CLARIFICATION: Truck Reservation System (TRS) Grace Period Policies

April 8, 2019

As the Truck Reservation Systems (TRS) continues to grow, producing positive results for truckers and the port, allow us to clarify the TRS grace period policy.  The daily transition from mandatory to non-mandatory hours (currently 1400 hours at VIG and NIT) is creating confusion for some drivers, resulting in decreased productivity and delays.

GRACE PERIOD POLICY:

  • TRS reservations are made in one hour blocks (ex. 0700-0800 hours)
  • During mandatory hours, a 30 minute grace period is offered on either side of the one hour block reservation
    • Example:  A driver with a 0700 reservation at NIT or VIG could arrive as early as 0630, or as late as 0830, and still be within the window
    • During mandatory hours, the one hour reservation becomes a two hour block – 30 minutes on either side of the reservation
  • Drivers with 1000-1100 hours TRS reservations on Saturdays at VIG and NIT cannot arrive after 1100 hours
    • On Saturdays, the inbound portals close at 1100 hours at VIG and NIT – no grace period exists after 1100 hours

TRANSITION FROM MANDATORY TO NON-MANDATORY HOURS:

  • TRS mandatory hours are currently enforced until 1400 hours, M-F, at VIG and NIT
  • Open gate hours – no TRS reservations required – begin at 1401 hours (portal entry generates the actual time stamp)
  • A driver with a 1400 hours non-mandatory reservation CANNOT ENTER THE PORTAL PRIOR TO 1400 hours
    • No 30 minute grace period exists during the transition between mandatory and non-mandatory TRS hours
    • A driver with a 1400 hours non-mandatory reservation that enters the portal prior to 1401 will be turned out and instructed to re-enter after 1401
    • The driver must exit the terminal completely; waiting at Driver’s Assistance will not reset the inbound portal time stamp

We encourage all trucking companies to make TRS reservations during non-mandatory hours.  This gives us visibility regarding the entire day’s work, allowing us to perform grooming and housekeeping moves, to the benefit of all parties.  However, TRS reservations made during non-mandatory hours are not enforced and not governed by the policies outlined above.

Please consider and discuss the daily transition from mandatory to non-mandatory TRS hours – currently at 1400 hours – and remind your drivers that portal entry prior to 1401 hours is not permitted for non-mandatory reservations.

The Port of Virginia reserves the right to change this policy at any time, with written notice to the trade.  As gate and TRS hours are modified, this policy will be modified accordingly, and communicated to you.

Thank you for your support and for your business.

PLEASE REFER TO THE THREE IMAGES BELOW FOR A VISUAL REPRESENTATION OF THIS INFORMATION.