February 2007 Commercial Vehicle Drivers Hours of Service Module 24: Daily Log Audits.

February 2007

Commercial Vehicle Drivers Hours of Service

Module 24: Daily Log Audits


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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Module 24 - 3

What will I learn in this module?

Motor carrier responsibilities Daily log audit

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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


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


Module 24 - 6

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


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


Module 24 - 8

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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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


Module 24 - 10

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


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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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


Module 24 - 13


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


Module 24 - 14


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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Module 24 - 15



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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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


Module 24 - 17



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


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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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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


Module 24 - 20



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)


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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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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


Module 24 - 23



Arranges and identifies daily logs, worksheets and supporting documents alphabetically by driver

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