Embedded Files
March 2026: Reminders and Updates
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.
New! Trip Expense Types in Truckbase
New! Trip Expense Types in Truckbase
As you may have already noticed, you can now select an Expense Type from a NEW list of types. When you are adding an Expense to your Trip in Truckbase, you can simply select the correct expense type for your most common expenses, such as "Fuel" or "Hotel" instead of having to type them in over-and-over.
Please use the correct Expense Type when you add your expenses. You should only use "Other" if it truly is a miscellaneous expense and doesn't fit in any of the existing Expense Types.
Assigning Travel Expenses to the Correct Order
Assigning Travel Expenses to the Correct Order
When you finish one delivery and travel to your next pickup, it's important to split your expenses correctly between the two orders.
Here's how to determine which order each expense belongs to:
If you're flying to your next pickup:
The Uber ride to the airport → completed order
Everything from the airport onward (flight, Uber from the airport, etc.) → new order
If you're driving a rental car to your next pickup:
The rental car used after your delivery → completed order (since you're still traveling away from that job)
Once you drop off the rental car, all expenses from that point forward → new order
In other words:
The completed order covers your travel up to and including your departure point (airport or rental car drop-off).
The new order begins the moment you leave that point toward your next pickup.
Other Trip Reminders
Other Trip 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 Name field: "After-hours P/U" or "After-hours Delivery" and sign the word: "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.
Truck Washes & Fill Ups on Delivery:
Delivery Fuel & DEF
Please fill the fuel and DEF to the provided fuel levels in 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 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.
Demos: If the truck is a DEMO, you must ALWAYS WASH and FILL TO FULL TANK.
For a complete guide of all Truckbase features for drivers, view the Truckbase Driver Training guide using the link below:
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:
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)
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!
–––
Taylor Anderson
Operations & Technology
708.372.0360 • tanderson@gdaway.com
Page updated
Report abuse