Fleet maintenance software for vehicles and equipment
Everything you need to keep your fleet compliant with the DOT
Vehicle inspection software that keeps you compliant and cuts costs
Access the vital data you need to optimize the performance of your fleet
Track fuel usage in real time and maximize profitability through fuel cost tracking
Spartan Logistics is a safer, more efficient business by keeping their maintenance up and costs down with Whip Around.View case study
Whip Around gives Monster Tree Service visibility on vehicle & equipment location, condition, what work is due and what has been completedView case study
Northwest Repossession saves tens of thousands of dollars every year by staying totally compliant with Whip Around.View case study
The team at M. Pittman turned to Whip Around for a digital solution to take the guesswork out of their preventive maintenance process.View case study
Everything you need to make preventive maintenance a priority for your fleet.View eBook
How to build a preemptive culture of safety in six steps.View eBook
Learn the basics for staying prepared and compliant in the event of an audit
The Department of Transportation (DOT) sets strict guidelines for the way that transportation companies operate. Among the requirements is accurate record keeping. Fleet owners and drivers are expected to comply with the rules and regulations imposed by the DOT, or face stiff fines and penalties. Rules and regulations are continually updated and revised making it imperative that fleet owners keep up with the changes to ensure compliance.
Electronic logging devices (ELD) are meant to create safer conditions for drivers and to prevent fatigue-related accidents or issues. When connected to the vehicle’s engine, ELDs automatically records information to make it easier and faster to track, manage and share records and helps drivers track their limits. According to the FMCSA, as of December 18, 2017, most motor carriers and drivers are required to use an ELD or an automatic onboard recording device (AOBRD). By December 16, 2019, all motor carriers and drivers covered under the rule must implement the use ELDs only.
Data that is automatically recorded with these devices includes:
In addition to the information collected and recorded by the ELD within each fleet vehicle, it is the responsibility of the transport company to maintain dispatch and trip records. These are considered supporting documents and must be retained by the carrier for no less than 6 months. The information contained in these records must coincide with the ELD data.
All freight that is transported by a carrier must be accompanied by a bill of lading (BOL) this acts as a receipt for the freight services as well as providing details about the contents of the shipment. It is a legally binding contract that provides the driver and carrier with the details necessary to process the shipment and invoice the shipper properly. A manifest is also required which acts as a type of tally-sheet giving a detailed summary of all the bills of lading that are included in a specific trip.
Information that is required includes:
Fleet Management Software (FMS) is often used by motor carriers to help simplify and streamline the tasks associated with fleet vehicle management. In addition to managing vehicles, it also provides driver management, and incident tracking and route optimization. It is a way for transportation companies to ensure their fleet vehicles and drivers remain compliant. The FMCSA requires transport companies to maintain records of every communication transmitted through a fleet management system.
Carriers must maintain records of all costs that drivers incur during their on-duty/not driving periods. The driver is required to collect all receipts and turn them into the carrier who keeps them for a minimum of 6 months.
The types of expenses generally covered by this rule include:
As an employer, it’s vital that a transportation company, or carrier, maintains accurate records of all payments made to drivers. This includes regular payroll payments, settlement sheets, and any other related documentation. Not only does this documentation prove that the company has made the appropriate payments, it also provides information driver’s and the company will need when tax time rolls around.
According to 49 CFR Part 391, a driver who operates a vehicle that weighs 10,001 pounds or more, transports 8 passengers including the driver, or who hauls any hazardous materials requiring a placard must have a file containing their qualification documents. These records show that the driver is healthy, safe, and qualified to operate a commercial vehicle. It applies to both employees and owner-operators who are considered both employers and employees.
Documents that must be maintained include:
The safety of drivers is imperative and any drug and alcohol use while on duty is strictly prohibited. Therefore, it’s vital that drivers are periodically tested for these substances. Records of all drug and alcohol tests performed on drivers must be maintained in a secure location under lock and key away from regular personnel files. Access to these files must be strictly controlled and limited.
Motor carriers are obligated to maintain vehicle maintenance records for any vehicle under their direct control for 30 days or more. This ensures that the maintenance and repair schedule is properly maintained and also provides authorities with vital information in case of an accident, or other incident. Records have to be kept in the location the vehicle is garaged for one year, and for six months after it has left the carrier’s control.
The following information must be included in these records:
It’s not an easy feat to stay compliant with all of the DOT rules and regulations, especially when things are continually changing. Maintaining good records is imperative, however, and failing to comply with any aspect of the record keeping rules is not an option.
Contact us at Whip Around for more information about DOT compliance, record keeping, vehicle inspection reports, or any other related topic. We’ll be happy to answer any questions you have.