Terminating resources and reactivating drivers

The Expiration feature is used to remove resources (drivers, tractors, trailer, and carriers) temporarily or permanently from service.

Taking a tractor or trailer out of service

To prevent dispatchers from using equipment that has been taken out of service, you can use a Terminated expiration for a tractor, or an Out of Service expiration for a trailer.

IDs for terminated equipment continue to appear in drop-down lists until the specified grace period expires. Two settings determine the length of the grace period:
- [Misc]GracePeriod in your TTS50
- GRACE in the General Info Table
The default is 90 days from a resource’s termination date. For details, see Specifying how long IDs for terminated resources show in drop-down lists.
After the termination date/time passes, the resource will no longer be listed in a scroll window unless you select the Include Retired? checkbox on the Quick Search tab. The Scroll Tractor and Scroll Trailer windows are not affected by the [Misc]GracePeriod setting in your TTS50 or the GRACE setting in the General Info Table.

Follow these steps:

Do one of the following:
- Look up the resource in the Driver/Asset Expirations window
  1. Go to Operations > Driver/Equipment Status and select the appropriate sub command.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
- Access the asset’s profile
  1. Go to Tools > Profiles and select the sub command for the resource type.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
  4. Select the Expirations tab.

Click Add.
A blank row is added below the last existing expiration.

Make entries in these fields.

Required field: *

Field	Definition
Code *	Select: Terminated to take a tractor out of service. Out of Service to take a trailer out of service.
Description	If you want, you can enter a free-form message up to 95 characters.
Priority *	Select Required.
Expires *	Enter the date/time the asset was taken out of service.
Completed	*Warning! Do not* select the Completed checkbox when taking a resource out of service permanently. If the checkbox is selected, the system assumes that the termination is no longer effective after the date indicated in the Complete Date field. Dispatchers will be able to assign the resource.
Complete Date *	The field defaults to 12/31/49 23:59. Do not change the value.
Route to Company *	Enter the asset’s last location.

Field

Definition

Code *

Select:

Terminated to take a tractor out of service.
Out of Service to take a trailer out of service.

Description

If you want, you can enter a free-form message up to 95 characters.

Priority *

Select Required.

Expires *

Enter the date/time the asset was taken out of service.

Completed

Warning! Do not select the Completed checkbox when taking a resource out of service permanently. If the checkbox is selected, the system assumes that the termination is no longer effective after the date indicated in the Complete Date field. Dispatchers will be able to assign the resource.

Complete Date *

The field defaults to 12/31/49 23:59. Do not change the value.

Route to Company *

Enter the asset’s last location.

Click Save.

Terminating a driver

When a driver’s employment ends, use a Terminated expiration to prevent dispatchers from using him/her on future trips.

IDs for terminated equipment continue to appear in drop-down lists until the specified grace period expires. Two settings determine the length of the grace period: [Misc]GracePeriod in your TTS50 and GRACE in the General Info Table. The default is 90 days from a resource’s termination date.

To terminate a driver:

Do one of the following:
- Look up the driver in the Driver/Asset Expirations window
  1. Go to Operations > Driver/Equipment Status and select the Driver In/Out of Service sub command.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
- Access the asset’s profile
  1. Go to Tools > Profiles and select the sub command for the resource type.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
  4. Select the Expirations tab.

Click Add.
A blank row is added below the last existing expiration.

Make entries in these fields:

Required field: *

Field	Definition
Code *	Select Terminate.
Priority *	Select Required.
Description	If you want, you can enter a free-form message up to 95 characters.
Expires *	Enter the date/time the employment ended.
Completed	Warning! Do not select the Completed checkbox when taking a driver out of service permanently. If the checkbox is selected, the system assumes that the termination is no longer effective after the date indicated in the Complete Date field. As a result, dispatchers will be able to assign the driver.
Complete Date	The field defaults to 12/31/49 23:59. Do not change the value.
City/State *	Enter the driver’s last location.

Field

Definition

Code *

Select Terminate.

Priority *

Select Required.

Description

If you want, you can enter a free-form message up to 95 characters.

Expires *

Enter the date/time the employment ended.

Completed

Warning! Do not select the Completed checkbox when taking a driver out of service permanently. If the checkbox is selected, the system assumes that the termination is no longer effective after the date indicated in the Complete Date field. As a result, dispatchers will be able to assign the driver.

Complete Date

The field defaults to 12/31/49 23:59. Do not change the value.

City/State *

Enter the driver’s last location.

Click Save before closing the window.

Reactivating the profile for a terminated driver

If a terminated driver is re-hired, you can reactivate their driver profile by completing the termination expiration. Follow these steps:

Do one of the following:
- Look up the driver in the Driver/Asset Expirations window
  1. Select Operations > Driver/Equipment Status and select the Driver In/Out of Service sub command.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
- Access the asset’s profile
  1. Select Tools > Profiles and select the sub command for the resource type.
  2. Enter the resource’s ID in the lookup area.
  3. Click Open.
  4. Select the Expirations tab.

Locate the expiration that terminated the driver.
In the End Date field, specify the date/time the termination status ended.
Select the Completed checkbox.
The system will assume the termination is no longer effective after the date indicated.
Click Save.

Notes: In the driver’s profile, the driver’s status changes from OUT to AVL.
1. When the driver’s status is changed to Available, the system replaces the date of termination with 12/31/2049 in the Complete Date field. If you want to track whether the driver was terminated and later re-hired, you can record the information using:
  - The Notes tab in the driver profile.
  - One of the Driver Misc 1-4 fields on the User Definables tab in the driver profile.
  - The Description field in the Driver/Asset Expirations window.
2. In the Scroll Drivers window, the Driver/Asset Expirations window, and the Planning Worksheet, the driver will show as Available as of the Complete Date recorded for the termination.