How to reconcile debris load tickets: a contractor’s checklist

What a debris load ticket usually records

The exact fields come from the contract and the monitoring firm, but most load tickets record:

• A unique ticket number and the date
• The contractor, and the subcontractor when the hauling was subcontracted
• The truck number and its certified capacity in cubic yards
• Where the debris was loaded and where it was dumped, with times
• The load call: how full the truck was, as a percentage
• The resulting volume, and the monitor’s name or signature

Volume is usually capacity times load call. A 100-yard truck called at 80% is an 80-yard load.

Why the numbers don’t match

• Different load call. One record shows 80%, another 72%.
• Wrong truck capacity. A typo or an old certification changes every load from that truck.
• Duplicates. The same ticket entered twice, or a second copy counted as a second load.
• Missing tickets. A paper ticket lost in the truck, or never entered.
• Ticket number typos. One wrong digit and two records no longer match.
• Different periods. A load counted in one week by you and the next week by the prime.
• Voided tickets. A ticket voided in one record and still counted in another.

Step by step

1. Collect every source. Your field tickets and photos, your own spreadsheet, the prime’s statement or export, the monitor’s report if you have it, and your subcontractors’ records.
2. Put them in one list keyed by ticket number. Keep the project and ticket type with each record, since ticket numbers can repeat across projects.
3. Match the records. Flag every ticket that appears on one side and not the other.
4. Compare each matched ticket. Check yardage, load call, truck capacity and date.
5. Pull the original ticket for every difference. The picture of the ticket the driver was handed is your strongest evidence.
6. Decide and write it down. Accept a source, enter a correction or leave a note. Keep the original records unchanged so anyone can see what was submitted.
7. Send the differences with evidence. Give the party that hired you a list of disputed tickets with the ticket copy for each.
8. Track what gets paid. Record payments and deductions against the tickets, and keep an eye on what is still unsettled.

Reconcile every week, not at closeout

Differences are easier to settle while the drivers, monitors and trucks are still on the job. A weekly pass keeps a small problem from becoming thousands of tickets to dig through months later.

What to keep

For every disputed ticket, keep the ticket copy, the files you imported, your decision and why, and later the payment confirmation. Closeout goes faster when invoices, confirmations and signed releases are already filed with the payments they support.

Doing this in JK Fieldps

JK FieldOps does steps 2 to 8 in one place. It reads uploaded tickets, matches copies by project, ticket type and ticket number, puts each party’s values side by side, and keeps your decision and the payment record with the ticket. See load ticket reconciliation.

This guide is general information, not legal or grant advice. Follow your contract and your monitoring firm’s procedures. JK FieldOps is not affiliated with FEMA or any government agency.

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