Hauling freight on public highways—and especially between states—requires a good deal of record keeping. If you rent your vehicles, it may be harder to keep track of the details for which records are required and when. But whenever you rent your vehicles or own them, the trips records are much more than a way to stay organized—
they are the law.
So, who needs to keep trip records and why?
Interstate trucks with two axles and a gross vehicle weight of more than 26,000 lbs. (and three-axle trucks of any weight) must legally keep detailed trip records. Basically, these reports log a driver’s miles, hours, and fuel consumption, which are used to calculate state taxes and ensure safe operation.
But trips records aren’t quite that simple. As always, the devil is in the details.
It’s a little like doing income taxes. Knowing exactly which records you need to save, and keeping them neatly organized, makes it manageable. More importantly, doing so keeps you in compliance with state and federal trucking laws. There are numerous trip record formats. There are also a host of regulations governing what information must be recorded, and how long (weeks/years) it must be retained.
Complicating matters, the interstate trucking industry is awaiting news on a controversial update of a federal rule requiring use of electronic logging devices (ELDs) on many commercial trucks. These onboard computers sync with a GPS to monitor the driver’s condition, miles driven, engine operation, hours of service, and assorted other trip metrics.
Fortunately, there are already formatted logbooks, software programs, and smartphone apps to help manage this mass of information. But whether on paper (which will still be required even if ELDs are mandated) or by computer, certain documentation is compulsory.
If you’re ever stopped …
According to industry publication OverDriveOnline.com, every driver should keep the following supporting documents on-hand should law enforcement or other officials request them from you:
- Bills of lading, itineraries, schedules or other documents that show trip origin and destination;
- Dispatch records or similar documents;
- Expense receipts;
- Electronic mobile communication records sent through fleet management systems, or…
- Payroll records, settlement sheets or similar documents that show what and how a driver was paid.
7 steps to staying organized
To help cut through all the red tape, Ryder has created a simple trip record that covers the basics for many independent owner-operators. Make sure your next trip record contains the details outlined in this 7-step checklist:
- Start of Trip: Record the date, state/province name, and odometer reading.
- State/Province Lines: Each time you cross a state/province line, record the date, state/province entered, odometer reading, and route number.
- Highways & Routes: List all major roadways traveled within each state/province.
- Fuel Purchases: When purchasing fuel, record the gallons/liters (including tenths).
- Turnpikes & Toll Roads: When entering and exiting a turnpike, record the date, state/province name, odometer reading, and highway or route number.
- Stops: List the first and last cities you stopped at within each state/province.
- End of Trip: Record the date, state/province name, final odometer reading, final highway or route, and gallons/liters of fuel purchased.
Keeping detailed, orderly trip records can feel like extra work. Receipts are easily misplaced, and entering data in a logbook or computer can seem tedious. But there are important upsides: you’ll prevent double-taxing at fuel stops, and your business will run more efficiently. Plus, all the while, you’ll stay on the right side of the law.
