february 2007 commercial vehicle drivers hours of service module 24: daily log audits
TRANSCRIPT
February 2007
Commercial Vehicle Drivers Hours of Service
Module 24: Daily Log Audits
Commercial Vehicle Drivers Hours of Service
Module 24 - 2
Motor carriers and Carrier Services Investigators monitor driver compliance with the Regulations using daily log audits
What are the motor carrier’s responsibilities?
What is a daily log audit?
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Commercial Vehicle Drivers Hours of Service
Module 24 - 3
What will I learn in this module?
Motor carrier responsibilities Daily log audit
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Commercial Vehicle Drivers Hours of Service
Module 24 - 4
What are the motor carrier’s responsibilities? Distribute and keep daily logs Prevent daily log tampering Monitor driver compliance with
Regulations Produce daily logs and supporting
documents for inspection
Commercial Vehicle Drivers Hours of Service
Module 24 - 5
Distribute and Keep Daily Logs
Deposit daily logs and supporting documents at its principal place of business within 30 days after receiving them from driver
Keep daily logs and supporting documents in chronological order for each driver for a minimum of 6 months
Commercial Vehicle Drivers Hours of Service
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Prevent Daily Log Tampering
No one can alter a daily log, electronic log or scanned log
If Safety Officer finds an error on a daily log and wants to “correct” a log, officer must copy log and edit the copy
Cannot alter original record because it is a legal document
Commercial Vehicle Drivers Hours of Service
Module 24 - 7
Monitor Driver Compliance with the Regulations Motor carriers are liable for actions of their
employees even if the carrier contends that it did not require or permit violations to occur
Neither intent to commit, nor actual knowledge of a violation is a necessary element of liability
Commercial Vehicle Drivers Hours of Service
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Monitor Driver Compliance with the Regulations Carriers “permit” violations of Regulations
by their employees if they fail to have management systems in place that effectively prevent such violations
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Commercial Vehicle Drivers Hours of Service
Module 24 - 9
Monitor Driver Compliance with the Regulations Motor carrier needs to conduct internal
daily log audit Verify that all drivers have a record for all
calendar days Check all drivers to ensure that drivers
apply the Regulations to all roads, both public and private (forestry roads), as well as waterways (ferries) in Canada
Commercial Vehicle Drivers Hours of Service
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Monitor Driver Compliance with the Regulations Check all drivers for all form and manner
compliance (i.e., name, date, etc.) Check all drivers in detail at least once a
year for fatigue-related violations (i.e., driving over hours, two logs for 1 day, false logs, etc.)
Have written policies in their Safety program
Commercial Vehicle Drivers Hours of Service
Module 24 - 11
Produce Daily Logs and Supporting Documents for Inspection
Motor carrier must make available for inspection:
Daily logs, supporting documents and other relevant records
Any permit under which the driver is operating or has been operating
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Commercial Vehicle Drivers Hours of Service
Module 24 - 12
Produce Daily Logs and Supporting Documents for Inspection
Investigator will do the following: Immediately return permit (if current permit) Give carrier a receipt for any expired permit as
well as daily logs, supporting documents and other relevant records
Return expired permits, daily logs, supporting documents and other relevant records within 14 days after receiving them
Commercial Vehicle Drivers Hours of Service
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What is a daily log audit?
Process for testing accuracy and completeness of information contained in a driver’s daily logs
Carrier Services Investigators conduct daily log audits and issue reports on results of the audit
Commercial Vehicle Drivers Hours of Service
Module 24 - 14
What is a daily log audit?
Carrier Services Investigator performs the following activities:
Consults with Manager of Investigations prior to audit start
Recognizes that audit is not a one- or two-day process
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Commercial Vehicle Drivers Hours of Service
Module 24 - 15
What is a daily log audit?
Carrier Services Investigator performs the following activities:
Confirms motor carrier’s full legal name, motor vehicle identification (MVID) and National Safety Code (NSC) identification details
Gathers all available data on carrier history Establishes game plan prior to meeting with
carrier
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What is a daily log audit?
Carrier Services Investigator performs the following activities:
Provides motor carrier with a detailed description of audit process
Ensures that carrier understands that charges may be laid or an Administrative Penalty may be levied as a result of audit
Commercial Vehicle Drivers Hours of Service
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What is a daily log audit?
Carrier Services Investigator performs the following activities:
Follows established document sampling procedures
Does not take a sample that will require use of carrier’s current accounting records as this may disrupt carrier’s business too much
Commercial Vehicle Drivers Hours of Service
Module 24 - 18
What is a daily log audit?
Carrier Services Investigator performs the following activities:
Does not demand records and supporting documents to which investigator has no right
Obtains MVID and Operator’s licence of all drivers sampled
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Commercial Vehicle Drivers Hours of Service
Module 24 - 19
What is a daily log audit?
Carrier Services Investigator performs the following activities:
Copies two sets of daily logs, one clean copy initialed and dated for court purposes and second for notes, to accompany investigator’s final report and audit report for carrier’s review
Tests to see if logbook entries look reasonable
Commercial Vehicle Drivers Hours of Service
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What is a daily log audit?
Carrier Services Investigator performs the following activities:
Completes “Driver's Hours of Service Worksheets” (Complete Hours of Service in Audit section of ARC Program), one for each driver reviewed
Investigator submits these worksheets with Audit report (Complete Audit Report in ARC Program)
Commercial Vehicle Drivers Hours of Service
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What is a daily log audit?
Carrier Services Investigator performs the following activities:
Identifies on worksheet, all hours worked and violations identified
Uses same violation guidelines contained in ARC Audit Manual
Calculates all daily, work shift and cycle violations
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Commercial Vehicle Drivers Hours of Service
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What is a daily log audit?
Carrier Services Investigator performs the following activities:
Checks off form and manner violations by exception (i.e., marks those items missing on each daily log)
If investigator finds a work shift violation, investigator notes shift start and end times adjacent to dates involved
Commercial Vehicle Drivers Hours of Service
Module 24 - 23
What is a daily log audit?
Carrier Services Investigator performs the following activities:
Arranges and identifies daily logs, worksheets and supporting documents alphabetically by driver