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Filling Out the Yard Pump Sheet

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Some trucking companies purchase very little fuel at commercial pumps. Instead, their drivers fill up at pumps in the yard (or terminal). These pumps are usually called yard pumps. Drivers fill up at yard pumps before heading off. Then, drivers fill up at other company yards as they travel. If there are no company terminals along their route, they use commercial pumps (or fuel islands) as needed. So, some companies use a combination of yard pumps and commercial pumps. Others are able to rely completely on yard pumps.

Filling out the yard pump sheet is almost exactly like filling out the fuel report. There are a couple of different spaces and that's all. But before we talk about those differences, we need to clarify one thing that we haven't talked about before in this course. Here it is.

So far in this course, we have talked about company drivers and owner- operators as if their world of trucking was quite different. Certainly it is in many ways. However, their paths do cross in more places than truck stops. In fact, what we haven't said is this: Company drivers and owner- operators may work for the same company. Many carriers employ a number of company drivers, but also use owner-operators to handle the overflow during peak periods.



Now why is it important for us to tell you that right now? Because both kinds of drivers will use the yard pump sheet at terminals which have yard pumps. And there needs to be a clear indication on the sheet showing whether the pump user is a company driver on salary or an owner- operator who will be billed for fuel.

Now not all owner-operators will be billed the pump price for fuel. An owner-operator who is permanently leased on with a carrier may receive fuel at a discount as a part of the overall arrangement with the carrier. It just depends on how the original agreement is written up and on company policy. In any case, the carrier needs to know how much fuel the driver used. (All of the things we have said about fuel use are the same for oil usage. Drivers record use of both, and charges for the two, on the yard pump sheet as you will see in a moment.)

The yard pump sheet will be posted at the yard pump. As drivers fill up and/or add oil to their tractors, they fill in the sheet. Snap out a copy of the Yard Pump Sheet from Part IV of this workbook now.

The top of the form will probably show the company's name and the period which the sheet covers, such as February 1-29th. Actually, a number of sheets will probably cover a month's period. If so, each page will be numbered. One page may only cover a week or two. In fact, large companies may have one yard pump sheet for each day, and the sheet will be identified by a single date, such as February 14th.

After dispensing fuel, the driver begins by filling in the date. The next box on the form asks for the type of fuel used and the number of gallons. This box is headed GALS. FUEL BY TYPE. If you use 120 gallons of diesel fuel, you simply write in "120 diesel." 22 gallons of gasoline would simply be written "22 gas."

The next box says QTS. OIL. The driver jots in the number of quarts of oil used, if oil was used, and draws a line through the box if none was used. The next box is for the TRUCK #.. Truck numbers may be different for company drivers and owner-operators so that the accounting office can identify owner-operators easily.

Next, the driver signs the sheet in the box for DRIVER'S SIGNATURE. If the driver is an owner-operator, she or he is to write o/o after his or her signature. This is one of the most important parts of filling out the yard pump sheet. If you're an owner-operator, don't forget to write "o/o" if that's how the trucking company wants it done. You probably don't want the trucking company to think you're trying to rip them off. TOTAL CHARGE is next. Or the sheet may have different boxes for OIL CHARGE and FUEL CHARGE. Again, some companies will ask owner- operators to write o/o after the charges. For example if a company driver dispensed 210 gallons of diesel fuel and a gallon of oil, he might write "$136.50" in the TOTAL CHARGE box. An owner-operator would write in the same charge, but like this: "$136.50 o/o." That's all there is to it. Pretty straightforward, isn't it? You're justhelp- ing the company keep the books straight when you fill in the form. And once again, the more you can add to the efficiency of the company, the more valuable you are to it. If you repeatedly forget to sign the yard pump sheet, you will hear about it. At a hundred dollars or so a fill-up, companies want to keep tabs on fuel usage.

DO: Transfer the following information onto the Yard Pump Sheet. Be sure to list the type of fuel along with the number of gallons. Remember that oil is to be listed by quarts. And if the driver fueling up is an owner-operator, write in o/o after the sig- nature. The yard charges $2.00 a quart for oil, so you'll have to figure the charges for oil. But we'll give you the total charges for fuel as it would be listed on the pump. Each entry below starts with the driver's name. Don't write the whole name of the driver, just first initial and last name. (For example, D. Williams for Diane Williams.) Also, always assume that the driver is driving the same rig as the first time he or she fueled up.
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