How to File a Commodity Damage Claim

Prior to filing a claim, claimants should review the Liability for Commodity Loss or Damage and Limitations on Liability sections contained in the applicable tariff or contract that governed the shipment. Additionally, these documents provide comprehensive claim filing requirements and commodity specific guidance.

All commodity loss and damage claims filed against Union Pacific must be filed in writing online (user ID and password required) and within the statute of limitations as dictated by the applicable tariff or contract that governs the shipment. 

Subrogators/Third-Party Claimants

Your company is required to be registered with Union Pacific to submit a commodity freight claim.

Online Claim Submission

Claims must include the correct waybill date, waybill number and shipment route of the claimed rail car when submitting a claim. Claims filed with inaccurate waybill and/or equipment information will be closed along with a request to resubmit the claim. Claim correspondence, updates and inquiries will be sent to the user email address that submitted the claim.

Claim Documentation

The commodity freight claims application provides a document checklist feature as a guide for claim filers. Based on the damage or loss event of the shipment, select an option from the Claim Type drop down menu to view a list of basic document requirements. Union Pacific wants to provide your company with accurate and efficient claims resolution. You can assist us by providing required documentation and photographs for each claim, including, but not limited to:

  • Waybill date and waybill number
  • Original Bill of Lading (BOL)
  • Loading manifest or packing list (pieces per carton)
  • Unloading document indicating items damaged/missing at time of delivery
  • Original itemized commercial invoice and/or Stock to Stock certificate (validates contents and product value)
  • Salvage bids/secondary invoices, if applicable
  • Origin photos showing applied seal and evidence of proper securement/ blocking and bracing
  • Destination photos with view of the condition of the rail car and product when doors first opened (prior to unloading)
  • Photographs of the damaged product
  • Evidence of an affixed seal at rail destination. (Offline deliveries, J-1, Outgate receipt)
  • Photographs at destination before and after the seal is removed, showing void/disturbed lading
  • Shortage Claim
  • Proof of product contamination (i.e., third-party laboratory records and dumping receipts/landfill receipts)
  • Certified weights (bulk product only)
  • Time reefer unit turned OFF after pre-cool period (mechanical protected service only)
  • Time reefer unit turned ON after rail car loading (mechanical protected service only)
  • USDA inspection documents (mechanical protected service only)

Claimants should complete the online claim form in its entirety, including a written description of the product condition, circumstance and/or sequence of events that may have resulted in damage or loss. Claimed amounts should be itemized and clearly verified with certified invoices. Please provide an explanation for any required documents that are not provided in the customer comments section.

For additional details about required documentation, please see the Contents of a Claim section in the applicable tariff or contract that governed the shipment.

Common Filing Mistakes to Avoid

Each commodity claim is reviewed on its own merit and based on the evidence presented in the supporting documentation. Please be aware of the following common mistakes that may delay claim processing or require the claimant to resubmit the claim.

  • Claim filed using a waybill number and date that does not correspond with the claimed shipment bill of lading.
  • Mitigation protocols for product damage or loss were not followed.
  • Claimed line-item amount(s) do not match itemized details in the original manufacturer invoice, wholesale invoice and/or Stock to Stock certificate.
  • Partial documentation or no supporting documentation provided.
  • One (1) claim filed for multiple rail cars.

Frequently Asked Question

Q. When I attempted to file a claim, I received the error prompt "There are no waybills associated with the Equipment ID". What do I do next?

A. This error prompt typically occurs under one of three conditions:

  1. The ‘Location ID’ has not been selected. Before selecting the ‘Create Claim’ button, select the firm number location ID of your company as listed on the waybill.
  2. The ‘Waybill Date’ range needs to be expanded. The default date range pulls the previous six (6) months of waybills. If the shipment waybill date is seven (7) months or greater, select the ‘Waybill Search’ hyperlink to access the calendar feature to expand the search dates. The search feature will provide a list of historic waybills for the rail car ID.
  3. The User Profile Access needs to be updated. To maintain confidentiality of your shipment data, the unique waybill location ID is validated against your Union Pacific user profile. Your profile may need an access update. If the previous two tips do not resolve the error prompt, please send an email to our Technical Support team and include the following:
  • Union Pacific user ID
  • Equipment or rail car ID
  • Waybill date and/or Bill of Lading

Our team will continue to troubleshoot and contact you with next steps. Please allow 2-3 business days for a response.