ELD tips for drivers: going from paper logs to electronic
Read this helpful guide with essential ELD tips for truck drivers, including what to do before, during, and after your workday.
With the electronic logging device (ELD) mandate in full swing, many truck drivers are just now getting used to a new routine involving electronic logs. Drivers will find that some scenarios play out very differently in the ELD world compared to the old days of paper logs. If this is you, here are some ELD tips to make your life easier.
In many cases, it’s sufficient to annotate logs and have a good explanation for a potential issue, but you can lower your risks if you know what to look out for. This way you can prevent a majority of issues or discrepancies with your electronic logs before they become a compliance violation.
This blog post explains some of the common pitfalls for drivers and provides information to help fleets make the switch from paper to electronic logging.
Before you start driving
1. Ensure your device functions correctly.
Check that your ELD functions correctly. In the case of portable or phone ELD devices, check that the battery is fully charged.
If you have any questions about whether your device is working correctly, report it to your carrier and put it in writing if possible.
Putting it in writing gives you proof that you brought the issue to the attention of your carrier, in the event that it becomes a malfunction later.
Similarly, owner-operators should report immediately in writing to the ELD provider/reseller.
2. Verify ELD documentation is accessible.
Ensure you have the three required ELD documents in the cab/accessible electronically:
- Transfer Guide
- ELD Manual
- Malfunction Guide
Your ELD manufacturer should have these documents available.
3. Keep backup paper logs on board.
Ensure you have at least 8 days worth of blank paper logs on hand in case of an issue with your ELD.
These four elements (the three ELD documents listed above and additional blank paper logs) are required to be onboard at all times.
You may be in violation if you do not have them available.
4. Check the driver interface and placement.
Lastly, make sure your driver interface (the screen you use to enter RODS, view time remaining, etc.) is mounted to the vehicle and in line of sight, while also maintaining compliance with other state rules such as no windshield mounting. Keeping the ELD device appropriately mounted and in line of sight is an ELD requirement.
If you use a portable tablet/phone device, ensure you have a mount for it, as officers can cite you if it is not secured while being used as part of your ELD solution.
Starting the workday
For most drivers operating on a ruleset that includes a consecutive workday (i.e. the 60 hr/7 day or 70 hr/8 day set), the first ON duty log that appears after your 10-hour break starts your consecutive workday. It’s extremely important to note that this consecutive workday ticks down from 14 hours regardless of any other log that comes after it.
To explain further:
The ELD rule: If you start your day with an automatic DRIVE or ON log due to moving your vehicle while assigned to it, there is no way to edit this and stop your workday from ticking down.
Moves to watch out for: If you need to drive your vehicle to start your day, double check that you can actually work that particular day and should be starting the vehicle. An example could be that you need to drive the truck across the yard to hook up to a trailer or drive the vehicle to get loaded at a customer’s lot. If you get to the trailer lot or to the customer, and the trailer or the load is not available, there is no way to stop your consecutive day clock.
The solution: Ensure you are calling ahead to your loading point or checking that all of your assets are ready to go before moving the vehicle.
Important to note: If you go to ON duty manually, and then realize you need to wait for an asset to arrive or for whatever reason need to stop your consecutive day, you may edit the ON duty log to OFF (with appropriate annotation) which will reset your workday. Also, recall that Yard Move status is still recording automatic movement — so using Yard Move at the beginning of the day while the vehicle moves will also trigger your day to start.
During the workday
Adding shipping information
After you have picked up a load/trailer etc., it is important to update the shipping information in your ELD. This must be included on your logs in the relevant shipping section, as it is sent to the FMCSA when transferring logs. Remember to keep this section updated during the day as you pick up and drop off as well.
See the manual of your ELD for more information.
Moving the truck during rest
We know many drivers face a lack of parking for rest. Many drivers have to shuffle their vehicles around at rest stops to accommodate other vehicles, security, etc. Moving the vehicle without appropriate action can result in a DRIVE status interrupting a 30-minute break, or worse, a 10-hour break.
The ELD rule: 30 minutes of consecutive “OFF” duty satisfies the 30-minute break every 8 hrs rule, while 10 hrs of uninterrupted OFF duty satisfies the workday reset rule. An ON duty or DRIVE log will reset the rest time to begin at the end of the ON/DRIVE log.
Moves to watch out for: If you are taking a break (either 30 minute or 10 hrs) and you need to move the vehicle to a different parking spot or move it for any reason, you need to make sure the vehicle doesn’t put you into ON duty or DRIVE.
The solution: You must choose Personal Use prior to moving the vehicle. This will keep you in OFF duty status and will NOT affect the consecutive rest. Remember to annotate the log appropriately and put yourself back into OFF duty when the move is done. Also, only use this if the movement is considered personal (i.e. not for the benefit of the carrier).
Important to note: Leaving Personal Use ON while at a truck stop or rest stop is OK to do. The system will prompt you at each ignition as to whether you want to stay in Personal Use as a default. Just remember to answer this prompt with “No” to revert back to normal mode when you are back on the clock and working for your carrier.
If you are asked to show your logs during a roadside inspection, your first action should be to ask the officer what method of transfer they support.
Some states may support both transfer mechanisms as described by the ELD mandate:
- “local” — which is a USB or Bluetooth transfer
- “telematic” — wireless transfer through the ELD provider and email
However, it is far more likely that they will support only one. The telematic transfer is emerging as the method of choice for many jurisdictions.
If your ELD supports the method of transfer requested, follow the instructions in the Transfer Guide (which is a required document to be in your cab) to transfer the logs electronically to the officer.
Two important notes on transfers and errors:
- If your ELD does NOT support the option the officer requests OR fails to transfer the logs for any reason (error due to missing information, no cellular connection, or any other issue), then refer to your ELD manual for instructions on the secondary option, which will be an on-screen display or printout (on-screen display is the more common method). Follow the instructions to show the officer the display on your device or the printout. This backup option is compliant with the mandate and you cannot be cited for using it, if the primary transfer method fails.
- If the ELD gives you an error during transfer, make note of the display, as most ELD systems will note what went wrong — and in the case of missing or incorrect information, you will want to let your carrier’s administration know so that it can be fixed. Something as small as a DOT number containing an improper character (like a dash) can stop the transfer from occuring.
Ending the workday
Complete your final bit of work while still in ON duty (post trip DVIR, paperwork, etc.) and then switch to OFF duty when you have completely finished. Log out of the ELD if the vehicle may be driven by another employee or person while you are OFF duty to minimize any chance of HOS logs being attributed to you by accident.
Important to Note: If you are OFF duty, but need to move the vehicle, again remember to use the Personal Conveyance feature of the ELD (you will need to be logged in to do so).
Keep your ELD top-of-mind
With electronic logging, it’s important to protect yourself as a driver by staying on top of your device and understanding how it functions and why. By doing so, you’ll help keep yourself and your carrier out of hot water, as well as get the most out of this new age of electronic logging.
While Geotab recognizes our place as a self-registered ELD manufacturer and provider and we will answer questions regarding those Hours of Service (HOS) ruleset options we provide, neither Geotab nor any of its employees, officers or agents can offer legal advice to any resellers or customers concerning which HOS ruleset(s) or exemption(s) may apply to any particular situation. Please contact your local DOT department or refer to the FMCSA website at https://www.fmcsa.dot.gov/ for questions Geotab is unable to answer.
If you liked this post, let us know!
Kyle Dodsworth, Solutions Specialist Team Lead, helps fleets maintain compliance with transport regulations and improve their bottom line through technology.
Geotab's blog posts are intended to provide information and encourage discussion on topics of interest to the telematics community at large. Geotab is not providing technical, professional or legal advice through these blog posts. While every effort has been made to ensure the information in this blog post is timely and accurate, errors and omissions may occur, and the information presented here may become out-of-date with the passage of time.
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