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

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

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

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.

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

 

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.

 

How to Stay Safe and Enjoy Thanksgiving on the Road

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

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

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

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

 

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.

Hiring Veterans — The Recruitment Tool Your Fleet Should Know About

Two barriers have led to the driver shortage —

1) Lack of awareness among the unemployed regarding trucking industry opportunities.

2) Cost/access to appropriate driver training.

These two barriers have resulted in a limited pool of drivers, many of whom are insufficiently qualified.

Veterans are a great solution to the employment gap

In response to the shortage, the ATA has provided fleets with a driver recruitment solution — military veterans. Veterans tend to be younger, healthier, and more self-disciplined because of their military training. These qualities have resulted in higher retention rates, better CSA scores, a healthier workforce, and lower turnover rates.

What is training military veterans for commercial driving going to cost me?

Veteran services and the DMV have adopted laws that waive the CDL skills test for qualified military veterans. Veterans can also apply their GI benefits to the cost of training school.

What is FastPort, and how can they help with veteran recruitment?

The ATA partnered with FastPort, a recruitment agency for drivers, to host the Hiring Our Heroes campaign. This free program allows you to post job listings based on geographic and qualification requirements, and filter drivers based on license type, expected pay, and company benefits.

The Hiring Our Heroes campaign provides access to drivers who are well qualified and familiar with trucking industry expectations. This means low turnover rates for your carrier and a high-caliber selection pool for your employment needs.

America loves veterans so let’s show our appreciation

ATA President, Bill Graves, was right when he said, “There’s no higher calling for an American than to serve in our armed forces, and I’d like to think that driving a truck – delivering America’s most essential goods safely and efficiently is also a high calling.” The trucking industry has served America’s needs for decades, and to ensure that we continue to employ high quality drivers, hiring veterans is a great solution.

The Future of KeepTruckin

Ryan, Obaid and I quit our jobs and started KeepTruckin two years ago because we wanted to build great technology products to help the 4.5 million men and women who keep America moving. In 2013, we put a beta of the KeepTruckin Electronic Logbook App into the hands of a few hundred drivers who had until then used paper logbooks to record their hours of service — the response was tremendous. Today over 150,000 drivers and 5,000 fleets trust us with their logs.

But our work is just getting started. On October 30th, 2015 the U.S. Department of Transportation is expected to publish the final rule that will require all interstate truck and bus drivers to use an Electronic Logging Device (ELD) to record their hours of service with the goal of improving road safety and reducing the paperwork burden on the industry. The implications are massive.

In line with our mission to build modern technology products for the trucking industry, we are excited to announce the launch of the KeepTruckin Electronic Logging Device — a powerful hardware device that plugs into a vehicle’s diagnostic port and connects wirelessly to the KeepTruckin Electronic Logbook App to deliver the easiest to use and most cost effective electronic logs and fleet management system in the world. Compliance with the upcoming ELD mandate will be a breeze with KeepTruckin.

Building great technology products requires great people and forward investment. We are excited to announce that we have raised $8 million from Index Ventures and Google Ventures so that we can continue to invest in our product and deliver exceptional customer service to our users. In addition, our new board member Ilya Fushman’s experience will be invaluable as we continue to grow.

To all of our users who have told others about KeepTruckin — we are grateful. We would not be here without you.

We care deeply about the men and women who spend their lives on the road to keep our country moving. It is a privilege to build tools that make your lives easier and more productive.

Shoaib Makani, CEO

Onboard Recorders: Two factors to consider for ELD mandate compliance

In-cab onboard recorders have changed drastically since their introduction in the 1980s. Technology has improved, and provider competition has emerged. The integration of mobile devices has supplanted bulky hardware, lowered the ELD price point, and opened a variety of purchasing options.
In this post, we will examine the evolution of onboard recorders and provide a few key points to keep in mind as your fleet searches for the right ELD mandate solution!

1) Long-term compliance — Why fleets favor ELDs over AOBRDs & EOBRs

Legislation regarding onboard recorders has recently changed. In the past, drivers and fleet managers had the option to choose whether they wanted paper logs or onboard recorders. With the passing of MAP-21, ELDs will soon be a requirement for all CDL drivers.

You may be thinking, “I already use an AOBRD, so I am all set”, but MAP-21 requires the use of an ELD, which is not the same as an AOBRD or EOBR. The federal specifications for ELDs will be released October 30th, 2015, which will force many AOBRD & EOBR providers to stitch together new features and patch them on top of already clunky devices. To maintain long-term federal compliance, make sure you choose an ELD, not an AOBRD/EOBR.

2) Cost savings — Pricing model changes in the ELD world

ELDs haven’t just changed aesthetically — they’ve also changed in terms of purchase options. When AOBRDs first came on the market, buyers had limited and pricey options, with upfront costs averaging upwards of $1500.

New market entrants providing ELDs have shifted from expensive hardware installation to economical software integration with mobile devices. By leveraging smartphones, the pricing structure for onboard recorders has shifted.  Drivers or fleet managers now have the option to buy or lease ELDs at significantly lower costs.

Future buyers should beware of the “real” cost of their ELD (check out the ELD Price Comparison), which is often hidden under tacked-on fees for installation, hardware, driver inactivity, or training. Be sure to ask about these costs, and choose an ELD vendor that is compliant with the federal mandate, wallet friendly, and great with customer service!  

Edit your drivers’ logs from the KeepTruckin Dashboard for Fleets

Fleet managers frequently tell us they see fewer mistakes on their drivers’ logs because the KeepTruckin Electronic Logbook App alerts drivers of HOS violations and form and manner errors.

But what happens if a driver does make a mistake? Until today, a fleet manager would have to send a message or call their driver to ask them to correct the mistake — a process that is tedious and error prone.

We are excited to announce that fleet managers can now edit a driver’s log themselves from the KeepTruckin Dashboard.

Any edits you create will be sent to the driver for approval.

Once the driver approves, the changes are applied to the driver’s log.

You can learn more about how to edit your drivers’ logs in the KeepTruckin Support Center.

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