Tuesday, July 14, 2015

Supporting Documents


Hello Everyone,

We have been struggling to get everybody to turn in at least one supporting document for each log that shows driving. FMCSR 395.8(k)(1) states ”Each motor carrier shall maintain records of duty status and all supporting documents for each driver for a period of six months from the date of receipt.” At this time we are only asking for one supporting document a day, we’ll worry about all supporting documents later. We need to get on board with complying with this regulation.

Starting August first any logs that show drive time that do not have a supporting document of some type shall not be processed. It will be returned to the driver through the files in in the driver room and if the driver has logs missing that are more than thirteen days old the driver will be locked until the logs are turned in satisfactorily.

Tom Gibson
Synergy RV Transport
574-537-1860 x 119

Notice how the supporting document, an ATM receipt, shows that the driver was in Goshen at 3:21 PM Eastern time, just like his log says.

FMCSR 49 CFR 395.8 : "(k) Retention of driver's record of duty status. (1) Each motor carrier shall maintain records of duty status and all supporting documents for each driver it employs for a period of six months from the date of receipt."

75 Federal Register 32984, June 10, 2010 : According to DOT enforcement personnel, "Supporting documents are the records of the motor carrier which are maintained in the ordinary course of business and used by the motor carrier to verify the information recorded on the driver’s record of duty status. Examples are:
  • bills of lading,
  • carrier pros,
  • freight bills,
  • dispatch records,
  • electronic mobile communication/tracking records,
  • gate record receipts,
  • weight/scale tickets,
  • fuel receipts,
  • fuel billing statements,
  • toll receipts,
  • toll billing statements,
  • port of entry receipts,
  • cash advance receipts,
  • delivery receipts,
  • lumper receipts,
  • interchange and inspection reports,
  • lessor settlement sheets,
  • over/short and damage reports,
  • agricultural inspection reports,
  • driver and vehicle examination reports,
  • crash reports,
  • telephone billing statements,
  • credit card receipts,
  • border crossing reports,
  • custom declarations,
  • traffic citations,
  • overweight/oversize permits
  • traffic citations. Supporting documents may include other documents which the motor carrier maintains and can be used to verify information on the driver’s records of duty status."

FMCSR 49 CFR 395.8(k)(1);
FMCSR 49 CFR 395.8 Guidance Question 10
75 Federal Register 32984, June 10, 2010

5 comments:

  1. There is no specific federal law that requires a driver to turn in a supporting document with each log that shows driving. This is company policy only. Supporting documents are usually provided by the carrier. No other company has this policy.

    ReplyDelete
  2. The specific regulation does not indicate which documents must be used, only that all documents the company uses in its compliance plan must be turned in. You are correct, in that we choose to only require one, as we feel it is sufficient to satisfy this requirement.

    ReplyDelete
  3. Replies
    1. Absolutely! Anything that proves where you were and when you were there works!

      Delete
  4. so what do you want for a driver that has to take a half hour break , that is required by law after 8 hours . that is sitting some place to wait it out.

    ReplyDelete