How to Keep Proper Records as a Truck Driver

Ever been on the road and think, “man, I wish I didn’t have to deal with all this stupid paperwork. Can’t I just drive?”

Of course you have, and let’s face is, what trucker hasn’t?

But even though it’s a pain in the tail, you still need to be keeping the proper records. And yes, it’s easy just to toss your old receipts on the dash and let them dance around the cab of your truck every time you open the window.

But is that really the best practice for keeping proper records? And with so many trucking regulations, what exactly do you even need to keep records for?

Recordkeeping Tips

Keeping records as a truck driver can be complicated, but we’re about to simplify it. Here’s what you need to do:

• Keep record of all of your fuel purchases. So that means the amount, type of fuel purchased, name and address of where it was purchased, cost per gallon, total sale amount, and the original receipt.
• Keep track of the total distance you have driven, including your mileage driven in each jurisdiction, the routes you drove, and any out-of-route mileage.
• Keep truck maintenance records and service records so that you know when your truck needs to be serviced. After all, you do want your truck to last for as long as possible, right?
• Be sure to keep track of your logbook accurately, because a messy, unorganized logbook can spell disaster for an independent trucker. It is required that truckers keep a logbook that tracks their location and the time spent both on and off duty. Hey, we don’t have to deal with e-logs yet, so we might as well enjoy the logbooks until then. 
• Keep track of other job-related expenses. In addition to fuel receipts, there are many other miscellaneous expenses incurred by truckers. Like CAT scale charges, meals, lodging, or anything else that you expect to be reimbursed for.
• Hold on to your stamped Schedule 1, as it is required to be kept in your truck at all times. If you need help getting one, you can get one in 10 minutes or less at ExpressTruckTax.

There are a lot of records that must be kept as a truck driver or owner-operator and keeping them can be quite a hassle. If you’re tired of dealing with this hassle all by yourself, then we’ve got good news for you. TruckLogics let’s you track your mileage using ProMiles, upload pictures of fuel receipts into your TruckLogics account for safe keeping, and even use that information to complete quarterly IFTA filings. Sound convenient? That’s because it is.

And if you have any other questions about what records you need to keep, just give out trucking experts at TSNAmerica a call at 803.386.0320 and we’ll help you out. And did we mention that we can also help you with your BOC-3, IFTA, and 2290 filing? Yup, we do that too. So what are you waiting for? Give us a call!

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Get Ready for CVSA Roadcheck 2016!

That time of the year for truckers is fast approaching, and no I’m not talking about tax season -- well, not yet anyway. The dates for the 29th annual CVSA International Roadcheck are set, and the 72-hour program will begin on June 7, 2016, and run through June 9, 2016.

We know, it can be a pretty big hassle for truckers. But remember, it’s not just for the safety of four wheelers on the road, it’s for your safety, too. So keep reading and we’ll make sure you’re ready for anything the CVSA may throw your way this year.

What is the CVSA International Roadcheck?

International Roadcheck is a program aimed to educate both the trucking industry and the general public about the importance of safe commercial vehicle operations. The inspections are performed by over 10,000 CVSA-certified local, state, provincial, and territorial inspectors in jurisdictions across the US, Mexico, and Canada.

The inspectors will administer the North American standard Level I inspection, which is an oddly thorough 37-step inspection that takes about an hour. During the inspection, drivers will be tested for seat belt usage as well as for the use of drugs or alcohol during vehicle operation.

Drivers also will need to provide their:

• Driver’s License
• Endorsements
• Hours-of-Service Documentation
• Medical Examiner’s Certificate
• Skill Performance Evaluation (If Applicable)

The truck will also be inspected (obviously) which includes an examination of the vehicle’s:

Braking System, Coupling Devices, Driveline, Exhaust System, Fuel System, Frame, Lights, Safe Loading Ability, Steering Mechanism, Suspension, Tires, Van and Open-Top Trailer Bodies, Wheels & Rims, and Windshield Wipers.

2016 CVSA Roadcheck Point of Emphasis

Every year, the CVSA selects a special category of violations for both inspectors and drivers to focus on, and this year the emphasis is being placed on tire safety. Meaning they’ll be measuring your tire depth, checking the tire pressure, and examining the condition of the tires overall.

And if you’re wondering why exactly the CVSA decides to put you truckers through this mess, it’s because the International Roadcheck has been wildly successful since its inception in 1988. The Roadcheck has inspected over 1.4 million vehicles in its 28 years of operation, and those inspections have saved an estimated 300 lives and prevented nearly 6,000 accidents.

Not to mention that on average, having your truck put out of service by an inspector will cost you $861, and that doesn’t even include the cost of fines or repairs as a result of the inspection. So in save yourself some time and money by making sure you have all the proper documentation, and have taken all the proper precautionary measures to ensure that you pass inspection.

If you have any questions about the roadcheck, give us a call at 803.386.0320 or email us at support@TSNAmerica.com. Not only can we answer any questions you may have about International Roadcheck, but we also help with HVUT Form 2290, quarterly IFTA filings, and even your HazMat Certificate of Registration.

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