The Beginner's Guide to the New ELD Mandate Rastrac Team | Jan 26, 2017 3:18:16 PM

In February of 2016, the Federal Motor Carrier Safety Administration (FMCSA) published a new rule mandating the use of Electronic Logging Devices (ELDs). This new rule applies to all carriers and drivers who have to submit Records of Duty Status (RODS) for Hours of Service (HOS) compliance. 

What does this rule really mean, and how will it affect your fleet? Keep reading to find out now—before it's too late!

What is the ELD Mandate?

This new ELD mandate requires all carriers and drivers who must submit Records of Duty Status (RODS) to use ELDs to track their  Hours of Service (HOS).

According to the FMCSA, the mandate is, "Intended to help create a safer work environment for drivers, and make it easier and faster to accurately track, manage, and share records of duty status (RODS) data. An ELD synchronizes with a vehicle engine to automatically record driving time, for easier, more accurate hours of service (HOS) recording."

ELD Requirements 

• Requires ELD use by commercial drivers who are required to prepare hours-of-service (HOS) records of duty status (RODS).
• Sets ELD performance and design standards, and requires ELDs to be certified and registered with FMCSA.
• Establishes what supporting documents drivers and carriers are required to keep.
• Prohibits harassment of drivers based on ELD data or connected technology (such as fleet management system). The rule also provides recourse for drivers who believe they have been harassed.

The ELD Compliance Implementation Phases

This new rule is rolling out in three separate phases, and we are currently in Phase 2. It's important to keep in mind that Phase 3, which requires full compliance after December 16, 2019, is fast approaching!

So, what are these three phases of ELD compliance, and what does each phase require of carriers and drivers? 

Phase 1: Awareness and Initial Transition

The first implementation phase of ELD compliance has already begun. During this period of time, carriers and drivers alike are expected to complete their initial preparations for ELD compliance.

This initial phase of implementation allows carriers and drivers to use 4 different systems for recording their RODS:

1. Paper logs;
2. Logging software;
3. Automatic On-Board Recording Devices (AOBRDs); and
4. ELDs which are specifically registered and listed on the FMCSA’s website.

However, while paper logs and logging software can be used during this initial phase, you should make preparations to phase these systems out as your primary RODS logging tools as soon as possible.

These resources are not considered compliant with the new rule, and will not be valid as primary RODS logging tools when phase two begins on December 18, 2017.

Phase 2: Phased-In Compliance

Beginning on December 18, 2017 and continuing until December 16, 2019, phase two of the ELD compliance implementation is meant to allow carriers and drivers to transition from their older RODS logging systems to full use of ELDs.

During this two-year period, carriers and drivers will still be allowed to use AOBRDs—IF they were installed PRIOR to December 18, 2017. AOBRDs installed after that date will not be considered viable under the terms of the FMCSA’s new rule.

ELDs that have been certified and registered in accordance with the new rule will continue to be allowed.

Basically, if you’re purchasing a new truck after December 18, 2017, you’ll have to install an ELD onto it to avoid FMCSA penalties.

Phase 3 Full Compliance

After December 16, 2019, all carriers and drivers who have to submit RODS for their HOS reports must use ELDs that are certified and registered through the FMCSA. Existing AOBRDs on vehicles will no longer be considered compliant from this point on.

ELD Fines

After December 16, 2019, fines for ELD violations could range from $1,000 to $10,000. However, financial penalties aren't the only disadvantage of ELD violations.

ELD violations can also negatively affect your CSA scores, which are used by the FMCSA to identify high-risk motor carriers and drivers. Your fleet's CSA scores will be based on the performance data of its drivers, including all safety-based roadside inspection violations and state-reported crashes.

A low CSA score can increase your chances of roadside inspections and be detrimental to your businesses' reputation.

Finding a Compliant Electronic Logging Device

For those of you who want to avoid the fines and penalties associated with ELD violations, looking for an ELD rule-compliant device is a must.

But, what kind of ELD is considered compliant by the FMCSA?

To be rule-compliant, an ELD must follow specific technical specifications for record keeping, including:

• Having Integral Synchronization. ELDs need to be able to capture status updates for if the vehicle is on or in motion. Also needs to be able to log miles traveled and engine hours in use.
• Provide Location Information. Rule-compliant ELDs have log position information at every change of duty status, every 60 minutes while the vehicle is moving, each engine start and shut-off, and at the beginning of personal use and yard moves.
• Graph Grid Display/Printout. ELDs must present a graph grid of driver daily duty status changes on a display or create a printout of such. RODS can be accessible via printout or display as well.
• HOS Driver Advisory Messages. ELDs must have a function allowing it to present drivers with a warning of unassigned miles/time on login.
• Default Duty Status. If a vehicle has not been in motion for over 5 minutes, and the driver isn’t responding to ELD prompts, the ELD must default to “on-duty not driving” status.
• Clock Synchronization/Allowable Drift. ELDs cannot be more than 10 minutes off from the UTC (coordinated universal time) at any time.
• Tampering Resistance. ELDs need to be designed to prevent the alteration or erasure of original data collected by the device, or the alteration of the source data streams used to provide that data.
• Identification of Sensor Failures and Data Edits. ELD logging systems must monitor, record, and display any edits with annotations—users with editing privileges must have unique identifiable logins. Also, the ELD must monitor, record, and display detectable malfunctions and data inconsistencies.

Beyond the technical specifications, each ELD must be registered with the FMCSA—but this is an issue for the manufacturer.

What device could meet the many requirements of the ELD rule? An integrated GPS tracking device that ties into your fleet vehicles’ onboard diagnostics systems could fit the bill.

GPS tracking systems can:

• Log positional data at engine start, stop, and while driving;
• Monitor engine active time and idling;
• Provide fleet managers with editable settings for creating specific system messages and warnings; and
• Use identifiable user accounts to control access to recorded data.

Of course, not just any GPS tracking system will do—it still has to meet the specific requirements for giving a driver a display for checking their RODS and providing roadside documentation of such to law enforcement.

Smartphones and Tablets can Also Work 

The FMCSA is aware of the cost burden it could be putting on fleets, seeing as ELDs typically range from $165 to $832 annually. 

To address those ELD cost concerns, the FMCSA will allow smartphones, tablets, and rugged handhelds can be used to track HOS—as long as the system as a whole meets all of the outlined ELD requirements we just listed.

Is your fleet ready for the next phase of ELD compliance implementation? Get ready today with the help of a RASTRAC expert!