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.

Running Legal: Editing Logs Under the ELD Mandate

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 Official — 2-Year Adoption Window Commences

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.

ELDs Are Coming: Why Some Fleets Are Starting with E-logs Now

The ELD mandate will require all drivers to transition to ELDs. If you’re on paper, to get ahead of the mandate without adding costs, consider starting with e-logs. It will allow drivers to get acquainted with electronic systems while still maintaining the editability factor associated with paper logs.

A well designed e-log should mirror the aesthetic of paper logs — drivers shouldn’t face a steep learning curve. This allows for an intuitive transition from paper logs to e-logs.

What are the real benefits of e-logs compared to paper logs?

1. Like paper logs, e-logs are fully editable. So if you make a mistake on your hours of service, it’s no problem! You can easily adjust your duty status to reflect the changes.

2. E-logs save you time. Writing your carrier information each day on your log can be cumbersome. With e-logs, repeated information only needs to be added once, after which the information auto-populates for future logs. For drivers, this means less time on paperwork and more time on the road.

How will e-logs eventually help me transition to an ELD?

Evaluate your electronic provider without financial risk:

E-logs allow your fleet to get comfortable with a new system without investing in ELDs. Change can be implemented in pieces by starting with e-logs, which gives everyone a chance to test the software and the vendor’s customer service before buying.

Reduce the learning curve:

Making the jump straight from paper logs to an ELD is not always easy. The format is not the same — logs are not editable. However, going from paper logs to e-logs is much easier because drivers still control their hours of service. We think that this is a great first step in transitioning to electronic log formats.

How to start with e-logs.

Transition is a chain reaction. We suggest getting a few of your drivers to try e-logs. If they like it and the success rate is high, before you know it, others will transition from paper logs to e-logs. Upgrading to an ELD is simple once high e-log adoption is established, which will make ELD mandate compliance a breeze.

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!  

34 Hour Restart Rules Suspended — KeepTruckin App Update Coming Soon

On Saturday, December 13th, the Senate passed a new spending bill that includes a provision to suspend the July 2013 changes to the 34 hour restart rule. Drivers will no longer have to be off duty for two consecutive 1 am to 5 am periods for a restart to be valid. And drivers will once again be able to use multiple restarts in a 7 day period.

President Obama is expected to sign the spending bill imminently. Once signed, the FMCSA will be required to issue a notice in the Federal Register announcing the suspension of the 1 am to 5 am and 168 hour requirements for 34 hour restarts.

We will be releasing an updated version of the KeepTruckin Electronic Logbook app in the coming days that will reflect the above mentioned changes. Once a driver updates to the latest version, any 34 hour consecutive off duty period will qualify as a restart.

Please contact us at support@keeptruckin.com if you have any questions.

Read more about the the 34 hour restart changes:

34-hour restart rules to be suspended: Congress clears legislation to roll back 2013 provisions — Overdrive

Hours-of-service changes loom: Bill clears Congress, heads toward implementation — CCJ

Learn more about the #1 electronic logs solution for drivers and fleets:

DOT approved eLogs for Fleets

KeepTruckin Electronic Logbook for Android

KeepTruckin Electronic Logbook for iPhone and iPad

KeepTruckin & ATA Recommend Striking Printing Requirement from FMCSA Regulation

Today, more than 3 million truck drivers use paper logbooks to maintain their record of duty status. With the electronic logging device (ELD) mandate set to take effect in the coming years, the trucking industry is gearing up to take on the digital age. While the ELD mandate is finalized by the FMCSA, many drivers are adopting free electronic logbook apps like KeepTruckin, to track, store, and transmit their logs.

With the goal of keeping regulation up to date with the state of technology, the FMCSA recently issued a notice of proposed rulemaking for Electronic Documents and Signatures. The stated goal of the rulemaking: to broadly allow the use of electronic records and signatures to satisfy FMCSA regulatory requirements.

The proposed rulemaking is a much needed update to FMCSA regulations, however it doesn’t go far enough. Specifically, the proposed rulemaking fails to address the printing requirement that currently exists in question 28 in the interpretive guidance for 395.8. On one hand the FMCSA is stating that paper and electronic records are equivalent, and on the other it states that drivers who use an electronic logbook must be able to produce a printed copy of their logs during a roadside inspection. This inconsistency causes confusion for drivers and enforcement officials and prevents the adoption of technology that fundamentally improves road safety.

We believe that the FMCSA should resolve the inconsistency by (1) striking the printing requirement from the guidance for 395.8 or, (2) if the FMCSA does not see fit to strike the printing requirement, then we believe the guidance should be amended to allow a driver to send their logs to an officer via email or fax or transcribe their electronic RODS to paper by hand at the time of an inspection.

To the credit of the FMCSA, they invited the public to comment on the proposed rulemaking. KeepTruckin worked with previous FMCSA administrator, Annette Sandberg, to draft comments on the rule that address the printing requirement in the proposed rulemaking. Read KeepTruckin’s public comment on the proposed rulemaking here.

Thankfully we weren’t the only ones to raise this issue. The American Trucking Association (ATA), the leading trucking industry advocacy group, shares our perspective. In the ATA’s public comment on the proposed rulemaking, they specifically state that Question 28 in the interpretive guidance for 395.8, which requires drivers to print paper logs during a roadside inspection, should be eliminated. In its comment, the ATA wrote:

“Today’s business environment is nearly paperless. Contracts, policy documents, routine communications, time cards, transactions, etcetera are completed without ink ever being put to paper. The business community has adopted these practices after long deliberations about their validity, security, legality, practicality, and efficiency. As a result, some trucking operations have been able to evolve into a decentralized environment that enhances customer service and functional flexibility. As circumstances change, opportunities emerge to further streamline the industry and its interactions with customers, regulators and law enforcement. The electronic storage, display and/or transmission of documents necessary for law enforcement review at roadside is an excellent example of such an opportunity and must be permitted, though not required…

Question 28 found in the interpretive guidance for 49 C.F.R. §395.8 specifically requires the ability to print paper logs. This must be eliminated. There are several devices currently available to motor carriers which offer hours of service logging software but which don’t comply to the currently AOBRD requirements or the proposed ELD requirements.

Specifically, these devices are not integrally synchronized with the vehicle. These devices are in use today in many fleets and will continue to be utilized post-ELD rule in lieu of paper logs when devices fail or when drivers no longer qualify for the short-haul exemptions (for up to eight days). At worst these devices offer complete parity with paper versions. At best, they are more effective tools for drivers to use to understand available hours and avoid potential violations and may also include falsification protections.”

We wholeheartedly agree that if the DOT and FMSCA are serious about improving safety in the trucking industry through technology, they must move to strike regulation that requires drivers to print their logs. The regulation, as it currently stands, is inconsistent with the agency’s move towards electronic logs and is burdensome for drivers and carriers.

If you agree with us, please comment on the proposed rulemaking or reach out to your congressional representatives to make your voice heard.