Category: Uncategorized

What Can Trigger a DOT Audit?

Background

The Federal Motor Carrier Administration (FMCSA) is the agency tasked with developing and enforcing safety regulations to reduce crashes, injuries, and fatalities involving commercial motor vehicles. These regulations provide minimum standards for motor carriers and drivers and are believed to reduce crashes and improve safety.

In partnership with local, state, other Federal agencies, FMCSA holds motor carriers accountable to these standards, although motor carriers should have policies and procedures in place that rise above the minimum standards.

Following the Federal Motor Carrier Safety Regulations (FMCSRs) is important for several reasons. This article focuses on what can trigger selection for a DOT audit and how to reduce the likelihood of selection.

Monitoring Motor Carriers

The FMCSA measures motor carrier performance with the intent of identifying those carriers that pose a safety risk and intervening with them to correct safety deficiencies under the enforcement program called Compliance, Safety, and Accountability (CSA).

The tool that the FMCSA uses to quantify motor carrier compliance and on-road performance is the Safety Measurement System (SMS), which assesses motor carriers and groups data into seven Behavior Analysis and Safety Improvement Categories (BASICs):

  • Unsafe Driving
  • Crash Indicator
  • Hours-of-Service Compliance
  • Vehicle Maintenance
  • Controlled Substances/Alcohol
  • Hazardous Materials Compliance
  • Driver Fitness

Several things go into the SMS scoring that we will not cover here, but the end result is a “CSA score” in each of the BASICs listed above. It is vital for motor carriers to monitor these scores because they are the main trigger for Department of Transportation (DOT) audits.

Measures and Events as Triggers for Audit

The majority of reasons for a DOT audit are related to CSA scores and violation data in the SMS. A few examples include:

  • A high score in one BASIC category will be flagged in the SMS system and will trigger an intervention, which could be a warning letter, or a notice of a compliance review.
    • Scores over threshold in 2 or more BASICs will typically result in an audit.
  • The severity of safety violations.
    • There are sixteen violations noted as “red flag” violations, which are considered egregious and will draw more attention than other, less severe, violations.
    • A high percentage of out-of-service violations, resulting in a ranking over the national average can also result in an audit.
  • Number of DOT-recordable crashes.
    • A high accident rate will trigger an audit that will be focused on crash, unsafe driving, and management controls around preventing crashes, but as the audit progresses it can branch into other areas as well.

Other Triggers Resulting in Audit

While the main reasons for a DOT audit come from CSA scores within the SMS, other events can also trigger DOT audits.

Safety Complaints

Complaints can come from various sources and will trigger audits if DOT deems them credible.

  • Disgruntled drivers
    • Reroutes or other changes in work schedule or pay can cause frustration, and even if regulations are being followed, a complaint call to DOT may be the result.
    • Drivers being asked to ignore regulatory requirements often call DOT – they do not want to lose their license or be flagged in the CSA system as an unsafe driver because of their employer’s actions.
  • Other company employees
    • Dispatchers, supervisors, and any others that are concerned about lack of management controls may ask DOT to investigate.
  • Motoring public
    • Citizens that observe perceived or real unsafe behavior on the road by commercial drivers may register a complaint that triggers contact from DOT.

Serious Accidents

Fatalities are typically the type of accident that will trigger an audit, but a serious accident without a fatality can also be a trigger.

  • These audits may be focused initially but may branch into other areas as the auditor reviews the carrier data and safety management controls.

Previous Audits

Unsatisfactory results of a prior audit may trigger the next audit.

  • Failing a new entrant audit
    • The motor carrier will be required to show that deficiencies have been resolved to be allowed to maintain operating authority.
  • Conditional rating on a compliance audit
    • The motor carrier will have a specified amount of time to resolve issues or operating authority will be revoked.
  • Lack of improvement since the last audit
    • If a Satisfactory rating is granted on an audit, but CSA scores remain high over time, another audit can be triggered to ensure improvement since the last audit.

How to Reduce the Likelihood of an Audit

Some ways to reduce audit exposure are to:

  • Have policies and procedures in place that exceed the minimum regulatory requirements and consistently follow them;
  • Maintain best practices and be a leader in the industry;
  • Keep good safety management controls in place that train and hold everyone accountable (drivers, supervisors, and managers);
  • Continuous monitoring of systems and data that comes from those systems to identify breakdowns that need to be addressed before a crash or violation occurs.

Even if you do everything right, you may still be selected for an audit, but if you maintain a high level of accountability to the FMCSRs and company policies and practices, it will ensure that you are poised to pass the audit and keep your operating authority.

Fleetworthy Solutions provides services to help you meet and go beyond the minimum regulatory requirements and be prepared for any audit that may come your way. We can also help assess your current audit-readiness by conducting a Mock DOT Audit, conducted according to the DOT audit criteria, which will determine how you would fair in an audit conducted by DOT.

About Fleetworthy Solutions

Fleetworthy Solutions, Inc. provides DOT safety and regulatory compliance services to commercial fleets that take them Beyond Compliant. Fleetworthy combines exceptional client service, advanced technologies, and more than 35 years of transportation industry expertise to make sure that drivers and assets are truly fleet worthy. The company helps private fleets, for-hire carriers and third-party logistics companies of all sizes surpass compliance of federal, state, and local regulations and streamline processes to reduce costs and mitigate risks.

Contact Fleetworthy Solutions with any questions at (608) 230-8200 or email us at info@fleetworthy.com

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Helpful Information Regarding the FMCSA Hours of Service Rules

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The Federal Motor Carrier Safety Administration (FMCSA), a stand-alone Department of Transportation (DOT) agency, has developed a detailed set of rules designed to keep roads safe by ensuring drivers limit the long hours they spend behind the wheel. These Hours of Service regulations apply to all DOT regulated commercial motor vehicle operators in the US.  If you are worried about navigating FMCSA’s regulations and ensuring you are taking the right exemptions, you are not alone; let us help you easily adhere to DOT Regulations.

Why Does the DOT Regulate Hours of Service?

The Department of Transportation (DOT) regulates hours of service to help reduce the number of traffic accidents that result from driver fatigue. These regulations apply to long-haul and short-haul commercial drivers, as well as city and school bus drivers. HOS regulations limit the number of driving hours per day and the number of driving and working hours per week. These regulations are meant to facilitate a 21 to a 24-hour schedule, allowing drivers to maintain a regular sleep schedule and avoid fatigue. Drivers must take breaks and go off-duty for extended rest periods to counteract the cumulative effects of fatigue.

How do Current Regulations Ensure Better Safety for Drivers?

The current FMCSA guidelines for hours of service tracking allow drivers to be “on-duty” for up to 14 hours a day, with 11 hours spent driving the vehicle. The remaining three on-duty hours can be used for vehicle maintenance and inspection, any time spent at a plant, terminal, or facility operated by the motor carrier or waiting for dispatch, crossing a border, loading or unloading a vehicle, or attending the same. It is being loaded or unloaded; any time spent providing samples for drug testing, or for performing any other work required by the motor carrier. Drivers are permitted a maximum driving time per week of either 60 hours over seven days or 70 hours over eight days, which they can reset by taking a 34-hour rest period (usually taken on weekends).

The HOS guidelines have changed over time, and they may be subject to change in the future, but, as of right now, they exist as they are to prevent fatigued drivers from operating CMVs.

Some exceptions to the 16-hour rule are universal. For one example, in emergencies or dangerous weather conditions, drivers can exceed the 11-hour maximum daily driving time, provided they stay within the 14 hours of duty time allotted per day. Other exceptions only apply to specific drivers, like the 100 and 150-air mile rules, which lets some drivers who venture less than 100 or 150 air miles from their reporting location remain exempt from keeping record-of-duty logs.

Who Must Comply?

If your business operates Commercial Motor Vehicles (CMVs), you could be required to complete Hours of Service (HOS) per the Federal Motor Carrier Safety Administration (FMCSA). Generally, you are mandated to track your driver’s HOS if your business employs the use of a CMV that is used to engage in interstate commerce and fits any of the following:

  • Weighs 10,001 pounds or more.
  • Is designed or used to transport, without compensation, 16 or more passengers (including the driver).
  • Is designed or used to transport nine or more passengers (including the driver) for compensation.
  • Is transporting hazardous materials in quantity requiring placards.

The Hours of Service requirement is the culmination of increased government regulations to promote safety and environmental accountability on the roads. The Hours of Service of Drivers Final Rule became effective on February 27, 2012, but was initially published on December 27, 2011. The official compliance date was July 1, 2013. While there have been minor modifications along the way, the ELD mandate added a level of compliance for completing HOS. The use of telematics software designed to automatically record HOS has become the standard and rule for fleet managers across industries. 

How to Legally Document Hours of Service for Fleets

When your drivers document their HOS, per FMCSA guidelines, depending on the cargo they are carrying; there are differences in the requirements for reporting. The difference lies in whether they are carrying passengers or property. Drivers are required to log their status as on duty, off duty driving, or Sleeper Berth.

  • Off Duty – the driver is not performing work duties.
  • Sleeper Berth -the driver is resting or sleeping inside their cab. 
  • On Duty – the driver is performing work duties but is not driving; for example, they may be fueling, inspecting, or unloading.
  • Driving – the driver is driving to perform work duties.

Take note of the following rules for documenting HOS for both CMV operators carrying passengers and those carrying property:

Passenger-Carrying Drivers

  • Can drive a maximum of 10 hours after eight consecutive hours off duty.
  • May not drive after having been on duty for 15 hours, following eight consecutive hours off duty. Off-duty time is not included in the 15 hours.
  • May not drive after 60/70 hours on duty in 7/8 consecutive days.
  • Drivers using a sleeper berth must take at least 8 hours in the sleeper berth, and may split the sleeper berth time into two periods provided neither is less than 2 hours.

Property-Carrying Drivers

  • There is an 11-Hour Driving Limit. Drivers are only permitted to drive 11 hours at a time, with a minimum of 10 consecutive hours at off-duty status.
  • Drivers are not to operate the CMV beyond the 14th consecutive hour, following the ten consecutive hours off duty after returning to on-duty status. Off-duty time does not extend the 14 hours.
  • Operators may drive only if 8 hours or less have passed since their last off-duty or sleeper-berth period of at least 30 minutes.
  • Operators are not to drive after 60/70 hours on duty in 7/8 consecutive days. A driver also may restart a 7/8 consecutive day period after taking 34 or more consecutive hours off duty. 
  • Drivers can use the sleeper berth status to take at least eight consecutive hours in an off-duty status. They can also get an additional two consecutive hours either in the sleeper berth, off duty, or any combination of the two.

34-Hour Driver Restart Rule

The hours-of-service regulations allow you to “restart” your 60- or 70-hour clock calculations by taking 34 or more consecutive hours off duty (or in the sleeper berth) or some combination of both. After taking at least 34 consecutive hours off duty, you have the full 60 or 70 hours available again. The use of a “valid” 34-hour restart resets a driver’s “weekly” hours back to zero. Also, an individual may perform other on-duty tasks, such as loading or unloading and paperwork, after reaching the 60/7- or 70/8-hour limits. They may not legally drive a commercial motor vehicle (CMV) on a public road when the limit has been reached. The 34-hour restart is an optional, not a mandatory regulatory provision.

30 Minute Break Requirement

Company Name driver of a CMV requires a 30-minute break only when a driver has driven for 8 hours without at least a 30-minute interruption.  If required, the break may be satisfied by any non-driving period of 30-minutes (i.e., on-duty, off-duty, or sleeper berth time)

The 30-minute break period does not have to be spent resting. Meal breaks or any other non-driving time qualifies as a break period if it is at least 30 minutes long. These break periods cannot be used to extend the 14-hour on-duty window.

Exceptions to HOS Regulation Rules

Understanding HOS rules and regulations are essential, but there are also exceptions to consider when managing and tracking your drivers. The intricacies of this process require intelligent technology built to handle both your driver statuses and track CMV diagnostics. Some important exceptions to the basic rules of HOS are included below. 

16-Hour Short-Haul Exception

The 16- Hour exception is a consideration meant to allow for an extension of on-duty hours for a round trip route. The 16-Hour Rule states that a driver on a one-day work schedule can be on duty for 16 hours if the driver begins and ends at the same terminal. However, there are further rules to these exceptions; they specify that:

  • Time in ‘Driving’ status may not exceed 11 hours.
  • If the driver has a layover on any workday, the 16-hour exception cannot be used—this includes any layovers.
  • Drivers cannot employ the 16-hour exception and the Adverse Driving Conditions Exception together.
  • After using the 16-hour exception, drivers may not use it until they have had a 34-hour reset.
  • Drivers may not drive past the 16th hour when moving to on-duty status.

The DOT 16-Hour Rule: When and How Does It Apply?

The 16-hour rule is a special exemption that allows specific drivers to remain on-duty for 16 hours instead of 14, but without extending the allowed 11 hours per day of driving. This exemption applies to drivers that have started and stopped their workdays at the same location for the previous five workdays. These drivers can be described as short-haul drivers because they return to the same work location each day.

Under the 16-hour rule, the driver can remain on-duty for an extra two hours but must be relieved from duty immediately after the 16th hour. This exception can be invoked once in each 34-hour reset cycle once the 5-day pattern has been established.

The reason for this exemption is relatively straightforward once the requirements are understood. Drivers who report to the same location every day may still experience delays from time to time and should not be prevented from returning home due to restrictions on their duty hours. The 16-hour rule helps avoid situations where a driver takes a 5-hour trip, experiences a 5-hour delay when delivering a load, and still needs to return to the reporting location. Without the 16-hour rule, the driver might reach the 14-hour on-duty limit when just an hour away from home and having driven for just 9 hours that day.

Without the DOT 16-hour rule, drivers might speed or drive recklessly to try to get home without violating HOS, essentially substituting one unsafe practice with another. The 16-hour rule is a common-sense regulation that ensures drivers do not get stuck sleeping in the berth or at a hotel when the home is just around the corner.

The DOT has done a decent job of including exemptions to HOS regulations that allow truckers the flexibility to act reasonably and safely in the ordinary course of job performance. While the 16-hour rule can only be applied once weekly, it acts as an excellent option for drivers on the same regular route and needs to get home at the end of each day.

CDL Driver Short-Haul Exception

This exception is for drivers of vehicles that require a CDL, stay within a 150-air-mile radius, and return home each day. It is NOT an exemption from all safety regulations or hours-of-service regulations, and only exempts drivers from logs, supporting documents, and (for truck drivers) 30-minute breaks. Drivers must still follow daily and weekly driving and on-duty limits and all safety regulations.

Under the 150 Air-Mile Radius Exception, specific drivers are exempt from the logbook requirements discussed in Driver Logbook Rules. In order to qualify under the exception, a driver must:

  • operate within a 150 air-mile radius (the 150 air miles are equivalent to 172.6 statute miles) of their regular work reporting the location.
  • Also, the driver must return to his or her regular work reporting location within 14 hours and be released from work.
  • To qualify for the exception, a driver of a commercial motor vehicle (CMV) cannot drive for more than 11 hours and must have at least ten consecutive hours off duty separating every 14 hours on duty.

To take advantage of this exemption, the motor carrier must keep time records of the times a driver reports for and is released from work each day, and the total hours on duty each day.

A driver does not have to have these records in your truck or to surrender to a safety official at the roadside.

Another critical point is that many truckers are not aware that this exemption is optional. Many fleets and their drivers have elected to use a logbook even though they are within the 150 air-mile radius.  The main reason for this is that a driver is no longer required to be released from work within 14 hours on that day.

Again, the motor carrier that employs the driver and utilizes this exemption must maintain and retain for six months accurate and real-time records showing the following:

  • The time the driver reports for duty each day;
  • The total number of hours the driver is on duty each day;
  • The time the driver is released from duty each day; and
  • The total time for the preceding seven days for drivers used for the first time or intermittently.

This regulation is found in Section 395.1(e)(1).

Non-CDL Short-Haul Exception

Non-CDL drivers who operate within a 150 air-mile (a nautical mile that measures distance in a straight line) radius of their daily starting location, end their shift at the same location, and do not drive after the 14th hour of coming on duty in 7 consecutive days do not need to complete an ELD log and are exempt from the 30-minute break rule.

A driver is not required to fill out a log with a graph grid if you come under the non-CDL short-haul exception. The non-CDL short-haul exception applies on days when a driver:

  • Drive a truck that does not require a CDL,
  • Work within a 150 air-mile radius of your regular work reporting location and return there each day.
  • Follow the 10-hour off duty and 11-hour driving requirements,
  • Do not drive after the 14th hour after coming on duty on five days of any period of 7 consecutive days, and
  • Do not drive after the 16th hour after coming on duty on two days of any period of 7 consecutive days.

The motor carrier must keep time records of the times you report for and are released from work each day, and the total hours on duty each day.

The motor carrier that employs the driver and utilizes this exemption must maintain and retain for six months accurate and real-time records showing the following:

  • The time the driver reports for duty each day;
  • The total number of hours the driver is on duty each day;
  • The time the driver is released from duty each day; and
  • The total time for the preceding seven days for drivers used for the first time or intermittently.

This regulation is found in Section 395.1(e)(2). 2

Less Than Eight Day RODS Exemption

Drivers who maintain RODS (Record of Duty Status) for fewer than eight days within 30 days are exempt from completing ELDs. This applies to drivers who meet all requirements of the short-haul exemption but sometimes drive outside of the designated radius. 

The Adverse Driving Condition Exception 

This consideration gives drivers the option to extend their drive time by two hours in the event of adverse weather conditions. Conditions related to weather like heavy snow and dense fog are formidable reasons to use the Adverse Driving Condition exception to prevent safety issues en route. This consideration is also to document significant traffic delays due to traffic incidents or construction that can impact the driver’s commute.

  • If a driver cannot safely complete their duties within the maximum allowed driving time of 13 hours, they may drive up to an additional two hours to reach their destination. Drivers are still subject to a maximum of 16 hours in on-duty status.
  • If a driver can complete their duties within the 13-hour drive time, they must do so, only if they cannot make it back to their home terminal within 16 hours.

There is a limited exception to the 13-Hour rule for a driver of a CMV who encounters adverse driving conditions, such as snow, sleet, fog, other adverse weather conditions, a highway covered with snow or ice, or unusual road and traffic conditions. To be considered an adverse diving condition under this exception, the condition cannot have been apparent based on information known to the person dispatching the run when the run began. Drivers who are dispatched after the Company Name has been notified or should have known of adverse driving conditions are not eligible for this exception.

The exception applies to a driver who encounters adverse driving conditions and cannot, because of those conditions, safely complete the run-in compliance with the 11-Hour rule. Such a driver may drive and be permitted or required to drive for up to two additional hours in order to complete that run or to reach a place offering safety for the occupants of the CMV  and security for the CMV and its cargo.

Penalties for Violating HOS Regulations

Violations for fleet management companies and their drivers for not correctly documenting HOS can be quite severe. Ignoring the rules can cost you and your driver’s money and tarnish your business reputation. Common penalties include:

  • Drivers without mandated HOS documentation can be placed on shutting down (at roadside) until they have logged enough off-duty time to comply.
  • Local and state enforcement officials may impose fines.
  • The Federal Motor Carrier Safety Administration can issue civil penalties on a driver or carrier, ranging from $1,000 to $11,000 per violation.
  • Your safety rating can be downgraded for repeat violations.
  • Federal criminal penalties can be issued against carriers who knowingly and willfully allow or require violations; or against drivers who knowingly and willfully violate the regulations.

HOS Regulation Rules to Remember

Managing the HOS regulations surrounding your drivers and their workweek can be quite daunting. This is why smart fleet managers and owners are employing telematics software to manage their drivers. Here are some rules to guide you on the essential points to track per HOS regulations:

  • Each driver shift must begin with at least 10 hours off-duty.
  • Drivers can only perform 60 hours on-duty over seven consecutive days or 70 hours over eight days. It is mandatory to maintain a driver’s log for seven days and eight days after, respectively.
  • Drivers can only be on duty for up to 14 hours following 10 hours off duty and are limited to 11 hours of driving time.
  • A mandatory 30-minute break must be taken by their eighth hour of coming on duty.
  • The 14-hour duty period may not be extended with off-duty time for breaks, meals, fuel stops, etc.

Getting the Most Out of HOS Tracking 

Using quality technology to track your driver’s HOS is essential in several ways for your fleet. From the CMVs your drivers operate to the fuel used to power their engines, everything impacts the bottom line of your business. Fleet management technology helps you track and manage your business from a convenient dashboard with plenty of tools to keep your fleet running smoothly. Using fleet management technology can help you to:

  • Accurately track your driver’s statuses in real-time.
  • Plan routes and dispatch drivers to avoid violations.
  • Collect CMV diagnostic information with real-time insights on vehicle performance.
  • Improve HOS tracking with real-time insights into your drivers’ statuses.

The ELD mandate requires fleet managers and owners to record HOS via certified telematics software. Partnering with an industry leader in fleet telematics is your responsibility as you manage the operations of your fleet.

Cheerful, Trucker-Approved Christmas Gifts: Part 2

It’s time for the next part of our Trucker Gift Guide!

If you are a last-minute shopper (no shame, we all are sometimes) or just haven’t come across the perfect gift for the driver in your life, this is for you!

ExpressTruckTax is bringing you more great gifts based on what we’ve been hearing from our clients all year. This article is not sponsored, just helpful, insider knowledge from our friends out there on the road! 

Snack Baskets

Organization is a key part of keeping life on the road running smoothly. The snacks that don’t need to be stored in a cooler need their own place. Your trucker can have their favorite snacks within reach with a variety of snack baskets. 

Seat Organizer

While we’re on the topic of organization, let’s talk about seat organizers! This will help your trucker keep the things they need most within reach during long trips. Whether it is their wallet, phone, or important documents, they will never be lost under their seat again!

Comfy Seat Cushion

Your trucker is sitting and driving for LONG stretches of time, this can wreak havoc on his or her back. Give them the gift of a cozy seat cushion this year. It will give them some extra back support and make the miles go by a little smoother!

120 Piece First Aid Kit

Minor cuts, scrapes, and burns beware! With this first aid kit, your trucker will be prepared for the misadventures of life on the road. 

An Anti-Sleep Alarm 

Long nights driving on the roads are exhausting, keep your driver safe from dozing off with this nifty tool. Drivers can wear this on their hand and it will monitor their vitals. When they begin to doze off, it will alert them and prevent this. 

A TruckLogics Subscription

Give your trucker the gift of a streamlined Trucking Management System! TruckLogics allows you to maximize your trucking business which will make for a smoother 2022! To learn more about the cool features that TruckLogics offers like a dedicated mobile app and IFTA Reporting, click here!

There you have it, all the insider knowledge you need to treat your favorite trucker right this Christmas!

Did your trucker put a new truck on the road in November? Give them the gift of reminding them to e-file their Form 2290, before the IRS shuts down for maintenance on December 26!

ExpressTruckTax is here to make the process easy and accurate! 


Webinar: Year-End Reporting Tips For Your Trucking Business

This year has flown by! It’s already October, which means the end of the year is almost here!

That also means it’s time to file all of your year-end reports and paperwork. There’s a lot of paperwork that goes into running a trucking business, it can be hard to manage sometimes.

Luckily, we have some friends who can help with that!

ExpressTruckTax is partnering with our sister product, PayWow, to bring you all the tips and tricks you need to know to master your year-end filing!

Gavin, our in-house Paywow expert, will be your guide through this webinar, as he discusses how to make the year-end simpler and easier to manage, just in time for the new year! He will be covering how to prepare for the year-end, tips to reduce taxes, the best practices to use when payroll reporting, and much more!

The experts at Paywow and ExpressTruckTax will be hosting this free live webinar on:

Tuesday, October 19th, 2021 @ 5 pm (EST)

To register for this webinar so you can make year-end reporting for your trucking company a breeze, click the button below to reserve your spot! 

We look forward to seeing you there!

It’s Here! Today Is The Form 2290 Deadline!

We have talked about this day for months, and it is finally here! The 2021-22 Form 2290 deadline is TODAY!

If you have already filed, Congratulations! You’re all done with your Form 2290, but don’t forget to make your HVUT payment depending on which option you chose while filing!

If you haven’t filed yet, WHAT ARE YOU WAITING FOR!? The deadline to file is today and to avoid hefty penalties, you need to file sooner rather than later!

How Should You File?

To avoid long delays in the processing of your Form 2290, it’s best to file online. The IRS has claimed that this year if a tax return is filed by mail, it may take weeks for you to receive your stamped Schedule 1.

But when you file online with ExpressTruckTax, you will receive your stamped Schedule 1 within minutes. You need your stamped Schedule 1 to stay up to date on many licenses to keep your vehicle from being grounded. 

What Should You Look For In An E-file Provider?

When filing online, it’s important to use an IRS-Authorized E-file Provider to be sure that your information is safe. To be IRS-Authorized, the provider must pass a rigorous security test to ensure the safety of your private information. 

It is also important to check on all the inclusive features that these providers have to offer. ExpressTruckTax is an IRS-Authorized E-file provider that offers multiple features at no additional costs like instant error checks, Multi-user access, Express Guarantee, Free VIN corrections, Free 2290 VIN checker, Auto-generated Form 8849s, Bulk Information Upload, a Free Mobile App, and much more. 

What If You Don’t Have Time To File?

If you don’t have time to file, ExpressTruckTax’s sister product, TSNAmerica, can file your return for you!

All you have to do is give TSNAmerica a call, give them all of the required information for the Form 2290, and they will do the rest for you! This helps reduce the stress when filing the return and gives you the peace of mind that it is done correctly. 

When using TSNAmerica, you will still receive your stamped Schedule 1 within minutes after the Form 2290 is submitted to the IRS.

To call TSNAmerica and begin the full-service filing process with them, give them a call at 877.520.8640 right now!

You Need To FILE TODAY!

Today is the last day to file before the deadline!  If it is not filed by the end of the day today, August 31st, then it will be considered late and you will be issued penalties by the IRS.

No one wants that, so file now! To begin e-filing with ExpressTruckTax, click here or call our live customer support team at 704.234.6005 for any additional questions you may have!

Your 2290 Return Will Be Accepted Or Your Money Back – Guaranteed!

We have an important announcement!

ExpressTruckTax has become the first Form 2290 e-file provider to guarantee 2290 acceptance or your money back!

Having e-filed over 1.5 million 2290 returns and developed our software into the most trusted, most used e-filing solution for the trucking industry, we feel it is time to offer our ExpressGuarantee!

Our clients already have the option to retransmit their return to the IRS at no additional cost until it is accepted. Now, because of our new “ExpressGuarantee”, clients who do not wish to resubmit can receive a refund on their filing fee instead.

How does the ExpressGuarantee work?

With over ten years of Form 2290 e-filing experience, we are confident we can get your return accepted!

If your return is rejected, it is because something on the return does not match with the IRS database. Occasionally, it may take a few tries to get the return accepted.

We will help you resolve IRS errors step-by-step and will never charge you for retransmitting the return. If for any reason your return is still not accepted, we will refund your filing – no questions asked!

File Form 2290 today!

When you choose ExpressTruckTax, you can expect a simplified interview-style process that walks you through the Form 2290 step-by-step. Simply answer our questions, review your information, and transmit to the IRS. Plus, our 100% US-based customer support comes at no additional cost. 

You get all that starting at only $9.90 a single truck! And if your return is not accepted, you can get your money back!

3 Easy Ways To Simplify IRS HVUT Payments

HVUT payments don’t have to be complicated. Don’t know how much you will owe the IRS? Don’t know how to make your 2290 payment? We can help with that!

Here are our top three tips and tricks to help simplify your HVUT payments.

1. Figure out your HVUT Payment

With the HVUT 2290 tax payment calculator from ExpressTruckTax, you can figure out exactly how much HVUT you will owe the IRS. 

Simply enter your First Use Month and Weight Category and we will calculate precisely how much HVUT you owe! 

Take the guesswork and the stress out of your HVUT tax payment this year!

Tax Calculator

2. Choose the best method to make your HVUT payments

There are three IRS HVUT 290 payment methods available to truckers for the 2020-21 tax year. 

Electronic Funds Withdrawal (EFW)

EFW is just your standard bank account transfer. You’ll need to provide your bank account number and routing number to the IRS. Typically they will withdraw your payment within one or two business days.

Electronic Federal Tax Payment Service (EFTPS)

EFTPS is a service offered by the IRS to simplify tax payments. It is a highly secure solution that allows you to schedule out payments in advance

If you choose EFTPS to pay your IRS 2290 payment, you’ll need to create an account by enrolling in the program here.

Check or Money Order

If you choose to make your 2290 payment by check or money order, you’ll need to remember to mail it to them. The responsibility to be on time is entirely on you.

Mail your check or money order to:

Internal Revenue Service,

P.O. Box 804525,

Cincinnati, OH 45280-4525

3. Choose the right 2290 E-file provider

Many e-file providers have confusing processes for filing out HVUT returns. In most cases, the structure makes it hard to know how much you will need to pay them and how you can pay the IRS.

However, with ExpressTruckTax, everything is upfront. Our pricing is transparent. Our interview-style e-filing process makes filing easy. And we make sure you know how and when you need to pay the IRS.

Plus, if you have any questions you can always call our 100% US-based customer support team!

What You Need To Know About The Emergency IRP And IFTA Deadline Changes

Last week, the FMCSA temporarily suspended HOS rules for truckers hauling essential supplies and providing direct assistance to relief efforts for the Coronavirus.

Now, as more and more people are working from home in an effort to stop the spread of COVID-19, many government offices like the DMV are shutting down.

So many states have no way of verifying or keeping track of trucking registration like IFTA and IRP and truckers have no way of renewing their licenses.

To ease this tension in the midst of the COVID-19 outbreak, many states are waiving or suspending some or all of the registration requirements for IFTA and IRP.

This does not mean that all regulations are null and void, however. Most states have also asked that you carry a copy of a waiver (most of which are linked below) with you while you travel in their borders.

*It is your responsibility to read the full explanation provided by state governments before you attempt any travel.*

Below is a full breakdown of every exemption, extension, and suspension we could find.

IRP and IFTA deadline changes

Alabama:

IRP and IFTA registration requirements for vehicles traveling through the state as a part of emergency relief are waived until April 31, 2020.

Arkansas:

IRP and IFTA requirements for vehicles traveling in and through Arkansas for relief efforts are waived until April 30, 2020.

California:

IRP registrants with fleets expiring in March are extended until May 15, 2020.

90-day IFTA extension can be applied for by completing a waiver if you or a relative you are caring for is sick with COVID-19. Waiver available at: CDTFA.ca.gov

Colorado:

IRP registration enforcement suspended until April, 18.

90-day IFTA extension can be applied for by completing a waiver if you or a relative you are caring for is sick with COVID-19. Waiver available at: Colorado.gov/tax.

Connecticut:

IRP registrations that expire between March 10 and June 8, 2020, extended by 90 days.

Connecticut IFTA requirements are waived for commercial vehicles assisting in relief efforts until further notice.

Delaware:

IFTA and IRP requirements are waived for vehicles aiding in emergency relief until the end of the state of emergency.

District of Columbia:

IRP enforcement suspended for vehicles with registration expiring on or after March 1, 2020, until further notice.

Florida:

IRP and IFTA enforcement also suspended for trucks traveling through the state as a part of emergency relief until April 13, 2020.

Vehicles with Florida IRP registration expiring on April 30, 2020 are valid for another 30 days.

Georgia:

IRP and IFTA trip and fuel permits for vehicles providing direct assistance to the COVID-19 emergency are waived until May 16, 2020, at 5 pm.

All vehicle registrations that expire between March 16, 2020, and June 14, 2020, have been extended through June 15, 2020

Illinois:

Expiration dates for license and registration are extended for the duration of the disaster and 30 days after it ends.

Illinois IRP plates expiring on March 31, 2020 are valid until July 31, 2020.

No IFTA penalty or interest for late filers, until May 26, 2020.

Indiana:

IRP and IFTA registration requirements temporarily waived.

IRP registration deadline for expirations between March 31 and April 30 extended to May 31.

Iowa:

IRP registration deadlines are delayed in Iowa for all commercial vehicles until April 16, 2020.

IRP and IFTA requirements for any commercial vehicles traveling through the state of Iowa to provide direct COVID-19 assistance are waived until April 30, 2020.

The 1st quarter IFTA deadline is now May 31, 2020.

Kansas:

IRP trip permit requirements for trucks traveling through Kansas have been suspended for trucks operating in association with disaster assistance until further notice.

Registration requirements for Kansas IRP vehicles providing disaster relief is extended until May 15, 2020.

Kentucky:

Renewal dates for licensing and registration extended by 90 days.

Louisiana:

IRP registrations with an expiration date of March 31, 2020, are extended to May 31, 2020.

Maine:

IRP and IFTA registration enforcement is being waived for the next 30 days.

Maine will not be charging late penalties for 1st Quarter IFTA filings.

Maryland:

Enforcement of IRP registrations expiring on or after March 12, 2020, is suspended until further notice.

IFTA deadline is June 1, 2020.

Michigan:

Enforcement of IRP & IFTA requirements is waived through the end of May.

Missouri:

IRP and IFTA requirements are waived until the end of the declared emergency.

Mississippi:

IRP and IFTA requirements for motor carriers traveling through Mississippi due to the COVID-19 emergency are waived.

Registration set to expire on March 31, 2020, will be extended to April 30, 2020.

Montana:

IRP registration deadline is extended until further notice.

IFTA requirements are also waived until further notice.

Nebraska

Vehicle registrations expiring on or after March 1, 2020, are valid until 30 days after the end of the state of emergency.

New Jersey:

IRP and IFTA registrations expiring March through May 2020 are extended until May 31, 2020. Temporary IRP and IFTA requirements are waived for vehicles traveling through New Jersey for relief efforts.

Nevada:

IRP and IFTA requirements are waived during the duration of the emergency.

New York

IRP registrations expiring on or after March 1, 2020, extended to May 15, 2020.

North Carolina:

IRP registration requirements are waived until the end of the declared state of emergency or until further notice. 

North Dakota:

IRP registrations that expire on March 31, 2020, are granted an expiration extension until May 31, 2020.

Oklahoma:

Registration and licensing requirements are waived for commercial vehicles providing direct assistance to relief efforts until May 15, 2020.

Pennsylvania:

The deadline for vehicle registrations expiring from March 16 through March 31, 2020, is now extended until April 30, 2020.

The first quarter IFTA deadline is now June 1, 2020.

Pennsylvania IFTA trip permit requirements are also waived for 30 days or until the end of the emergency.

Rhode Island:

License and registrations expiring between March, 1 and April 30, 2020, are now valid for another 90 days after their expiration.

South Carolina:

IRP and IFTA registrations that expire March 1, 2020 through June 30, 2020, will be valid until July 1, 2020.

IRP and IFTA requirements for out-of-state vehicles are waived until June 30, 2020.

Tennessee

IFTA and IRP requirements for vehicles traveling through the state of Tennesse in furtherance of disaster relief efforts is waived until May 18, 2020.

The new first quarter IFTA deadline is May 26, 2020.

Utah:

IRP and IFTA renewal for vehicles engaged in emergency relief efforts with registration expiring after March 17, 2020 waived until further notice.

Vermont:

IRP and IFTA enforcement discouraged for 90 days from the date of the emergency declaration (March 13, 2020).

The new first quarter IFTA deadline is May 26, 2020.

Virginia

Registration and licensing requirements waived until May 19, 2020.

West Virginia:

IRP registration validity period of vehicle registration due to expire on or before May 15, 2020, extended for 90 days

Washington:

IRP registrations with the expiration dates of March through May are now extended until June 30, 2020.

IFTA decal and license enforcement also waived until June 30, 2020.

Wyoming:

IRP registration enforcement suspended for expiration dates on after March 20, 2020. IRP and IFTA enforcement also suspended for trucks traveling through the state as a part of emergency relief.

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What is the CSA Program?

Compliance, Safety, Accountability (CSA)

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What is the CSA Program and its Purpose?

The Compliance, Safety, Accountability (CSA) program is run by the Federal Motor Carrier Safety Administration (FMCSA).  It is designed to hold motorists, including owner-operators, accountable for their role in road safety.  The FMCSA groups carriers with those who have a similar number of safety events and assigns each carrier a percentile risk.  The safety data is held online in the FMCSA’s Safety Measurement System (SMS) and is updated monthly with new data from roadside inspections.  The SMS data is organized into seven Behavior Analysis and Safety Improvement Categories (BASICs).

What Goes Into a CSA Score?

CSA scores are calculated with roadside inspection and crash report data from the SMS from the last 24 months.  The calculations consider factors like crash severity, how long ago the event occurred, and annual vehicle miles traveled.  Carriers receive a CSA score for each of the seven BASICs:

  • Unsafe Driving BASIC – Operating a commercial vehicle in a dangerous manner, such as speeding, not wearing a seatbelt, or improper lane changing.
  • Crash Indicator BASIC – Based on state-reported crash data, this BASIC contains historical patterns of frequency and severity of crash involvement.
  • HOS Compliance BASIC – Operating a commercial vehicle when sick or fatigued and not maintaining records of duty status for six months.
  • Vehicle Maintenance BASIC – Failing to properly maintain the commercial vehicle, such as improper load securement or faulty brakes or lights.
  • Controlled Substance BASIC –

Operating a commercial vehicle under the influence of alcohol or illegal drugs.

Hazardous Material BASIC –

Handling hazardous materials in an unsafe manner, such as having leaking containers and failing to label hazardous materials as such.

Driver Fitness BASIC – Operating a commercial vehicle by an unfit driver, such as lack of a valid CDL, and failing to maintain driver qualification files.

Do Drivers Have CSA Scores?

Drivers do not have their own CSA scores.  CSA scores are assigned to carriers based on their DOT number.  If a driver receives a violation, it is assigned to the carrier and not the driver.  Drivers do have unique Pre-employment Screening Program (PSP) records with the FMCSA.  A good practice for maintaining CSA scores is to check driver PSP records prior to hiring them and to only hire drivers who are honest about their driving records and have a track record of low-risk and responsible driving.

Where Can Carriers Check Their CSA Scores?

CSA scores for trucking companies can be checked online at  https://www.fmcsa.dot.gov/.  All that is needed is a DOT number. Scores are between 0 and 100, the lower the better – each violation adds points to your score.  Some violations are a cut and dry point system, while others are calculated by the severity of or volume of the violation.  After two years, violations are removed from you record.

To view additional data, including data not available to the public such as the Crash Indicator and Hazardous Materials Compliance BASICs, a carrier will need to login with their FMCSA-provided PIN.  If you don’t have it, then you can request it at – https://cms8.fmcsa.dot.gov/registration/request-pin-number.

How Does a CSA Score Affect Your Business?

There are several ways that your CSA score can positively and negatively affect your business.  Here are a few of the main ones:

Investigation and Intervention Risk – A poor CSA score may put you at a higher risk for FMCSA intervention and investigations. In extreme cases, this can result in an out-of-service order for your business.

Revenue – Shippers often look at the available data to help choose safe, reliable carriers.  Poor scores can prevent a carrier from getting the most profitable loads.

Insurance – Insurance companies use BASIC scores in their evaluation of a carrier’s risk profile.  Often, higher CSA scores lead to higher premiums and deductibles.

How to Improve the CSA Score?

If compliance, safety, and accountability are a genuine concern, then your trucking company will already have a system in place for checks and balances.  This includes initial training, recurrent training, scheduled in-house inspections, preventative maintenance, checklists, and consequences for violations.  The best way to improve your CSA score is to implement and maintain a system of checks and balances and use your current score as one of the ways in which you update your internal operations.  Track which violations are most common – or which ones are on the rise.  This will help you to determine the areas in which you need to improve, so that you can adjust your training accordingly. Once you understand how to answer the question – “What is the CSA Program?” you can begin to work on improving yours.

More useful tips to improve the CSA score –

  1. Use PSP Reports in your hiring. By using these reports, you can make intelligent hiring decisions and lower your crash rate by 8% and driver out-of-service rates by 17%, according to FMCSA data.
  2. Implement dual-facing dashcam solutions. Dashcams have a proven impact on accident reduction.  They may prevent about 15% of accidents involving heavy duty trucks each year according to a recent study.
  3. Get proactive about vehicle maintenance. By using a pre and post-trip inspection tool that’s mobile, you can significantly improve the effectiveness of your inspections.
  4. Challenge incorrect violations. It is possible that incorrect or incomplete violations will be added to a CSA score at some point, so if this happens then challenge it.
  5. Use a weigh station bypass solution. Fewer weigh station pull ins means fewer inspections, and potentially fewer violations.
  6. Choose the right ELD solution. Many of the most common and costly violations are Hours of Service related.  Choose ELDs that are easy to use, reliable and include document management.

Additional information regarding CSA Score Frequently Asked Questions can be found on the following sources:

Fleet Safety, “A Guide to Understanding and Improving Your CSA Score”, Elizabeth Vather, July 10, 2019.

FMCSA website – fmcsa.com

Thank you for reading “What is the CSA Program?”

OOIDA Fights for you: What You Need to Know

The Owner-Operator Independent Drivers Association (OOIDA) has been fighting for the rights of truckers since 1973.

By organizing the voices of small trucking operations, they have been able to effectively lobby for positive change at a state and federal level.

They have gone fought against proposed regulations that have threatened small trucking operations and won.

With over 160,000 members, they have a proven track record of influencing legitimate, positive reform.

OOIDA Success Stories

1979

At OOIDA’s prompting, Congress investigated the problems small trucking operations were having. This led to the Interstate Commerce Commission (ICC) creating Truth-in-Leasing regulations.

According to transportation.gov:

“These regulations, commonly known as the truth-in-leasing regulations, required, among other things, that the authorized motor carrier fully disclose in the lease all deductions from owner-operator compensation and established requirements governing escrow funds deposited with the motor carrier to guarantee performance or cover expenses initially paid by the carrier but ultimately borne by the owner-operator.”

1985

A 1984 OOIDA suit against Oklahoma’s ICC registration fees prompted the state of Oklahoma to lower registration fees.

1989

OOIDA established it’s own Political Action Committee (PAC) so it could readily oppose legislation that would harm truckers.

1992

In a lawsuit against Tennessee PSC commissioner Keith Bissell, U.S. District Judge Robert Echols sided with OOIDA. According to The JOC Group, “a number of witnesses have testified that safety violations filed by roadside inspectors would be dropped for trucking companies that made political contributions.” Ultimately, an injunction was ordered.

1996

OOIDA stopped an attempt to lower speed limits for commercial motor vehicles.

2004

Under influence from OODIA, the Federal Motor Carrier Safety Administration ruled that drivers can see previous records when looking at new employers.

Modern Issues

But OOIDA hasn’t stopped fighting for you. Their recent work for better legislation includes:

  • ELDs
  • HOS
  • Speed Limiters
  • Compensation

In 2018, OOIDA acted on a number of these issues by:

  • Filing ELD exemption request for small trucking companies that have a proven track record of safety.
  • A lawsuit against Pennsylvania’s proposed tolls.
  • Publicly calling out Indiana’s truck-only toll plan.

Support OOIDA by signing up for a membership!

Add your name to the 160,000 other truckers who trust OOIDA to fight for them!

Use Express Truck Tax to file your 2290.

Express Truck Tax is recommended by OOIDA to all its members for HVUT tax filing.