Fleet Compliance Requirements: The Ultimate Guide

As a fleet owner, it is essential to stay on top of regulations and compliance concerns to avoid expensive fines or penalties. This blog covers key areas to keep in mind when managing regulations and compliance concerns, including understanding applicable regulations and compliance requirements, creating a system to monitor and track compliance standards, ensuring drivers are properly trained and licensed, taking action in the event of non-compliance, having a plan to address possible fines or penalties, keeping up with changes in regulation and compliance requirements, staying ahead of new legislation that affects fleets, and developing strategies for meeting specialized compliance requirements.

Regulations will vary across jurisdictions but typically include federal and state laws as well as local ordinances. Get familiar with the laws that apply to your fleet, as well as any industry-specific requirements. Additionally, ensure you are aware of any licensing agreements or certifications that may be required to legally operate a fleet in your area. Staying up to date with changes in legislation is also critical, so research the topic regularly and take note of any updates that may have an impact on your business.

There are many many FMCSA and DOT regulations for commercial vehicles, which you can find on the FMCSA website or in their physical handbook. We will focus on the rules that are most relevant for fleets and their daily operations here.

Hours of Service (HOS) Compliance

HOS regulations apply to any fleet vehicle that does interstate business. While these regulations seem confusing at first glance, it’s important for you to understand them when planning routes and assigning drivers, so you can keep everyone compliant. Let’s take a closer look at the various HOS components:

• 14-hour (on-duty shift limit): Drivers can work 14 consecutive hours after coming on duty. At the 14-hour point, they must take a break of 10 consecutive hours. Remember, this 14-hour shift includes all time spent driving, inspecting the vehicle, loading or unloading, or completing paperwork.
• 11-hour (driving limit): After 10 consecutive hours off duty, drivers can drive up to 11 hours within a 14-hour period.
• 30-minute break rule: Drivers have to take at least a 30-minute break after eight driving hours. The break must be 30 consecutive minutes, it cannot be split up.
• 60-hour/70-hour limits: Fleet drivers who don’t drive every day can only spend 60 hours on duty in a consecutive seven-day period. For those who drive every day, the DOT 70-hour rule allows 70 hours in eight consecutive days.
• 34-hour restart: The 60-hour/70-hour limit restarts after a driver takes 34 consecutive hours off duty. At that point, the new work week can begin.

There are several exceptions to these rules for short-haul drivers and adverse weather conditions – you can find the latest on the FMCSA website.

Vehicle Maintenance and Inspections

Keeping your fleet equipment in tip-top shape is essential for staying compliant with federal regulations. This means inspecting, maintaining, and repairing all fleet vehicles on a regular basis and keeping detailed documentation in case of a formal inspection. Here are some guidelines on documentation requirements and how long to hold them:

• A vehicle maintenance schedule, which includes the last time it was serviced and when it is due for service.
• Records of all inspections, maintenance, lubrication, repairs, and upcoming maintenance. These must be kept for one year while the vehicle is in service, and six months after it leaves the fleet.
• Copies of roadside inspections with the carrier’s official signature. These need to be kept for one year.
• Daily Vehicle Inspection Reports (DVIRs). These should be kept for three months.
• Copies of annual inspections, which should be kept for 14 months.

Weight and Size Regulations

Federal laws dictate maximum weights and axle loads for trucks on the Interstate System as follows:

• Gross weight (vehicle + cargo) max: 80,000 pounds. Most tractor-trailers weigh under 32,000 pounds, so the rest of that weight can be used for cargo and fuel.
• Single axle max: 20,000 pounds
• Tandem axle max: 34,000 pounds

It is important to note that these weight limits may be different in some states. Similarly, size limits also vary by state and need to be confirmed if crossing state lines. Typically, any load over 8.5 feet is considered a wide load and will need special permits (and maybe other safety precautions) before hitting the road. Maximum heights usually range between 13.5 and 14.5 feet, but there is no state standard for maximum length.

If you plan on hauling anything heavier or larger than these limits be sure to check the regulations for every state your drivers will be driving through and give yourself plenty of time to get permits before loading (this sometimes takes days or even weeks).

Electronic Logging Devices (ELDs) Usage

As of 2019, the FMCSA’s ELD mandate requires all commercial vehicles to use ELDs to track HOS. These devices replaced all paper logs, with the goal of eliminating falsified manual logs and improving compliance with HOS regulations. ELDs must be approved and certified by the FMCSA and drivers must carry user manuals and keep supporting documents–like time-stamped BOLs and PODs or weigh-station receipts–to verify driving time and breaks in case of a roadside stop.

Driver Qualification Standards

The FMCSA outlines strict criteria for truck drivers, starting with obtaining a Commercial Driver’s License (CDL). In order to get a CDL drivers must:

• Have a valid, non-commercial driver’s license
• Be at least 18 years old (or at least 21 to cross state lines or carry hazardous materials)
• Have a minimum of one to two years of driving experience (depending on state)
• Have no active suspensions
• Have a valid medical examiner’s certificate

As a fleet manager, you should continuously monitor and ensure that your drivers comply with FMCSA and state regulations. Otherwise, you risk serious violations that could impact your larger business.

Hazardous Materials Transport

Any fleet driver hauling hazardous materials–including explosives, flammable liquids and gasses, radioactive materials, and corrosive substances–must have a Hazmat endorsement on their CDL license. Additionally, DOT regulations require careful handling, loading, and unloading procedures for Hazmat loads, as well as identifying placards on trailers to indicate the type of material being transported.

Speed Limits and Traffic Laws Adherence

Your fleet drivers should always follow designated speed limits and comply with traffic laws, like any other driver on the road. While most minor traffic violations–like speeding or running a red light–will be issued to the individual driver, numerous violations can raise flags with the DOT and bring unwanted attention to your fleet.

Even worse, major violations (like driving under the influence or reckless driving) can have major consequences for both the driver and their employer. First, these violations impact the fleet’s Compliance, Safety, and Accountability (CSA) scores with the FMCSA, which can result in fines and more frequent inspections and could even deter potential customers from shipping with you (as CSA scores are publicly available). Additionally, violations that result in an accident may open the fleet up to costly lawsuits and lengthy legal battles.

Environmental Regulations Compliance

The EPA’s new Phase 3 greenhouse gas emissions standards for heavy-duty vehicles, which will apply to model years 2027 and beyond, aim to significantly reduce emissions from trucks and buses. These rules target a 25% reduction in greenhouse gas (GHG) emissions from the transportation sector, the largest source of GHG in the U.S. The standards allow manufacturers to choose their own emissions control technologies, including advanced combustion engines, hybrids, electric, and hydrogen fuel cell vehicles​.

For fleet managers, this means getting ready for a big transition. While the upfront investment in new tech and infrastructure could be steep, the long-term savings in fuel and maintenance are worth it. Plus, you’ll be helping to cut down on pollution and improve air quality.  For more details and up-to-date info, check out the EPA’s official pageon the new emissions standards​​.

Drug and Alcohol Testing Protocol

DOT regulations require truck drivers to pass drug and alcohol tests to ensure road safety, and it is up to fleet managers to ensure compliance for their drivers. This includes various drug testing protocols:

• Pre-employment: Mandatory testing before hiring drivers.
• Random: At least 50% of drivers must undergo random testing annually.
• Post-accident: Testing is required if an accident results in a fatality or vehicle towing.
• Reasonable suspicion: Testing is conducted if there is reasonable suspicion of impairment.
• Return-to-duty: Required after a positive test and completion of a treatment program.

Non-compliance with these regulations can result in CDL suspension and permanent disqualification from truck driving. If a driver fails a drug and alcohol test they must stop driving immediately and be removed from all safety-sensitive duties until they complete the DOT’s return-to-duty process.

While there are no regulations that require further action from the employer or fleet, it is a good idea to keep an eye on driver records during the hiring process and throughout a driver’s employment. These records are tracked and monitored by the FMCSA’s Drug & Alcohol Clearinghouse.

Cargo Securement Standards

DOT cargo securement regulations ensure that cargo doesn’t shift, leak, spill, or fall off a truck while in transit. This includes using tie-downs, straps, and chains that meet specific strength should ensure their cargo is properly distributed and secured before leaving the shipper and follow cargo-specific regulations to stay compliant and avoid unfortunate accidents.

A good system should include records of all driver and vehicle information, as well as regular inspections and audits to check for safety issues. Additionally, you will want to make sure that drivers are properly trained on current laws, regulations, and policies to ensure proper compliance. Regularly review these standards with your management team to ensure everyone is up to date on any changes or updates. Finally, establish a process for addressing any non-compliant drivers or vehicles quickly and efficiently.

All drivers should receive training on the laws, regulations, and policies that apply to their current route or job location. Additionally, they must be knowledgeable of any specialist equipment they may need to operate, such as a commercial driver’s license (CDL) or a valid medical card. Finally, you should also perform background checks to ensure only qualified individuals are behind the wheel of your vehicles. Doing so will help you remain compliant with all applicable laws and regulations while keeping your fleet safe at all times.

1. Investigate any reported issues or complaints thoroughly and document your findings. Be sure to review all relevant regulations, policies, and laws that could have been violated.
2. Perform a corrective action plan based on the severity of the violation. This could involve retraining drivers or revising compliance standards.
3. Document the incident in case of any legal or insurance implications down the line.

Regular audit and reviews can help you maintain compliance and ensure safety standards are met at all times.

Are you aware of all applicable laws and regulations that your fleet may be subject to? That’s the first step in creating a plan and will help you know when any violations may have occurred, since you’ll want to swiftly take action, as discussed above. Additionally, it’s essential to have a plan in place for dealing with any potential fines or penalties should they arise. For example, you might consider having an emergency fund set aside for this purpose or having insurance coverage that includes sufficient limits for these types of losses. Finally, ensure all drivers are adequately trained and follow the laws, regulations, and policies at all times to avoid any potential risks or repercussions.

Staying informed of new laws and regulations as they come out is critical for maintaining a compliant fleet. Be sure to sign up for notifications from the appropriate government agencies or trade groups that might have updates on their websites. Additionally, take time to periodically review your safety standards and operational procedures to make sure they still adhere to any new requirements and meet industry best practices. Finally, train drivers regularly on any new procedures or changes in the law so everyone is always up to date on what’s expected of them.

Staying ahead of new legislation that affects fleets is an important part of being a fleet owner. As laws and regulations can change quickly, it’s essential to stay informed on any updates so you can proactively prepare for the potential impacts they may have on your business. This could include checking relevant websites for updates or subscribing to newsletters from state and federal agencies. Investing in consulting services from industry experts can also help you stay abreast of the latest changes and plan accordingly. Additionally, reading industry publications is a great way to stay informed about upcoming legislative changes and their implications for fleet management.

To ensure you remain compliant with all relevant regulations, it’s important to research any specialized requirements that are specific to your region or industry. Once these have been identified, develop proactive strategies and action plans for meeting these requirements as part of your regular operations. This could include establishing additional procedures or processes that adhere to the new regulations or updating existing policies with the correct language. Additionally, providing regular training sessions on the new requirements can help ensure everyone in your company is up-to-date and aware of how to maintain compliance.

In order to stay compliant with regulations, ensure the safety and efficiency of operations, and protect your business from potential fines or legal action, it’s crucial for fleet owners to stay on top of legislative changes and specialized requirements. This can be accomplished by regularly checking relevant websites and subscribing to industry newsletters, consulting with experts, reading publications, and developing strategies and action plans that meet compliance requirements. By keeping up to date on legislation that affects fleets, you can remain competitive in your industry while keeping your business safe.