What supporting documents must a carrier keep for HOS under 49 CFR 395.11?

Short answer

A carrier must keep supporting documents in five categories for each driver for every 24-hour period to verify on-duty not driving time: bills of lading, dispatch records, expense receipts, electronic mobile communication records, and payroll records.

1. Each bill of lading, itinerary, schedule, or equivalent document that indicates the origin and destination of each trip

2. Each dispatch record, trip record, or equivalent document

3. Each expense receipt related to any on-duty not driving time

4. Each electronic mobile communication record, reflecting communications transmitted through a fleet management system

5. Each payroll record, settlement sheet, or equivalent document that indicates payment to a driver

The rule says

1. "Each bill of lading, itinerary, schedule, or equivalent document that indicates the origin and destination of each trip" (49 CFR 395.11(c)(1)(i))

2. "Each dispatch record, trip record, or equivalent document" (49 CFR 395.11(c)(1)(ii))

3. "Each expense receipt related to any on-duty not driving time" (49 CFR 395.11(c)(1)(iii))

4. "Each electronic mobile communication record, reflecting communications transmitted through a fleet management system" (49 CFR 395.11(c)(1)(iv))

5. "Each payroll record, settlement sheet, or equivalent document that indicates payment to a driver" (49 CFR 395.11(c)(1)(v))

In plain English

Carriers need to keep a range of documents to support their drivers' hours of service records, including documents that show where a driver was and when, as well as documents that show what a driver was doing when not driving. These documents help verify that a driver is complying with hours of service regulations, which are in place to prevent driver fatigue and improve safety on the roads. The specific documents required include bills of lading, dispatch records, expense receipts, electronic mobile communication records, and payroll records.

What to do

• Identify the categories of supporting documents required under 49 CFR 395.11
• Develop a system for collecting and retaining these documents for each driver for every 24-hour period
• Ensure that each supporting document includes the required data elements, such as the driver's name or PIN, date, location, and time
• Limit the number of supporting documents retained to eight per driver per 24-hour period, unless more are required to verify on-duty not driving time
• Regularly review and audit supporting documents to ensure compliance with hours of service regulations