Everything Carriers Need to Know About ELDs
Love them or hate them, ELDs are here to stay. Since their introduction into the Federal Motor Carrier Safety Regulations (FMCSRs), the ELD requirements has been a hotly debated topic. Regardless of you how you feel, obtaining and using an ELD is a crucial requirement for the majority of new carriers.
Failing to comply means serious repercussions for your operations, so we’ve put together the most important information you need to know before your trucks hit the road.
What is an ELD and Who Needs One?
An Electronic Logging Device (ELD) is a piece of technology that automatically records a driver's Record of Duty Status (RODS) and Hours of Service (HOS) information. Essentially, it replaces the traditional paper logbooks, providing a more accurate and reliable way to track a driver's working hours, breaks, and other necessary data. Typically, they are a device that is installed in the vehicle, connecte
So, who needs an ELD? Well, these days, most everyone. Generally, if the vehicle meets the FMCSA’s definition of a commercial vehicle, an ELD will need to be installed, and the driver of the vehicle is subject to the relevant HOS & ROD requirements.
While the FMCSAs mandate specifically applies to Interstate operations, nearly every state has adopted the requirements for Intrastate operations as well - though some states may not require an ELD unless it requires a CDL to operate. It’s best to check with your state directly for information on their intrastate requirements, or get in touch with us and we can help determine whether or not you’ll need an ELD.
Exemptions to the Rule
Specific exemptions exist to the ELD requirements if you meet a few different criteria. However, even if you fall under a specific exemption, you may still elect to use an ELD for their ease of use or for your own internal purposes. Exemptions to the ELD ruling include:
Paper-logging can be used in lieu of an ELD if you meet any of the following criteria:
Records of duty are not necessary for more than 8 days within a 30-day period
Vehicle is older than 2000
Drive/Tow-Away operations when the vehicle being delivered is the commodity itself
Drive/Tow-Away operations when the vehicle being transported is a motor home or RV trailer
Time-Records (start & stop time sheet) can be used if you meet one of the short-haul exemptions:
Vehicle requires a CDL, does not travel more than 100 miles from the place of business, and the driver departs from and returns to the normal work-reporting location each day without exceeding 14 hours on-duty.
Vehicle does not require a CDL, does not travel more than 150 miles from the place of business, and the driver departs from and returns to the normal work-reporting location each day without exceeding 14 hours on-duty.
If operating under one of these exemptions, it’s important to keep track of what exemption applies, the regulatory code it falls under, and the covered vehicles & drivers that it pertains to.
Where to Get Your ELD
When it comes to choosing an ELD solution, there’s a variety of solutions available. However, the ELD you choose must be on the approved list managed by the FMCSA. The FMCSA updates this list every so often if an ELD provider or their device fails to meet the requirements, so it’s important to ensure the device you select is approved, and check regularly for any announcements of devices that have been removed by the FMCSA.
We highly recommend Motive for their ELD & other Fleet Management Solutions. Having worked with thousands of carriers through safety audits, corrective action plans, and IFTA quarterly filings, we often work with ELDs, their software, and the companies that provide them. Motive consistently provides the best experience when it comes to transferring data, accessing logs, and working with customer support when help is needed.
While ultimately the choice is yours when it comes to deciding on an ELD solution for your operation, keep in mind this is a device that you’ll be interacting with daily, and is crucial for passing any audits or inspections that come your way, so throwing darts at the wall is probably not the best method for choosing the ELD that’s right for you.
To view more information & get pricing for Motive’s ELD solution, click here.
What to Do Once Your ELD is Installed
Once your ELD is installed, there are some steps that will need to be completed to ensure that your device is set up correctly, your driver’s information has been entered, and that there are no surprises waiting for you when you’re asking to provide your logs. This will depend on the specific ELD model you’ve chosen, but in general, you should ensure the following protocols are in place before putting your vehicles on the road.
Driver Training: This is paramount. Ensure all your drivers are thoroughly trained on how to use the ELD. This includes logging in, changing duty statuses, understanding warnings, and performing data transfers during inspections.
Fleet Manager Training: Fleet managers need to understand how to access and interpret the data provided by the ELD system. This includes monitoring HOS compliance, tracking vehicle locations, and generating reports.
Regular Monitoring: Establish a routine for fleet managers to regularly review driver logs and other ELD data. This proactive approach helps identify potential HOS violations before they become an issue.
Data Backup and Retention: Understand your ELD provider's data backup policies. While most reputable providers handle this automatically, it's good to be aware of how your data is secured and how long it's retained, as per FMCSA requirements.
Once again, choosing the right ELD provider can help tremendously here. Working with a provider like Motive who provides ample training material and setup instructions can be hugely beneficial.
Other Important ELD Facts and Malfunction Protocol
Beyond daily operation, there are a few other critical aspects of ELDs that every carrier should be aware of:
ELD Malfunctions: What happens if your ELD stops working? The FMCSA has clear guidelines for ELD malfunctions:
Record HOS Manually: Drivers must revert to paper logs (or other compliant manual methods) to record their HOS for the day of the malfunction and for up to 8 days thereafter.
Notify the Carrier: The driver must notify their carrier of the malfunction within 24 hours.
Repair or Replace: The carrier must repair, replace, or have the ELD serviced within 8 days of discovering the malfunction, or sooner if required by the FMCSA.
Keep Records: Both the driver and the carrier must retain the manual logs until the ELD is back in service.
Driver Harassment Protection: ELD systems are designed with features to prevent driver harassment from carriers based on their HOS data. Drivers should be aware of these protections.
Data Transfer during Inspections: Drivers must be able to electronically transfer their ELD data to a safety official upon request during a roadside inspection. The ELD typically offers several options for this, such as email, USB, or Bluetooth.
Calibration and Maintenance: While ELDs are generally low-maintenance, ensure they are periodically checked for proper calibration and that any necessary software updates are applied.
Lingering Questions?
Hours of Service, Records of Duty, Electronic Logging Devices; they’re all some of the most misunderstood regulatory requirements, especially for new carriers entering the industry. Just because they can be hard to wrap your head around, it doesn’t make them any less important when your safety auditor comes knocking. Don’t take risks when it comes to your operation’s compliance with these requirements.
For any lingering questions or concerns you may have about HOS, ROD, or ELD, give us a call.