POWER OF DATA BLOG

What You Might Not Know About the ELD Mandate

Choosing the Right Program, Featured
Oct 28/2016 Published by:

With Phase 1 of the ELD mandate heading your way, chances are you’ve been scrambling to ensure that your fleet is compliant. With so much energy being poured into Phase 1, you may not have been thinking ahead to Phase 2.

When Phase 2 of the ELD mandate rolls out at the end of 2017, fleets will be required to retain supporting documents to verify hours of service (HOS) compliance. Supporting documents include everything from shipment paperwork to expense reports to motel receipts and fuel transactions -- anything that can be cross-referenced with the drivers’ electronic logs to prove that they’re working within the legally mandated hours of service.

“The new ELD Mandate puts more emphasis on the supporting document requirement than the current HOS regulations by identifying the specific types of documents to be retained,” said Gary Johnson, director of risk and compliance management for Lytx. “Because of this, it is imperative that carriers are prepared to manage these documents to ensure compliance.”

Consider this: a fleet with 500 drivers will have around 7,700 fuel transactions in just one month. Fuel transactions are just one type of supporting document. When Phase 2 begins, your business will need to match up eight supporting documents each for every 24-hour period your drivers are on duty. That’s a lot of work – and also leaves a lot of room for costly human errors.

In the event of a DOT audit, if the auditor determines that the supporting documents don’t match the driver’s log but see that it was an honest mistake, you could still incur a $1,000 fine. However, if the auditor shows that the inconsistency was intentional, the fine could go as high as $16,000 per violation.

To avoid these kinds of penalties and eliminate the headache of manually matching electronic drivers’ logs with supporting documents, fleet operators can take advantage of the RAIR® hours of service (HOS) tracking system.

The RAIR HOS tracking system pulls in driver data, such as fuel charges, from integrated partners such as Electronic Fund Source (EFS) and automatically compares the transaction records with the electronic drivers’ logs to ensure the information corresponds. The information can be used as proof of HOS compliance and also to identify drivers who may be in need of coaching.

New mandates and regulations will always present new challenges within the industry, but fortunately there are ways to relieve some of the burden. By making plans to address Phase 2 of the ELD mandate now, you can start 2017 with one less thing on your plate.


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