How can Shippers Negotiate Fair Fuel Surcharges?

Fuel Surcharges

 

We all understand that the logistics space is packed with procedures and regulations that are, quite frankly, convoluted. Among the most common of these are the often-misunderstood fuel surcharges.  

Surcharges have been around for quite a long time in multiple industries. And the fuel surcharge found in the logistics space is no exception.

However, when you break down the reasons why carriers apply the fuel surcharge, it’s easy to understand that it’s not just a quick get quick rich scheme. It’s just a system of checks and balances.

There are multiple types of fuel surcharges. Some of them are enacted or negotiated on a monthly or quarterly basis, while others are annual contracts. Of course, this is largely dependent on the carrier and mode of transport.

Having an understanding of how these fuel surcharges are created and how to integrate them into your shipping budget will make a world of difference. 

So, let’s get to it, shall we?

 


What are Fuel Surcharges?

If you have never had the pleasure of dealing with fuel surcharges, let’s start from the beginning.

A fuel surcharge is an agreement between a carrier and a shipper as to the average cost of fuel. This agreement allows both parties to arrange at a fair price for the cost of fuel that may be needed for the transport of goods.

The reason that fuel surcharges are needed is that fuel costs tend to fluctuate often. To add to the price fluctuation, the cost of fuel is also dependent on the region in which the carrier stops to fuel up. one towns fuel prices are bound to be different than another.

So, to account for this potential price fluctuation, a fuel surcharge is added to the shipping contract to ensure that there is enough money in the budget to cover higher gas prices.

 

Keeping it Fair and Balanced

There are times during the year when the cost of fuel is lower than the negotiated fuel surcharge. During these times, it is largely profitable for the carrier. But there are also times when the cost of fuel is higher than the negotiated fuel surcharge. When this happens, it’s a great deal for the shipper. When you look at the average length of time for a negotiated fuel surcharge, it tends to balance equally on both sides.

However, many shippers don’t realize that fuel surcharges are not regulated or managed by any agency. However, according to the US Department of Transportation, the price for diesel fluctuates about $0.10 every week. It’s essentially a gentleman’s agreement (but documented on a legal contract). It is a deal made between a shipper and carrier to ensure neither party is taken advantage of over fluctuating fuel prices.

There are several factors that impact the price of diesel fuel. Some of these include things such as crude oil prices, geopolitical situations, and other items outside the control of either party. As such, it is important for partners to have a clear understanding of the value of a fair fuel surcharge.

 


How Shippers Can Protect Themselves from Inflated Fuel Surcharges

Carriers and shippers alike should always be looking after their own best interest, first and foremost. However, this has a tendency to create quite a hassle when fuel surcharges are being negotiated. To help ease the confusion just a bit, below are a few important steps that shippers can take to verify that the fuel surcharge is fair and balanced.

 

Clarify the Carriers Methods

The first thing that any shipper can do is strengthen the lines of communication with the carrier.

Asking their carrier how they determine their fuel surcharge can yield quite a lot of valuable information. If the carrier is happy to discuss this, that is a good sign. This typically indicates that they are operating ethically and with a fair degree of transparency.

If a carrier doesn’t want to share their fuel surcharge process, however, put on those running shoes and head for the hills!

 

Do Your Research

The second item that will protect you from inflated surcharges is simply being educated.

The more you know about how each carrier establishes its unique fuel surcharge, the better prepared you will be for negotiating a fair price based around that knowledge.

Remember, when fuel prices dip below the negotiated average price, you win. But, as that average cost spikes, you need to be well-prepared to roll with those additional surcharges.

 

Remove the Guesswork – Hire a 3PL!

Dealing with fuel surcharges is frustrating.

As a shipper, you have so many items on your plate to deal with on a daily basis. Why not let an experienced 3PL provider like Redwood Logistics do some of the legwork for you?

Surcharges are not really all that intimidating or confusing. Yet, some shippers simply do not have the time or patience to deal with negotiating them. And this is where having a dedicated team who has your back to handle all that paperwork and number-crunching comes in really useful.

If you find yourself in need of some fuel surcharge negotiating, or just need a little guidance, reach out to us today!