IMPORTANT INFORMATION ABOUT MANUAL ENTRIES AND RECORD KEEPING
Operator & Driver Responsibilities A brief overview of various responsibilities of an operator as well as the drivers when it comes to making manual entries and recording Other Work, Sickness, Annual Leave etc.
The DVSA have changed their approach towards enforcement of the rules surrounding the way drivers record their daily duties and activities from previous days and weeks. Whereas drivers or operators were previously given warnings when a failure to keep proper historic records was identified, the DVSA now issue fixed penalty notices or raise the matter in a referral to the traffic commissioner. Prohibitions or roadside fixed penalties can be issued for failing to produce records or failing to keep proper records. A failure to record could be seen as the making of a false record.
RECORDING OTHER WORK
The DVSA makes it clear that there is now an expectation to record all other work a driver undertakes, including any non-transport related work. This is to be recorded either via a manual entry into the digital tachograph, on a print-out or analogue tachograph chart.
RECORDING REST AND SICK LEAVE
Operators should ensure they train their drivers in this new requirement and that they ensure their drivers keep all the necessary data with them. Training in the use of making manual entries on the digital tachograph is important as well as making sure their drivers have sufficient print out paper or analogue charts in order to record the required information if a manual entry can't be made. Please note that there are only three prescribed ways to record the data and that is: manual entry on a digital tachograph, on the reverse of a print-out from a digital tachograph or the reverse of an analogue tachograph chart. As well as ensuring drivers fully understand their obligations with regards to record keeping the Operator must record all driver activities for the purpose of the Working Time Directive Legislation. This includes any activity carried out by the driver away from a tachograph equipped vehicle. Some examples are, driving a van with no tachograph fitted, working in the warehouse/yard, working in the office, annual leave, sick days, maternity/paternity/adoption leave. It is a legal requirement to record the above information and use it to monitor the driver's working time.
HOW CAN WE HELP?
Our software is designed to make the above process as effortless and time efficient as possible. We offer full training and provide support throughout the process. We also offer a simple user guide to help understand the process of recording all the activities for those who are new to the industry or just want to have it handy in case you need to refresh your memory.