The Department Of Transportation (DOT) is the legal agency responsible for implementing rigid guidelines for transportation businesses. One of these guidelines includes error-free record-keeping.

Fleet owners and drivers are subject to severe fines and penalties if they do not abide by the DOT’s laws and regulations. They should also be updated if there are any changes in the rules and regulations to ensure that they can comply.

Electronic Logging Devices

The purpose of Electronic Logging Devices (ELD) is to make driving environments safer by avoiding accidents or problems caused by driver exhaustion. ELDs automatically record information when they are linked to the truck’s engine, helping them monitor their limits, facilitate tracking, and manage and share records faster and easier. 

As of December 18, 2017, the FMCSA states that the majority of motor carriers and truck drivers must utilize an automatic onboard recording device (AOBRD) or an ELD. All motor carriers and drivers subject to the rule must adopt the usage of ELDs exclusively by December 16, 2019.

These devices automatically record the following types of data:

• Time, date, and place
• The number of engine hours
• The driver’s identification
• Total miles driven by the vehicle
• Details about the vehicle
• Carrier information

Dispatch and Trip Records

The transport business is in charge of keeping dispatch and trip records in addition to the data gathered and stored by the ELD in every fleet vehicle. These are required to be kept on file by the carrier for a minimum of six months and are classified as supporting documents. These documents must contain information that matches the ELD data.

Bills Of Lading and Manifests

A bill of lading (BOL for short), is required for every shipment of freight that is transported by a carrier. It serves as both an invoice for the freight services rendered and an inventory of the shipment’s contents. It is a legally binding agreement that gives the driver and carrier the information they need to properly handle the package and bill the shipper. It is also necessary to have a manifest, which serves as a kind of tally sheet and provides a thorough overview of all the bills of lading associated with a particular trip.

The following details are needed:

• Shipper’s and receiver’s complete names and addresses.
• Pickup date
• Objects being transported, together with the specifications of their packaging
• NMFC freight class 
• Special reference numbers or purchase orders
• Specific instructions
• DOT hazardous material classification, if relevant.

Fleet Management Communication Record

Motor carriers frequently utilize fleet management software (FMS) to help streamline and simplify the processes related to fleet vehicle management. It offers driver management, incident tracking, route optimization, and vehicle management in addition to these services. Transportation businesses can use it to ensure the drivers and fleet cars they use are still compliant. Meanwhile, transport companies are required by the FMCSA to keep a record of each communication sent via a fleet management system.

Driver Expense Receipts

All expenses drivers incur while on duty or not driving must be documented by carriers. All receipts must be gathered by the driver and given to the carrier, who must retain them for a minimum of six months. 

The following categories of costs are typically covered under this rule:

• Fuel
• Lodging
• Meals
• Any other related expenses

Payroll Records and Settlement Sheets

A truck company or carrier must keep proper records of all payments given to drivers to comply with their obligations as an employer. This covers settlement sheets, regular payroll payments, and any other relevant paperwork. This paperwork serves as proof that the business has paid all dues. It’s also valuable as it contains information the business will require come tax season.

Driver Qualification and Performance Records

A file including their qualifying certificates must be kept on hand by any driver who drives a vehicle that weighs 10,001 pounds or more, transports eight passengers (including the driver), or carries any hazardous materials that need to be displayed as per 49 CFR Part 391. 

According to these documents, the driver is fit, safe, and authorized to operate a commercial vehicle. It covers both workers and owner-operators, who are regarded as both employers and workers. 

Records that need to be kept up to date are:

• A DOT-Compliant Job Application
• Health Certification
• Certification from a road test or a commercial driver’s license
• Assessment of Safety Performance
• Driver’s history and any infractions related to motor vehicles
• Annual Review of Motor Vehicle Driving Records

Drug and Alcohol Test Records

Drug and alcohol use while driving is forbidden since driver safety is of utmost importance. Driving tests for these substances must thus be conducted regularly. 

The documentation of all driver drug and alcohol testing must be kept confidential and safe, separated from ordinary personnel files in a locked location. There should be tight restrictions on who can access these files.

The following records should be kept for at least 5 years:

• Results of alcohol tests with a BAC of at least 0.02
• Positive tests for controlled drugs
• Proof that a driver declined to take a test
• Professional reports on substance abuse

The following records should be kept for at least 2 years:

• Random selection of test subjects
• Record-keeping for justified doubt

The following records should be kept for at least 2 years:

• Drug test results that are canceled or returned negative
• A blood alcohol content (BAC) of less than 0.02

Records of Vehicle Maintenance

For a minimum of thirty days, motor carriers are required to keep vehicle maintenance records for any vehicle under their direct supervision. This guarantees that the maintenance and repair schedule is followed correctly and gives authorities the information they need in the event of an accident or other issue. For a year and six months after the vehicle leaves the carrier’s custody, records must be maintained at the garage. 

These records must be included:

• Identifying vehicle information, such as the name of the firm, kind of vehicle, serial number, size of tires, etc.
• Schedule of inspections that indicates the kind of inspection and date completed
• Information about maintenance and repairs, including the kind of repairs required, the steps done, and the date of the work.

Maintaining compliance with all DOT laws and regulations is a difficult task, particularly in light of the constant changes in the industry. However keeping accurate records is essential, and it is strictly forbidden to disregard any part of the record-keeping guidelines.

We hope this post helps! If you have questions or comments, please feel free to leave them below.