KeepTruckin Tips: How to Pass a DOT Audit with Flying Colors

Posted on by in Featured Articles, Regulation & Compliance.

DOT audits are scary no matter how organized your fleet, and any carrier transporting at least 10,000 pounds of cargo across state lines can receive one at a moment’s notice. In this piece we’ll review what the DOT evaluates during an audit, and tips on how to use KeepTruckin to make your DOT audit preparation a breeze.

The DOT’s Six Inspection Categories:

The DOT requires fleets to submit the previous six months worth of logs and DVIRs, which leaves a lot of room for error. A bad DOT audit can lead to fines for companies and drivers, and in extreme cases the closing of a business. Knowing the six inspection categories is a good way to familiarize yourself with the process and stay ahead of the DOT.

1. General
A fleet must provide documentation of proper insurance for their carrier and the type of cargo being transported.

2. Driver
A carrier should be able to provide documentation proving the correct licensing for all drivers operating a commercial motor vehicle. The carrier must also maintain records of drug and alcohol testing for all company drivers.

3. Operational
The DOT requires six months of logs and supporting documents such as DVIRs for all drivers employed during the 6-month period under evaluation. The DOT examines these logs for Hours of Service violations, Form and Manner errors, and/or falsification of logs.

4. Vehicle
A CMV that has been registered with a carrier for 30+ days must be regularly inspected, repaired, and maintained. The DOT requires records of these reports, which should also include basic information about the vehicle, including: model, year, identification number, and tire size. A carrier is expected to keep these records on file for at least 12 months.

5. Hazardous Materials
A carrier must keep record of any hazmat related documentation, including licenses, storage information, labels, and placards. The carrier must also submit proof of required training for transport of hazardous materials.

6. Accidents
Carriers must maintain a record of all driver accidents and injuries for review by the DOT to ensure the accuracy of company records and confirm that FMCSA regulations are met.


How to use KeepTruckin to Pass Your DOT Audit With Flying Colors:

1. Get all of your drivers on the KeepTruckin app
Many fleets we work with require all of their drivers to use the KeepTruckin app. After the initial learning curve, it makes record keeping much easier. Drivers can register for a free KeepTruckin account by downloading the electronic logging app on their mobile device. Learn how.

2. Have mechanics sign off on DVIRs through the KeepTruckin dashboard
Mechanics can view and sign DVIRs directly through the dispatcher portal. This streamlines the vehicle inspection process and keeps all inspection reports in one central place. A mechanic can also use the Notes feature to add any additional information to an inspection report. Learn how.

3. Use the Reports feature to ID problem areas before the DOT visits
Sifting through six months of paper logs and DVIRs to identify violations and errors is near impossible. The Reports feature in the dispatcher portal does all the work for you by identifying discrepancies in logs and DVIRs that could otherwise be overlooked. By leveraging Reports you can catch HOS violations before they become a problem. Learn how.

4. Download and print all of your drivers’ logs in under a minute
A bad audit is often the result of lost or misplaced logs, and/or Form and Manner errors. The Logs page in the dispatcher portal allows fleet managers to filter driver logs by date and violation type, which gives carriers the opportunity to catch and correct any mistakes before an audit. When it’s time to submit your driver logs and inspection reports to the DOT, you simply filter by date and click download to print. Learn how.

Three ELD Benefits Fleets Should Know

Posted on by in Featured Articles.
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The Electronic Logging Device Mandate represents an industry shift that will impact drivers, fleet managers and carriers nationwide. Although ELDs may seem like an annoyance to many, their long term benefits can outweigh the initial costs if you leverage a strong ELD solution.

Here’s a breakdown of three ELD benefits, and why your fleet may want to consider them when preparing for the ELD transition:

1. Insurance saving
The FMCSA found that trucks equipped with an ELD had an 11.7% lower crash rate compared to vehicles without the in-cab hardware. Many insurance companies like Sentry are offering increased benefits and cheaper plans for companies using ELDs because of the improved safety standards and decreased associated risks.

2. Time saving software
Many ELD providers include additional fleet management software such as automated IFTA reporting and real-time GPS tracking, which means less time spent on tedious tasks like calculating fuel tax or driver check-calls. Fleet management systems improve organization and communication between drivers and dispatchers.

3. No more paperwork
ELDs automate the process of logging Hours of Service, which means drivers no longer have to track and file paper logs in case of an audit or DOT inspection. Excessive paperwork can lead to driver and fleet oversights, resulting in fines. By implementing an ELD solution for your fleet, you can ensure fewer violations by eliminating many of the errors that occur with paper logs.

According to the FMCSA, the primary reason for the ELD Mandate is to increase safety and efficiency within the trucking industry. To learn more about the ELD Mandate visit https://keeptruckin.com/resources.

ELD Compliance Questions Answered

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Over the last month, we’ve received many questions related to ELDs and the recently released mandate. ELDs are electronic devices that connect to a vehicle’s engine and automatically log a driver’s Hours of Service. According to the recently published ELD Mandate, all drivers currently keeping a record of duty status (RODS) will be required to adopt ELDs by February 2018. Here’s an overview of the most common questions we hear:

How is using the KeepTruckin ELD going to change the way I record my hours of service?
From a driver’s standpoint, almost everything stays the same except for how drive-time is entered. With an ELD, drive-time is automatically recorded from engine data collected by the ELD.

What are the benefits of an ELD?
ELDs automatically track hours of service and duty status changes, resulting in a greater degree of log accuracy, fewer HOS related violations, safer driving practices, and a more operationally efficient fleet.

What information does an ELD collect from a vehicle?
The FMCSA has outlined the specific data that an ELD must capture, which includes information related to location, date, time, vehicle and driver identification, engine power status, vehicle motion status, miles driven, and engine operation hours.

Can log data collected from an ELD be edited?
Drivers and authorized third parties such as company dispatchers can make limited log edits to correct mistakes or add missing information. Any change made must include an annotation explaining the reason for the log edit. If an edit is made by the carrier and not the driver, the edit must be approved by the driver before it is made official. Edits are included alongside the original record. The only information that cannot be annotated or changed is drive-time, which is collected automatically from the engine.

Are EOBRs and AOBRDs considered ELDs?
No, EOBRs and AOBRDs do not fit the technical specifications of an ELD as outlined by the FMCSA. However, the ELD Mandate includes a grandfather clause that allows drivers currently using an EOBR/AOBRD to remain compliant until February 2019.

How do I know if my device is compliant with the ELD Mandate?
ELD providers must have their device registered and certified by the FMCSA to be considered compliant. The FMCSA will publish a list of officially registered ELDs on February 8, 2016. If a provider is not listed, the device is not a viable ELD solution.

Can a single ELD be used in multiple vehicles?
Yes, ELDs may be transferred between vehicles so long as they are mounted appropriately according to the standards outlined by the FMCSA.

Are there exceptions to the ELD Mandate?
The following drivers are exempt from the ELD Mandate and may continue to use paper or electronic logs to record their hours of service:

  • Drivers who keep RODS for 8 days or less during any 30-day period.
  • Driveaway-towaway drivers where the vehicle itself is the item of delivery.
  • Drivers who are operating vehicles manufactured before year 2000.

Can an e-logging app by itself satisfy the requirement for an ELD?
No. An e-logging app that isn’t paired with in-cab hardware is not considered compliant with the ELD Mandate. ELD solutions that sync with smartphones like the KeepTruckin app provide a better user experience and facilitate organized and systematic collection of data, diminishing the potential for lost information and device malfunction.

Have more questions on the ELD mandate? Our team wants to help your fleet stay informed and compliant on the rules and regulations. Learn more at keeptruckin.com/resources.

Running Legal: Editing Logs Under the ELD Mandate

Posted on by in Regulation & Compliance.

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One concern we hear from fleets using KeepTruckin is that they will no longer be able to edit driving time when the ELD mandate is enforced. It’s a valid concern, so the KeepTruckin team sifted through the FMCSA’s ELD ruling to see exactly what log edits are allowed under the new regulation. While the rule is restrictive on log edits in some regards, there’s more flexibility than many think.

What log edits are allowed?
ELDs are required to capture and record all driving events, but a driver can make an edit to their log anytime he or she feels an entry is incorrect. The rule permits drivers to make annotations indicating the change, but the original recorded driving status is not erasable.

What log edits aren’t allowed?
While annotations on recorded driving events are allowed, the following data cannot be adjusted by the driver or fleet manager according to the ELD rule:

  • Drive time
  • ELD malfunctions and data diagnostic events
  • An intermediate log
  • Vehicle engine power up/shut down
  • A driver’s login/logout activity

Are fleet managers allowed to make edits?
No, only drivers are permitted to make direct log edits. Approved fleet managers are allowed to make log edit suggestions on a driver’s log, which the driver can approve or deny. The driver has ultimate sign-off.

Why aren’t fleet managers allowed to make log edits?
In their ELD ruling, the FMCSA wanted to avoid driver harassment. By allowing drivers to make the final call on edits, their belief is that it will limit harassment from fleet managers.

ELD Mandate Aftermath – Reactions and Advice from Drivers

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The ELD Mandate was released by the DOT last week, so we reached out to drivers using KeepTruckin to get a sense of how folks are reacting to the final published rule. The transition to ELDs will have some road bumps so it’s important to research possible solutions and ELD providers ahead of time. According to the drivers we contacted, carriers should expect a 6-month transition period for drivers to adjust to the new platform, so don’t wait till the last minute to make a change.

What factors drivers say to consider before investing in ELDs:

1. Find an ELD solution that is user friendly. Our drivers really like that the KeepTruckin e-log looks similar to paper logs. It means a smaller learning curve for drivers looking to transition.

“Always had a paper log. One day out of the blue, I started punching in things for logbooks in the app store. I downloaded a few apps, but nothing caught my eye like KeepTruckin because it’s so similar to paper logs. It just makes sense. More sense than paper logs. Just takes me a second to do whatever I need to do.” -Mark, Texas

2. Switch from paper logs to electronic logs now, then upgrade to ELDs when you’re ready to comply so the transition is smooth.

“A lot drivers are old school and have trouble with smartphone apps. The learning curve can be big for some, which is why I tell everyone to try out KeepTruckin because you don’t have to be a tech genius to get it.” -Stacy, Canada

3. Compare ELD prices. A lot of drivers we spoke with thought ELDs would cost upwards of $2000 (and some do), but there are providers like KeepTruckin who offer rates as low as $20/month with zero installation fees.

“I’m a small owner-operator. Initially, I thought ELDs would end up costing me an arm and a leg. I was upset, but after a little research I realized that not all ELDs are expensive. Some are actually pretty affordable. Maybe even cheaper than buying paper logs in the long run.” -Jeff, New Jersey

While the ELD Mandate means drivers have less flexibility in terms of editing their hours of service, it also means less paperwork, fewer violation related fines, and safer roads. Many agreed that the first step in addressing the ELD mandate is to make sure drivers are comfortable using their mobile device to log hours of service. E-logs are a free, easy way to test the waters before you invest in an actual ELD. Finally, unlike paper logs, the KeepTruckin e-logging app allows drivers to go back 14-days to make any log edits, so making a mistake doesn’t mean having to start from scratch again.

ELD Mandate Official — 2-Year Adoption Window Commences

Posted on by in Regulation & Compliance.

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Earlier this morning the much anticipated electronic logging device (ELD) rule was officially announced by the FMCSA. Carriers and drivers who use paper logs have from now until December 2017 to transition to ELDs.

Included in the mandate are 500-pages of rules that outline what constitutes an ELD. The KeepTruckin engineering team is already going through these rules to ensure our solution complies. In January 2016 when you return from the holidays, our first batch of fully compliant ELDs will be available to purchase for those who want to adopt early.

Who is required to adopt an ELD?

All drivers currently maintaining a record of duty status (RODS) must adopt ELDs within the two year grace period. It’s estimated that over 3-million drivers will be impacted by the ELD mandate.

Mobile devices allowed

The official ELD rule allows for smartphones and tablets to wirelessly sync with ELDs. This is great news for KeepTruckin users — it means that drivers can keep operating with the same electronic logbook app they’re accustomed to using. It also means we can issue low cost ELDs because our ELD leverages the driver’s smartphone.

ELD mandate exemptions:

1. Drivers who maintain RODS for 8 days or less in any given 30-day period.

2. Drivers conducting towaway/driveaway operations where the vehicle itself is the item of delivery.

3. Drivers who have pre-2000 vehicles, as many of these vehicles lack the required diagnostic port for ELD connection.

The publishing of the final rule has been long awaited and we are excited to offer our users a state-of-the-art device that will ensure FMCSA compliance. To learn more about the ELD Mandate and what you can do to keep your compliance costs down, check out KeepTruckin’s Resource page, or contact us directly at (855) 434-ELOG.

New Highway Bill Passed: What’s the Impact on Your Fleet?

Posted on by in Featured Articles.

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Congress passed a major highway bill last week that will impact fleets across the nation. Over the next five years, $305 billion will be invested in improving various aspects of transportation programs and infrastructure across the nation, including an 18% increase in funding for highways, roads, and mass transit. Here is breakdown of what your fleet needs to know:

Public access to CSA scores suspended

This is a major win for carriers all over the country who have experienced the impact an unfair, poor CSA score can have on business and productivity. This change is not permanent — the legislation requires the FMCSA to review the current system for CSA score assessment, identify the problems, and fix them accordingly. After the FMCSA makes the required improvements, the program will be re-implemented.

New methods for driver drug testing

Drug testing using hair follicles in place of urine has been approved, but will not go into effect until the Department of Health and Human Services provides guidelines for hair testing, which must be established within the next year.

Easing the process of veteran entrance into trucking

The bill includes minor adjustments in the driver training process for military veterans to decrease the hurdles in acquiring a CDL. One of the adjustments allows veterans to gain medical certification through Veteran Affairs doctors in lieu of the doctors listed under the FMCSA’s National Registry of Medical Examiners.

Changes to the minimum age of DCL requirement

A controlled study was approved to collect data on the benefits and safety concerns regarding employment of drivers under the age of 21 for interstate commerce. If the study results in changes to current age requirements, the impact on current concerns regarding the driver shortage could be immense by providing a new subset of drivers within the industry.

 

The FAST Act Bill is the first major, long-term transportation bill in over a decade to be approved by Congress. Better roads and routes correlate to increased productivity. Many of these changes were made to address safety concerns and the driver shortage currently faced by the industry. Keep an eye out for updates related to the suspension of CSA scores and the new driver drug testing policies.

 

Must-Have Apps for Truckers on the Road

Posted on by in Featured Articles.

Screen Shot 2015-12-08 at 11.30.47 AMMobile apps can be a great way to stay connected with family and friends, find parking, or get a deal on gas. Apps can also be used for work productivity to save you time and money. Since we at KeepTruckin are in the business of apps (our electronic logbook app replaces paper logs), we wanted to share a few other apps that our drivers use on the road:

Parking and Services — TruckerTools
This app provides a great general guide for drivers, including information on where to find truck stops, parking, loads, repairs and services, and rest areas along your route.

Free Calls — Skype & WhatsApp
It’s important to stay in touch with family, and these apps offer free calls and video conferences. Drivers can always stay connected!

Cheap Gas — GasBuddy
When your job is to drive, you frequently have to fill up the tank. GasBuddy is a community updated system that allows drivers to get the most up-to-date price on gas, making it easy for you to find the cheapest and closest location to fill up the tank.

Loads — uShip
If you are looking for business, this is an app to download. It works like a broker system for trucking, displaying available load pickups needed by people and businesses. A driver places a bid on a load, and if accepted the driver is notified of booking details for pickup and drop off.

Directions — GoogleMaps & Waze
These two apps are great to help you get from point A to point B, and for reporting on traffic conditions.

It’s important to be productive and safe when on the road and downloading these apps may help save you time and money!

How to Stay Safe and Enjoy Thanksgiving on the Road

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Fifty million turkeys are consumed in the United States for Thanksgiving, but how do those turkeys get delivered? To bring us our favorite Thursday feast, many truck drivers spend the holidays away from loved ones so that millions of Americans can enjoy dinner with their families and friends. We at KeepTruckin are extremely grateful for everything truck drivers do on a daily basis, especially the sacrifices they make during the holiday season!

Eat well

For drivers on the road this Thanksgiving, here are three restaurants that are open and serving up delicious, easy-on-the-wallet, turkey dinners.

  1. Golden Corral: Buffet Style ($13.99)
  2. Cracker Barrel: Single Serving Turkey Dinner ($11.99)
  3. Boston Market: Traditional Turkey Dinner ($9-$18)

If you are driving during the holiday season, you might confront some serious traffic and bad weather. Here are a few tips to help keep you and our roads safe this Thanksgiving:

De-ice your truck

Driving during the holiday season is hard enough, but it’s even more difficult when the weather turns sour. Make sure to clear your windows of ice and snow so you can ensure maximum visibility.

Double-check vehicle maintenance

Nothing is worse than running out of wiper fluid on the road when you desperately need it. A proper vehicle maintenance check before you hit the road can save you time and keep you safe!

Leave early to account for traffic delays

The roads will be packed with people trying to make it home for the holidays so it’s important to plan for potential delays. Pull over for breaks if you can, and leave early so you don’t have to rush.

Happy Thanksgiving from all of us at KeepTruckin! We sincerely wish you a wonderful holiday.

Analyze your fleet’s performance with reports

Posted on by in Product Updates and tagged , , .

Shifting from paper logs to electronic logs has some obvious advantages — time savings and reduced cost. But there is another benefit that often goes unnoticed — digitized data. When you switch from paper to electronic you unlock valuable data about your drivers and vehicles that can help you make smarter decisions.

However, data by itself is not enough. You have to be able to analyze that data to draw informed conclusions.

We are excited to announce the new “Reports” feature that makes it much easier to analyze your drivers’ logs data in the KeepTruckin Dashboard for Fleets.

There are six types of reports to choose from:

  1. Logs Detail
  2. Violation & Error Summary
  3. HOS Violations Detail
  4. Form & Manner Errors Detail
  5. DVIR Detail
  6. Logs without DVIRs

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You can filter reports by date, driver, and group.

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You can easily export a report as a CSV or PDF file.

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As always, we would love to hear what you think about the new reports feature. If you have any questions or comments, email us at support@keeptruckin.com.