckbase:
It is very important that you provide status updates in Truckbase as you complete your stops so your load statuses are up-to-date. Clients receives notifications that the truck is delivered so it is very important to mark the truck delivered soon as it is delivered.
We also get notified when trip statuses are updated so you do not have to contact us to confirm your delivery.
But, do not mark breakdowns as delivered because the client is being falsely notified that the truck is delivered when it's not. We will update Truckbase to reflect the date and service location where the truck was dropped off.
In case you’ve forgotten or need a refresher, you can review the instructions on how to update trip statuses in the Truckbase Driver Training Guide.
Uploading Expense Receipts to Truckbase: Make sure you are uploading the entire receipt for hotel and fuel purchases so we can see all the details of the charges. Some people have been uploading receipts with some of the information cut off.
For a complete guide of all Truckbase features for drivers, view the Truckbase Driver Training guide using the link below:
Trip Reminders
Trip Reminders
Delivery Fuel & DEF: Please fill the fuel and DEF to the provided fuel levels in Truckbase in the Location Notes section of the Delivery stops. If a fuel level is not specified, fill up to at least 1/2 tank. Please don't fill up unnecessarily.
Truck Washes: Please follow the Truck Wash instructions listed in Truckbase in the Location Notes section of the Delivery stops. If the notes say the truck must be washed, please wash it. Some trucks have been delivered dirty when they were instructed to be washed. On the other hand, some trucks have been unnecessarily washed, which is a cost we must eat. So, please wash the truck when instructed to, and do not wash it otherwise.
Vehicle Trip Inspections: Please inspect the trucks well and make sure you write down any issues you find/see. If it looks like dirt, wipe it to make sure. It's best to pickup or deliver during business hours so someone is there to provide a signature and sign-off on the condition of truck.
Providing ETAs to location contacts:
Make sure you are calling the contacts listed to provide ETAs for pickups and delivery as well to receive any additional instructions.
Verify the pickup and delivery addresses. This is very important because the office is sometimes too busy to verify the addresses. It will save you time in the long run to make sure you are going to the correct location.
Breakdowns: In the event of a breakdown, please do the following:
Make sure you describe the issue with the truck and note when and where it was towed/dropped off for service in your Vehicle Inspection Report.
Always take pictures before the tow truck arrives to ensure there the state of the truck is documented before it's handed off to the tow truck company.
Take pictures of any errors or warnings from the dashboard and upload them to Truckbase.
Note what the problems were in the Trip Dispatch Notes section in Truckbase.
Trip & Route Planning:
Please plan your trip as soon as possible so travel can be arranged early as possible. Flights are more limited and more expensive the longer you wait.
Some drivers are confused on the best routes to take – please contact Kevin (773-617-7627) or Robert (708-431-6288) if you need more information about the best routes.
No Personal Charges on Company Fleet Cards: Please do not use the company fleet cards for any personal charges, including any credit card holds for personal rental cars, hotels, etc. Using the company credit card for holds on personal travel leaves us liable if something happens.
Winter Safety Reminder
Winter Safety Reminder
As the weather gets colder and more inclement, make sure you are driving safely and preparing accordingly for weather conditions while on the road. Be sure to keep in mind the following winter safety reminders:
Maintain adequate spacing between you and other vehicles for an effective escape route.
Watch out for black ice.
When the weather is below 30 degrees, it’s important to add fuel Anti-Gel additive.
Power Service Anti-Gel (white bottle) or Howes Diesel Anti-Gel Fuel Additive is preferred.
If it the truck has fuel in it at pickup, add Anti-Gel. Otherwise, fill up then add the Anti-gel.
Read the bottle instructions to see when and how much to put in. (at least 3-4 inches)
ONLY use Power Service Diesel 911 when it is already frozen - IT SHOULD NOT BE USED AS A ANTI-GEL
Shut down for the day or pull over as needed if you feel the road conditions are unsafe or you are tired.
Be sure you are communicating any unexpected changes on the road so we can adjust expectations with the client as needed.
Chain Laws & Regulations
Chain Laws & Regulations
You can reference this document for the chain laws for each state:
Chains for Vactor trucks
Vactor supplies chains so please verify that the chains are in the trucks if you know you need chains per the chain laws & regulations per state. If the chains are not the truck, contact Brian Owens at Vactor during work hours at: 815-326-8785
If after-hours and to chains in the truck, you will have to stop and get some. You can go to a Midwest location – see the provided link below:
If you have any questions about any of the information above, please reach out.
We appreciate all of your hard work. Stay safe out there!
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Taylor Anderson
Operations & Technology
708.372.0360 • tanderson@gdaway.com
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