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To: BNSF Machinery Customers

Reminder: How to Receive the Refund from Your Pay-for-Proposal Dimensional Clearance Requests

In an effort to improve the efficiency of the clearance request process, this year BNSF implemented a Pay-for-Proposal model within its dimensional clearance request process. The model includes a $1,000 fee for every over-dimensional load request submitted and is completely refundable on all proposals that become actual loads on BNSF.

As a reminder, there are two key steps to ensure you obtain your refund for proposals that become loads:

1. Before shipping, you must include your proposal number on the waybill:
Once your request has begun the review process you can find your proposal number inside the Dimensional Clearance Request tool on, or once your proposal has been pre-cleared you can find the number in the approval document BNSF sends by email. You will need to notate this number on each waybill for the cleared move in the EDI 404 Bill of Lading or inside the Shipping Instructions application. More detailed instructions can be found here.

2. Within 90 days of submitting your waybill, you must submit your refund request using BNSF’s eCash system:
Inside BNSF’s eCash application on, you will create a High Wide contract invoice and enter railcar or waybill numbers. BNSF will validate this information to the proposal and actual move. If a successful match occurs, a refund will be processed as direct deposit or hard-copy check via U.S. mail within 15 days of the request. More detailed instructions can be found here.

Questions regarding the Pay-for-Proposal process should be directed to your BNSF Marketing Representative. Waybill submission and e-Cash questions should be directed to the e-Business Help Desk at 888-428-2673, option 4, 1.

Your business is important to us. Thank you for choosing BNSF as your transportation service provider.

If you have any questions, please send an email to