DOT ELD compliance solutions

ELD is an acronym for “electronic logging device.” ELDs automatically sync with a commercial motor vehicle’s engine to track and record driving time, hours of service (HOS), engine run times, vehicle movement and location, and miles driven.  

Per the Federal Motor Carrier Safety Administration (FMCSA), “Electronic logging devices (ELDs) are intended to create a safer work environment for drivers of commercial motor vehicles, and make it easier and faster to accurately track, manage, and share data on driving and off-duty time.”
 
ELDs must comply with specific technical specifications as defined by the FMCSA. To be compliant, all ELDs must be manufacturer certified and registered with the FMCSA. A smartphone or other wireless device can qualify as an ELD if it meets the ELD rule technical specifications.

The “Moving Ahead for Progress in the 21st Century” bill, or MAP-21, was signed into law in July 2012. That bill provided billions in government funding for surface transportation programs and included a provision requiring the FMCSA to develop an ELD mandate.

In December 2015, the FMCSA rolled out the ELD Mandate in two phases of enforcement: 

• By December 18, 2017, fleets subject to the rule must use either a certified ELD or automatic onboard recording device (AOBRD) to record HOS
• By December 16, 2019, fleets subject to the rule must use only ELDs

The rule also set ELD performance and design standards, defined the mandatory HOS records of duty status (RODS) documents for truck drivers and carriers, and prohibited harassment of drivers based on ELD reports.

ELD requirements apply to all commercial motor vehicles involved in interstate commerce when operated by drivers required to keep RODS. The rule applies to property or passenger carrying when operating in the United States regardless of nationality, point of origin, or where the driver time or on-duty was accrued.

The ELD mandate has some limited exceptions, including:

• Drivers who operate under the short-haul exceptions
• Drivers who use paper RODS for no more than 8 days out of every 30-day period
• Drivers who conduct driveaway or towaway operations, as long as the vehicle is part of the shipment
• Drivers of vehicles manufactured before 2000

ELD compliance dictates that a motor carrier must retain RODS data for 6 months. A back-up copy of electronic log data is mandatory for potential inspection and must be stored separately from the original data. Finally, companies must ensure driver privacy when retaining ELD records.

If you manage a fleet, by now you're well aware of one of the most widely-adapted DOT regulations: electronic logs. This regulation was passed due to numerous studies establishing that mental fatigue and physical exhaustion are a byproduct of long-distance commercial transports. These studies found if a driver was behind the wheel for extended periods, the probability of a collision drastically increased. This made it clear that an update to ELD compliance was desperately needed.

As the rates of highway accidents increased, with one of the causes being drowsiness, regulators put mandates into action. To combat driver fatigue, FMCSA sought to implement greater restrictions on HoS and DOT e-log requirements. The increases in e-log compliance efforts were an attempt to reduce the human error that is frequently seen in old paper logbooks. With DOT electronic logs, the accuracy of the log is improved.

After the mandate was enacted, many companies hurried to find the best ELD compliance systems to replace their out-dated paper systems.

ELD compliance is the adherence to the ELD mandate by commercial driving companies that were required to maintain HOS records and required to keep record of duty status (RODS). Fleet companies and commercial drivers needed to find suitable ELD compliance solutions. As such, Lytx has created ELD compliance software and DOT compliance services that help drivers stay not only compliant, but safe.  

The drivers and vehicles that need to be ELD compliant are:

• CMV motor carriers and drivers who keep RODS
• Vehicles in excess of 5 tons
• Vehicles that can transport hazardous material
• Passenger vehicles for 8+ or 15+ passengers 

There are exemptions to the rule. The following don’t need to adhere to ELD compliance:

• Drivers of vehicles that were manufactured before the model year 2000 (per the vehicle registration)
• Drivers on a timecard who operate under the short-haul exceptions
• Drivers who utilize paper RODS 8 days or less out of every 30-day timeframe
• Drivers who perform drive-away/tow-away operations

More information on exemptions in this article: ELD Exemptions Explained

Staying compliant with DOT e logs is now easier than ever with Geotab’s Cloud ELD. With a mobile-friendly electronic logging solution, your drivers don’t need to risk inputting the hours incorrectly on a paper log and can get on the road quicker.

Electronic logs allow your business to swiftly generate and send reports, saving you valuable time. Having ELD compliance solutions allows your drivers to process through roadside inspections efficiently. 

Drivers stopped for inspection only need to know what transfer method they use. They will answer either ‘local,’ which makes use of USB or Bluetooth data transfer, or ‘telematics,’ which is a wireless transmission. 

In the instance the officer requests a method that the driver is not familiar with, they can refer to the Transfer Guide (one of the three mandatory documents mentioned earlier).

If your ELD software doesn’t support the requested method, or there is a fault, the ELD manual will provide a secondary means of relaying log data. The data will either come through as an on-screen display or as a printout. The secondary option falls within the guidelines of the ELD mandate.

Make sure the driver communicates and error that occurs to the carrier in writing. The carrier can then contact the ELD provider or reseller.

To ensure that your DOT e-logs and devices are in order, here are some tips to help commercial drivers stay ELD compliant:

Ensure you have the necessary ELD documents

To ensure ELD compliance, you need to have three required ELD documents on hand, either physically or digitally, and backup paper logs.

The required documents include the Transfer Guide, ELD manual, and a Malfunction Guide. You will also need to have a minimum of eight days worth of blank paper log sheets in the cab. These can be used as a backup system in case your ELD malfunctions or stops working.

Check to see that your ELD is working properly

Before you start work, you’ll want to ensure that your ELD device is functioning properly. If the device uses a cord, is it plugged in where it needs to be? Is there a light that’s normally supposed to be on that isn’t? If you’re using a smartphone ELD, make sure the battery is completely charged.

If you suspect that the ELD is malfunctioning in any capacity, it’s best to notify your carrier in writing. Having a claim documented in writing will help safeguard the driver if the device stops working. 

Carriers should also report any defects or faults in the ELD to the provider as soon as an issue arises.

Check your driver ELD interface

One of the requirements from the ELD mandate is that your ELD interface device must be mounted (within the parameters of the state) and in line of sight. If your driver interface device is your mobile phone or tablet, then you’ll need to have this legally mounted. Otherwise, you might receive a citation for non-compliance.