DOT Violation Points Explained for Fleet Managers

The Impact of 395.8e Violations on Your Fleet

As a fleet manager, you're no stranger to the myriad of regulations governing the trucking industry. Among these, 395.8e stands out as a particularly tricky area that can significantly impact your Compliance, Safety, Accountability (CSA) scores and overall fleet performance.

What is 395.8e?

395.8e is a section of the Federal Motor Carrier Safety Administration (FMCSA) regulations that deals with the proper completion of Records of Duty Status (RODS) or driver logs. Specifically, it requires that:

"The driver shall submit or forward by mail the original driver's record of duty status to the regular employing motor carrier within 13 days following the completion of the form."

This seemingly simple requirement can lead to substantial consequences if not properly followed.

Understanding 395.8e Violation Points

When a driver or fleet fails to comply with 395.8e, they incur violation points. But what exactly are these points, and how are they calculated?

The Basics of 395.8e Points Review

• Severity Weights: Each violation is assigned a severity weight based on its potential to cause a crash. For 395.8e violations, the severity weight is typically 5 out of a possible 10.
• Time Weights: The FMCSA also considers how recent the violation is. Violations are weighted more heavily if they occurred in the past 6 months, with decreasing weight up to 24 months.
• Violation Points: The final violation points are calculated by multiplying the severity weight by the time weight.

Breaking Down 395.8e Violation Points

Let's look at a practical example:

• A driver fails to submit their RODS within 13 days (395.8e violation)
• Severity weight: 5
• Time weight (if within last 6 months): 3
• Violation points: 5 x 3 = 15 points

These 15 points would then be added to your fleet's Hours of Service Compliance BASIC score, potentially affecting your overall CSA rating.

The Ripple Effect of 395.8e Violations

Understanding the points system is just the beginning. Here's how 395.8e violations can impact your fleet:

• Increased CSA Scores: Higher scores mean more scrutiny from the DOT and potential customers.
• More Frequent Audits: Fleets with high violation points are more likely to be targeted for compliance reviews.
• Insurance Premium Hikes: Poor CSA scores often lead to higher insurance costs.
• Loss of Business: Many shippers check CSA scores before contracting with carriers.
• Driver Retention Issues: Drivers may prefer to work for carriers with better compliance records.

Strategies to Avoid 395.8e Violations

Now that we understand the consequences, let's focus on prevention:

• Implement Electronic Logging Devices (ELDs): ELDs can automatically record driving time and location, reducing the risk of log-keeping errors.
• Establish Clear Policies: Create and communicate clear guidelines for submitting RODS within the required timeframe.
• Regular Training: Conduct ongoing training sessions to keep drivers updated on regulations and proper log-keeping procedures.
• Use Technology: Implement fleet management software that can alert you when logs are approaching the 13-day submission deadline.
• Conduct Internal Audits: Regularly review your drivers' logs to catch and correct issues before they become DOT violations.
• Incentivize Compliance: Consider creating a reward system for drivers who consistently submit accurate and timely logs.

What to Do If You Receive a 395.8e Violation

If despite your best efforts, your fleet receives a 395.8e violation:

• Don't Panic: Understand that violations happen, even to the most diligent fleets.
• Review the Violation: Carefully examine the details of the violation to understand where the breakdown occurred.
• Implement Corrective Actions: Develop and document a plan to prevent similar violations in the future.
• Consider Data Q Challenges: If you believe the violation was issued in error, you can file a DataQ challenge with the FMCSA.
• Retrain Involved Personnel: Provide additional training to the driver(s) involved and any relevant staff.

The Future of 395.8e Compliance

As technology continues to evolve, staying compliant with 395.8e is becoming easier. Here are some trends to watch:

• AI-Powered Predictive Analytics: Systems that can predict potential violations before they occur.
• Blockchain for Secure Log Storage: Ensuring the integrity and immutability of driver logs.
• Integration with Vehicle Telematics: Seamless connection between vehicle data and driver logs for improved accuracy.

The Role of HVI APP in Compliance

At HVI APP, we understand the challenges fleet managers face in maintaining compliance with DOT regulations. Our Fleet Management System (FMS) offers tools designed to help you monitor driver logs, ensure accuracy, and avoid 395.8e violations. With automated log audits, real-time alerts, and comprehensive reporting, HVI APP makes it easier to stay compliant and keep your fleet moving.

Conclusion

Understanding and managing 395.8e violation points is crucial for maintaining a compliant and efficient fleet. By implementing robust systems, leveraging technology, and fostering a culture of compliance, you can minimize violations, reduce CSA scores, and position your fleet for success.

Remember, compliance isn't just about avoiding penalties—it's about running a safer, more reliable operation that benefits your drivers, your customers, and your bottom line.

Ready to take control of your fleet’s compliance?

Visit www.heavyvehicleinspection.com to learn how HVI APP can help you manage your logs and keep your fleet running smoothly.

Contact us today to schedule a demo and start protecting your fleet from DOT violations!

Stay informed, stay compliant, and keep your fleet moving forward!