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.

ENFORCEMENT

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

Drivers must now record periods of annual or sick leave in addition to traditional breaks and rest. This is recorded using the rest mode on the digital tachograph via a manual entry or by making a manual record on a chart or print out paper. A daily record should be kept using these methods so one chart or print out per day of sick/annual leave is required to be made. The use of attestation letters is no longer acceptable to record periods of leave in the UK and it is also clear that the DVSA will not accept diaries, time sheets, weekly time logs, or notes on mobile devices as evidence of rest. All of these legally required manual records and the driver's card must be carried by the driver in order to be able to produce them at the roadside for the current day and the previous 28 calendar days.

OPERATOR RESPONSIBILITY

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.
Contact us for more information.

W. Hamilton TMS Cumbria Ltd
Unit 3 Station Court
Haltwhistle
Northumberland
NE49 9HN

Phone: 01434.322879