ELD Compliance Checklist: Smart Fleet Management

ELD Compliance Checklist: Smart Fleet Management

ELD Compliance Checklist

Are your trucking company and fleet compliant with the electronic logging device (ELD) mandate? ELD compliance affects the daily operations of truckers and motor carriers, as well as manufacturers of GPS tracking technology.

The electronic logging device mandate is now law, so ELD compliance is a primary concern of the trucking industry. The federal compliance mandate affects daily operations within the industry, including manufacturers of GPS tracking devices, drivers, and motor carriers.

Each role has ELD compliance guidelines, and everyone has the responsibility to understand what’s required for them to stay on the right side of the law.

Compliance Checklist for Motor Carriers

Motor carriers bear the brunt of the burden when it comes to compliance with the ELD mandate because they purchase equipment and implement the systems required to support it.

Here are some important steps for motor carriers to follow when working toward ELD compliance:

  • Understand the requirements of the new ELD rules and identify whether any exemptions might apply to your business.
  • Double-check the deadlines for compliance.
  • Choose a manufacturer from the Federal Motor Carrier Safety Administration’s list of certified ELD providers that meet the United State’s ELD legal requirements.
  • Create user accounts for drivers, administrative staff, supervisors and other users.
  • Develop processes and training for drivers and all workers affected by the ELD rules. You’ll need to implement systems that enable drivers to submit the appropriate documentation and retain those documents. And you’ll need to develop guidelines for operating the devices, and troubleshooting them, should they malfunction.
  • Provide training on how to use ELDs for hours-of-service (HOS) reporting.
  • Supply drivers with the following documentation to keep in their vehicles: an ELD user manual, an instruction sheet for transferring HOS records, instructions on reporting ELD malfunctions and record-keeping, and an 8-day supply of paper tracking forms, in case of a malfunction.
  • Implement storage infrastructure to properly maintain ELD records and supporting documents. Carriers can maintain up to 8 documents per day for each driver and must store these documents along with ELD data for at least 6 months. Data must be backed up and securely stored to protect driver privacy.
  • Understand and remain compliant with guidelines for harassment and coercion. It is unlawful to use information from an ELD to pressure a driver into taking action that results in an HOS violation, or to drive when fatigued or ill.

 

Compliance Guidelines for Truck Drivers

ELD compliance for truck drivers is more streamlined, and you’ll notice some overlap with the guidelines for motor carriers.

  • Determine whether you qualify for an ELD exemption and understand the timeline for compliance so you can plan accordingly with your motor carrier.
  • The ELD mandate protects you from harassment and coercion. Your carrier may not harass, pressure, or threaten you into violating HOS requirements using information gleaned from your ELD compliance reporting. Any attempt to do so must be reported to the National Consumer Complaint Database within 90 days.
  • Learn the ins and outs of your ELD. You will be able to log in, respond to unassigned driving hours, record duty status changes, edit and certify records, access your records of duty service (RODS) data, review and understand ELD printouts and display information, transfer ELD data to inspectors or law enforcement by email or Bluetooth, report ELD malfunctions; and identify, correct or report data diagnostic issues.
  • Load your vehicle with the required documents: a user manual for your ELD, an instruction sheet for transferring data to safety officials, instructions on how to keep paper logs in case of a malfunction, and an 8-day supply of paper logs in case one occurs.
  • Submit all supporting documents generated through your ELD to your motor carrier within 13 business days.

All motor carriers and drivers must follow the ELD’s rules. This compliance checklist will help ensure roads remain safe. Have questions about your ELD or fleet management software? Speak to a fleet advisor to learn more.