Why this exemption?

The 16-hour short-haul exemption rule for US truck drivers provides extra flexibility in case of unexpected delays such as traffic congestion, extended loading times, or bad weather conditions. It helps drivers complete their workday thanks to authorized, additional on-duty time versus the standard regulations.

This flexibility not only enhances productivity but also contributes to the well-being for drivers, helping them manage their time more effectively and reduce stress associated with unforeseen delays.

When can a driver use the 16-hour short-haul exemption?

Certain conditions apply for drivers to use the 16-hour short-haul exemption.

• They must return to their home terminal on the day they take the exemption, and they must have done so for the last 5 days.
• They must be released from duty within 16 hours after coming on duty.
• They may use this exemption only once every 7 consecutive days (unless they took 34 consecutive hours off to restart the period).

Advantages and limitations of the 16-hour rule in fleet management

Like any exception to the rules, the 16-hour short-haul exemption has its strengths and its limits. Knowing both can help fleets use it compliantly.

Advantages

• Flexibility in case of unexpected delays: The 16-hour short-haul exemption allows truck drivers to extend their work hours when unexpected delays occur.
• Enhanced productivity: With additional time available, drivers can adapt to sudden changes and continue to deliver their loads on time. This flexibility not only improves productivity but also contributes to driver well-being by reducing stress.
• Safety and compliance: The 16-hour short-haul exemption allows drivers to extend their shift when necessary, thus promoting safer driving, as they are not rushed or pressured to meet unrealistic deadlines.

  Example: A driver experiences an unexpected wait during unloading. Without the 16-hour short-haul exemption, they would run out of time to get back to the terminal within the usual limits. Using the exemption helps reduce stress by providing extra time.

Limitations

• The exemption can be used only once in a 7-day period, or after completing a consecutive rest period of 34 hours or more, which resets the 7-day period.
• The driver may not exceed 11 hours of driving time.
• The driver must still comply with the mandatory 10-hour off-duty rest period before starting the next shift.

Conclusion

The 16-hour short-haul exemption is a trucking regulation that gives drivers extra flexibility to manage unexpected delays such as traffic jams, extended loading times, or adverse weather conditions. With extra time at their disposal, drivers can manage tasks more effectively and deal with unplanned challenges without compromising safety or the quality of their work.

Looking for more safety and compliance articles like this? Read them here.

California’s differentiating factors

California’s Hours of Service (HOS) rules differ from federal regulations. The state has specific rules and driving limits for intrastate drivers. These differences reflect the state’s unique conditions.

California has heavy agricultural activity, port congestion, and urban traffic. Also, trucking in California is subject to some of the strictest environmental and labor regulations in the country. The state enforces stringent standards against greenhouse gas emissions through the California Air Resources Board (CARB), pushing for cleaner vehicles since 2008.

Furthermore, California is a key logistics hub with busy ports such as Los Angeles and Long Beach which handle a lot of freight. As an example, the Central Valley supplies one quarter of the nation’s food.

Therefore, California-based carriers deal with heavy traffic and many rules that can affect their operations. Following hours of service (HOS) rules is important for running operations smoothly and meeting state and federal safety standards.

California-based carriers must adhere to two different sets of regulations based on where they operate:

• Interstate trucking (crossing state lines): governed by federal HOS regulations.
• Intrastate trucking (operating solely within California): governed by California’s state-specific HOS rules.

How California’s HOS rules differ from federal regulations

Compared to federal rules, California’s intrastate HOS regulations give drivers:

• More driving time per shift: 12 hours (instead of 11 hours), which gives local haulers more flexibility
• A longer work window: a 16-hour work shift (instead of 14 hours), which can be less stressful for drivers
• A different cycle cap: 80 hours in 8 days (instead of 70 hours)
• A different ELD exemption: 100 air-mile radius (instead of 150 air miles)
• More flexibility for agricultural hauling: seasonal HOS exemptions

More on the 100-mile radius exemption

Drivers who work within 100 miles of their terminal may not have to use an electronic logging device (ELD) to record their hours of service if they meet certain criteria.

• They return to the terminal at the end of each workday.
• They end their shift within 12 hours of starting work (including both driving and on-duty time).
• They take at least 10 consecutive hours off duty before starting a new shift.

Recap : federal vs. California HOS rules

Things to keep in mind when hauling in California

• Use the extra driving hour safely.
  The 12-hour drive time is great for drivers, but they need to watch the 80-hour cycle limit—going over it will lead to fines, compliance issues, and driver downtime.
• Be mindful of driver fatigue.
  California’s 80-hour cap means drivers need to plan ahead. More driving time doesn’t just increase earnings – it also raises the risk of fatigue-related accidents.
• Take advantage of agricultural exemptions.
  Certain seasonal exemptions let agricultural haulers extend hours during peak harvest times. Check if you qualify.
• Know when to switch between state and federal rules.
  If a truck crosses state lines, the driver needs to take 34 hours off to reset to federal rules.

Common questions from California-based carriers

Can a driver combine sleeper berth and off-duty time to meet the required 10-hour rest period?

Yes, a driver may combine sleeper berth and off-duty time to satisfy the mandatory 10-hour rest requirement.

Can I split the 10-hour rest period into segments?

Yes, drivers may split their rest periods under the following conditions:

• One rest period must be at least 8 consecutive hours in the sleeper berth.
• The other rest period must last at least 2 hours, spent either off duty, in the sleeper berth, or both.
• The total driving time before and after each rest period must not exceed 12 hours.
• The total on-duty time, excluding the 8-hour sleeper berth period, must not exceed 16 hours.

What are the carrier’s responsibilities for tracking hours when a driver is exempt from using an ELD?

• To respect regulations, the carrier must keep records of driver hours. This includes both on duty and driving hours. These records must be kept for at least six months.
• There is no required format for recording hours, as long as the carrier can provide the necessary records upon request.

When must a driver switch back to federal HOS regulations after leaving California?

A driver must take 34 consecutive hours off duty before transitioning from California’s HOS regulations back to federal rules.

Conclusion

California’s HOS regulations differ from federal rules, to maintain driver and road safety while addressing the state’s unique challenges. California, recognized as the top agricultural center in the country, boasts regions like the Central Valley and North Coast that significantly contribute to intrastate trucking, especially for transporting produce. Combined with heavy port operations, dense city traffic, and high operating costs, California is faced with challenging operation conditions. Nonetheless, regulatory compliance is essential for maintaining safe and efficient operations.

Need a driver-friendly ELD that makes compliance a breeze? Take a look at ISAAC’s.

Trucking is vital to the state of Florida. With industries like agriculture, tourism, and trade fueling the economy, truckers play a critical role in supplying the state. From the massive ports of Tampa Bay and Miami to rural highways cutting through farm country, freight must keep rolling to feed Florida’s 20+ million residents and millions of visitors.

Whether you’re hauling fresh produce, fuel, or retail goods, trucking delivers it all—from city centers to the most remote rural towns. Without truckers, grocery stores would be empty, restaurants would run out of food, and businesses would come to a halt.

For drivers hauling within Florida’s borders, the state has its own intrastate Hours of Service (HOS) rules, designed to keep roads safe while allowing more flexibility than federal trucking safety laws.

What’s different about Florida’s HOS regulations?

Ever wonder why Florida’s trucking regulations don’t always match federal ones? It comes down to what you haul, where you drive, and how freight moves in the state.

• Fresh produce needs to move fast
  Florida is a major hub for agriculture, and perishable loads can’t sit for long.
• Major ports like Miami, Tampa, and Jacksonville are busy
  Drivers often need extra time loading and unloading cargo.
• Rural and coastal routes require longer shifts
  Many Florida routes have fewer places to stop, making extended on-duty time essential.

So, what should you keep in mind when hauling intrastate in Florida?

How Florida’s intrastate trucking rules differ from federal HOS regulations

Florida allows 12 hours of driving time

Florida gives intrastate truckers one extra hour of drive time within a 16-hour duty window, compared to the federal 11-hour driving limit within a 14-hour window.

Example: If a driver starts at 6:00 AM, they can drive up to 12 hours, but must stop by 10:00 PM, even with breaks. This extra hour of driving helps Florida truckers move loads efficiently while staying compliant.

Florida extends the on-duty limit to 16 hours

Under Florida law, truckers must stop driving after 16 consecutive hours on duty, compared to the 14-hour limit under federal law. These two extra hours can be used for loading, unloading, or waiting at docks, but do not extend the 12-hour driving limit.

Example: A driver starts at 7:00 AM. Even if they only drive 10 hours, they must stop driving by 11:00 PM due to the 16-hour on-duty limit. This gives truckers more flexibility when dealing with delays.

ELD exemptions for short-haul drivers

Florida follows the FMCSA’s 150 air-mile exemption, allowing some local drivers to operate without an ELD if they:

• Stay within a 150-mile radius of their home terminal
• Start and return to the same location every day
• Finish their shift within 14 hours

Example: A short-haul driver in Miami operating within 150 miles doesn’t need an ELD but must manually log their hours to stay compliant.

How Florida and federal HOS regulations are similar

10-hour off-duty requirement

Drivers must take 10 consecutive hours off duty before starting a new shift—just like federal law requires.

Example: A driver finishing a run in Orlando at 8:00 PM must remain off-duty until at least 6:00 AM before resuming work.

Cycle limits

• Drivers can drive 70 hours in 7 days or 80 hours in 8 days
• Drivers can reset their weekly limit with 34 consecutive hours off duty. Resetting the weekly limit is mandatory if the cycle limit is reached.

Example: A driver logging 68 hours by Saturday can only drive two more hours before reaching their limit. A 34-hour break would then be required to start fresh.

FAQs from our clients

Can I combine rest breaks and sleeper berth time to meet the 10-hour off-duty requirement?

Yes, the driver may combine consecutive sleeper berth time and off-duty time to meet the 10-hour requirement.

Example: A driver sleeps in the berth for 7 hours, then takes 3 more hours off-duty at home—this resets their shift.

What are a carrier’s responsibilities for an ELD-exempt driver?

Carriers must keep driving records for at least six months, even for drivers who qualify for an ELD exemption.

• Manual logs are allowed for short-haul drivers under Florida law.
• There’s no required format, but records must be available upon request.

What if I’m running under Florida’s intrastate HOS rules but want to take an interstate load?

To switch from Florida’s HOS intrastate transport rules to federal regulations, a driver must take a 34-hour break before crossing state lines.

Example: A driver hauling loads within Florida all week wants to take a federal load to Georgia. Before they can cross state lines, they must take a 34-hour break to comply with FMCSA rules.

Conclusion

Florida’s HOS regulations offer truckers more flexibility than federal rules, with longer drive times and extended duty windows. Struggling to keep all the rules and exemptions straight? Our reliable and easy-to-use ELD platform can help you comply easily across the United States.

Disclaimer:

The information provided in this blog is for general informational purposes only and should not be considered legal advice. While we strive to ensure accuracy, regulations and compliance requirements may vary by jurisdiction and change over time. Always consult with legal or compliance professionals to ensure you meet the specific requirements for your operations. ISAAC Instruments is not responsible for any actions taken based on the content of this blog.

Using the different driving exceptions to maximize driving time

Since ELD (Electronic Logging Device) regulations came into effect in the US and Canada, tracking drivers’ hours of service has become easier. These regulations aim to improve road safety by requiring drivers to log their hours electronically, replacing paper logs. While this enhances transparency in the logging of service hours, it also requires a good understanding of the rules to help drivers manage their driving hours efficiently.

Certain exceptions offer flexibility and help drivers keep their allotted driving hours for when they’re truly on duty. Here are the Personal Conveyance and Yard Move exceptions explained.

What is personal conveyance?

Personal conveyance (named Personal use in Canada) is personal driving that involves the movement of a commercial motor vehicle (CMV) for a driver’s own use while off work duty.

This means a driver may record driving time as personal driving only when relieved from work-related functions by the motor carrier.

In both Canada and the US, a truck movement can be considered personal driving if the driver is not on duty and if the movement is not intended for the carrier, shipper, or consignee.

The rules and guidance around the movement of a commercial vehicle for personal driving differ in Canada and the US.

Personal use rules in Canada

The Canadian Commercial Vehicle Drivers Hours of Service Regulations list the following conditions for driving to be authorized for personal use in Canada.

1. the vehicle is not used in the course of the business of the motor carrier,
2. the vehicle has been unloaded,
3. any trailers have been unhitched,
4. the distance traveled does not exceed 75 km in a day,
5. the driver has recorded in the record of duty status the odometer reading at the beginning and at the end of the personal use,
6. the driver is not the subject of an out-of-service declaration under section 91 of the Canadian Commercial Vehicle Drivers Hours of Service Regulations.

Personal conveyance rules in the US

The personal driving rules in the US are similar to the Canadian rules, but there are some differences to keep in mind.

• No distance limit: There is no specific limit for the distance traveled in a day.
• Loaded vehicle: The truck can be used for personal use even if it’s loaded, as long as the load isn’t being moved for the carrier’s commercial benefit.

Examples of appropriate uses of a CMV while off duty for personal conveyance can be found on the FMCSA’s webpage for personal conveyance.

Benefits of leveraging the personal driving exception

• Flexibility for the driver: Drivers can use their truck for personal trips (like going to eat or to a hotel) without impacting driving and work time.
• Reduced stress: Drivers can better manage their driving time and travel outside of work hours for leisure, contributing to their well-being.
• Safety: In the US, the guidance allows drivers to move while off duty to a nearby safe location to obtain the required rest after loading or unloading or move at the request of a safety official during an off-duty period. (Note: This is not possible in Canada.)

What is a yard move?

Yard moves are part of the special driving categories introduced with the ELD mandate.

A yard move allows truck drivers to log time spent moving a commercial vehicle in a yard using a status of “On-duty, Not driving”. This applies when moving the truck within a confined area on private property or at an intermodal facility.

Examples of a yard include:

• An intermodal yard or port
• A carrier’s private property
• A private parking lot of a shipper or receiver

Yard move regulations – Canada vs. the US

The functional specifications of ELDs differ in the US and Canada.

When ELDs were introduced in Canada, the ELD standard included a condition for yard moves, requiring the ELD to automatically switch to driving status when the CMV exceeds a speed of 32 km/h.

There is no speed threshold in the US. Fleets are encouraged to set safety policies around the safe speed of movement in a yard.

Having an ELD partner that provides speed threshold configuration can help you achieve this goal.

Benefits of leveraging the yard move exception

• Reduced time management pressure: Since yard moves don’t count toward driving hours, drivers can manage their day better without fearing they’ll exhaust their authorized driving time while moving a truck in a yard.
• Safety and compliance: By distinguishing yard moves from on-road driving, carriers can better comply with regulations while ensuring safety during yard moves. Drivers are more likely to adhere to speed limits in the yard, if they know this time does not affect their on-road driving time.

If a carrier allows drivers to use the yard move exception, they should have an ELD that can be configured to allow drivers to move the truck in a yard while being in the “On-duty, Not driving” status.

Personal driving and yard moves – key takeaways

While HOS regulations impose strict constraints on managing driving hours, driving exceptions like personal driving and yard moves provide flexibility for drivers and fleets.

When used correctly:

• Personal driving gives drivers a way to move their truck for personal use when relieved from duty.
• Yard moves allow drivers to move a truck within a yard without counting that time as driving.

Allowing drivers to use these driving exceptions requires added monitoring from carriers, as they must ensure every truck move identified as such adheres to US and Canadian regulations.

Having a reliable ELD provider that helps manage these exceptions goes a long way in mitigating the risk of their misuse and helps carriers remain compliant at all times.

Telematics data: a great starting point for fleet safety

You’ve adopted a lot of tech in your fleet. Chances are you’ve implemented an ELD because it’s mandatory. Maybe you’ve added telematics and safety cameras to the mix. It’s a lot to manage—onboarding drivers with all this new tech and rolling it out across your fleet. In the back of your mind, you know all this data could be used better—you’re just not sure how.

As a trucking tech company that’s grown alongside professionals like you, we’ve got some insights on how to start managing all this technology today. These tips are straightforward, and they serve to improve fleet safety with telematics data. They will also help you get a grip on that firehose of data, so you can boost fleet safety with data. Here are five tips to improve fleet safety with telematics data.

Choose the right data

Yes, there is such a thing as irrelevant data—something you’ve probably discovered. GPS coordinates with no context, engine on/off cycles in isolation, or granular speed readings that tell you nothing.

Go back to your goals. What are you trying to achieve? Higher fuel economy? Better driver retention?

Then find the metrics that tell that story. Maybe it’s the frequency of critical events like hard braking and turns. Reducing those could lead to better safety and higher fuel efficiency. If drivers aren’t sticking around, look at the number of HOS violations, which can suggest stress or dissatisfaction with scheduling if they happen regularly.

Be proactive, not reactive

To be proactive, you need real-time data for fleet safety. That means safety monitoring tools that alert you—and drivers—when driving practices are unsafe. Hard brake? Alert! Speeding? Alert!

ISAAC’s platform not only offers real-time alerts of risky driving maneuvers but also attaches corresponding footage to the alert when ISAAC InView cameras are installed. That instant feedback is priceless. Talk about simple fleet safety strategies. With ISAAC’s real-time alerts and the ISAAC InRealTime portal, you can expect a significant reduction in Critical Events—some have reported up to 80%.

But having data is just the start. It’s crucial to manage that data effectively to make it work for you. Start by focusing on a few key metrics—like harsh braking and speeding—then use that data to coach drivers and improve behavior. This careful management of data reduces the risk of it being used against your fleet in the event of legal proceedings, helping to safeguard your operations and reputation.

“I believe coaching drivers and helping them improve is key to a safer fleet. I was once a driver before dashcams and ELDs, and I’m convinced this technology would’ve made me a safer driver through video coaching.

 

If I ever went back on the road, I’d want all the cameras, including driver-facing ones. They protect me and my fleet, especially with driving distractions, keeping everyone accountable.”

 

Melanie Simard, VP Safety & Compliance, Technical Support

Communicate effectively

You can have great data-driven initiatives, but if your team doesn’t understand them, they’ll fall flat. A simple way to clear communication in fleets: hold regular meetings where you share your data insights with all involved parties. That means everyone, from your operations team, to fleet managers, to trainers, and your drivers, of course.

Make sure they know the WHY of the ongoing initiatives. What are you tracking for? What are your goals? Review monthly performance, and use the data to tell the story of where you were, where you are, and where you’re headed.

Show your team in tangible terms how these insights can help make the fleet safer, reduce incidents, and cut down on driver idle time. In other words, show them how these initiatives help them put in more efficient miles and spend more time with their loved ones. Clear communication gets your drivers to buy into the new technology you’re presenting to them.

Keep an open mind toward technology

Keeping an eye out for the latest trends in technology is a must for continuous improvement and to remain competitive in the market.

Good news: At ISAAC, we’re not simply trend-hopping, but are invested in implementing features that trucking fleets can really use.

This article is about choosing the right data to give you fleet data safety tips. To take things up a notch, you could ideally find patterns in that data that would better inform your day-to-day decisions.

There’s a tool that can do all that for you: ISAAC Analytics, our AI-powered BI platform. It can serve as easy fleet safety tech for fleets, as it identifies trends and patterns from the millions of data points the ISAAC platform records from each of your trucks to provide actionable insights.

For example, one of the dashboards takes two years of historical data and shows which drivers have risky driving behavior. Armed with this list, you can coach them individually. You can also see trends in HOS violations, enabling you to manage safety and compliance proactively. This is data-driven fleet compliance in action. Dashboards like these are a great way to see if your initiatives for better compliance and safety are working.

BI [ISAAC Analytics] dashboards gave us clarity. By compounding all the data we were collecting from the cab, we finally saw the true impact of the program.

 

Corey Cox, SVP of Innovation, Tandet Group of Companies

Take control of your fleet safety with data

Using telematics data to improve fleet safety is no longer optional, it’s a must. By focusing on the right data, taking a proactive approach, communicating clearly with your team, and staying open to new technology, you can make a real difference.

The tools are already at your fingertips, and the impact on your fleet’s safety and performance can be significant. Don’t wait for problems to arise—use your data to prevent them. Your drivers, your fleet, and your business will be better off for it.

The importance of conducting a vehicle inspection on a truck, as required by Canadian and American fleet safety regulations, cannot be overstated. These critical steps are fundamental in ensuring and improving the safety of drivers, passengers, and all road users. By carrying out thorough inspections, drivers can identify potential mechanical issues and perform preventive maintenance. It’s not merely about regulatory or truck inspection compliance; it’s a proactive measure essential for ensuring the safety and integrity of road transportation in Canada and the United States.

Truck Inspection Compliance – Why it Matters

It’s simple: complying with vehicle inspection regulations prevents accidents and plays a big role in mechanical failure prevention for trucks. Less accidents and truck breakdowns mean better integrity of road infrastructure and a strong reputation for fleets that promote road safety in their fleet management.

Ultimately, these inspections are a cornerstone of safety and reliability in the transportation sector.

The Importance of Establishing Inspection Duration

Although regulations do not specify a specific duration for conducting an inspection, a fleet can establish this duration through a company policy. It ensures that all heavy vehicle operators in the organization follow the guidelines, promoting consistency and thoroughness in safety practices. Why should a fleet care about establishing such a policy? Here are a few reasons:

1) Early problem detection

Allowing enough time for an inspection ensures that drivers will thoroughly examine each component. This way, they detect any potential issues early. These issues could be mechanical defects, wear and tear, or other risks.

2) Safety of drivers and the public

A comprehensive inspection helps identify safety risks to workers and the public. Identifying defective equipment or hazardous conditions in time can prevent serious accidents, and in some cases, save lives.

For example, if a safety officer notices and reports brake pads that are worn below the safety margin during an inspection, they can have the brake pads replaced before the truck takes off. Being able to stop in time is crucial when operating a heavy vehicle, and allocating sufficient time for inspections can ensure the safety of other road users as well as the truck driver.

3) Avoiding legal penalties and operational disruptions

Rigorous safety inspections are vital for compliance with safety standards and regulations, a legal requirement in the transportation sector. This ensures all requirements are met, thus avoiding operational disruptions and legal penalties due to a fleet’s non-compliance.

For example, if a trucking company neglects to notice significant wear on a steering mechanism, they could be liable to a costly legal settlement due to negligence. Furthermore, they might have their operating license temporarily suspended.

All this can be avoided by complying with safety regulations and allowing for sufficient time during inspection.

4) Cost reduction

Identifying and addressing safety issues promptly play a big part in operating cost reduction, thanks to vehicle inspections. This approach prevents expensive repairs, minimizes unplanned downtime, and as mentioned above, avoids potential fines or legal actions related to non-compliance.

As an example, identifying an engine crack early and fixing the problem can prevent major engine failure. So, because of a thorough vehicle inspection, fleets can keep maintenance costs low and minimize downtime, paying dividends towards the fleet’s bottom line.

5) Safety culture in transportation

Regular safety inspections foster a culture of safety and accountability within the organization. Drivers are encouraged to be responsible for their actions and the safety of their work environment and other motorists. Why is driver accountability in fleet operations so important?

A strong safety culture encourages drivers to be more vigilant, and proactive in safeguarding a fleet’s safety reputation, which results in increased operational efficiency, shorter maintenance periods, and increased driver happiness.

Another motor for more efficient operations and greater driver happiness? Automated workflows. Read more on automated workflows for fleets in our whitepaper.

The Comprehensive Benefits of Vehicle Inspections

In sum, by allocating sufficient time for inspections, fleets can detect potential problems early and reduce the risk of accidents and equipment failure, helping to lower costs all thanks to vehicle inspections.

Establishing an internal policy can improve road safety, reduce costly downtime, minimize legal risks and increase driver satisfaction. By committing to vehicle inspections of sufficient duration, a fleet is not just complying with regulations; it is giving its drivers a clear directive and demonstrating its commitment to higher safety standards.

Since the implementation of ELD regulations in the US and Canada, new regulations have been in force regarding the documents that must be presented during a roadside inspection. This blog post offers a brief refresher.

More about inspection prep

Why it pays to be prepared

There are multiple reasons to ensure your drivers are prepared for roadside inspections by having the proper documentation on hand in the cab.

Preparation helps you maintain efficient operations. Being able to quickly produce the documents the inspector asks to see speeds up the inspection process. And since it allows your drivers to get back on the road as quickly as possible, it prevents delays to delivery schedules. It can prevent potential fines. A well-prepared driver looks good to the inspector and represents you well on the road.

In addition, ensuring that all required documents are in order and that the vehicle complies with safety regulations is essential to maintaining a good safety rating. Consequently, a better rating results in fewer inspections, lower insurance premiums, and increased business opportunities.

Required documents for roadside inspections in the US

According to the government’s Electronic Code of Federal Regulations (eCFR) pertaining to commercial motor vehicles, each truck must carry an ELD information packet that contains four documents:

1. The user’s manual for the ELD installed in the truck, instructing drivers on how to operate the ELD;
2. An instruction sheet with step-by-step instructions for the driver to be able to produce and transfer their HOS logs to an authorized official;
3. An instruction sheet that explains how the driver can report any ELD malfunctions along with the procedure for recordkeeping during an ELD malfunction;
4. An adequate supply of blank record of duty status graph-grids for the driver to be able to manually record their duty status and related information for at least eight days in the event of a malfunctioning ELD.

Required documents for roadside inspections in Canada

Canada’s Commercial Vehicle Drivers Hours of Service Regulations (SOR/2005-313) – section 77 (7) lists the requirements for documents to be carried in each truck. It is the carrier fleet’s responsibility to make sure each truck carries an ELD information packet. The packet must include current versions of each of these four documents:

(1) A user’s manual for the ELD;

(2) An instruction sheet for the driver that explains how the ELD supports the transfer of data and the steps needed to generate and transfer hours-of-service data to an inspector;

(3) An instruction sheet that describes exactly what the driver must do in the event that the ELD malfunctions; and

(4) Enough record of duty status sheets to allow the driver to record the information required under section 82 (i.e., the driver’s duty status and related information) for at least 15 days.

Consequences for missing documents

If your drivers are missing any of the necessary documentation during an inspection, there are three types of potential consequences : fines and penalties; a negative impact on your fleet’s safety ratings; and increased insurance premiums. Let’s briefly examine each.

Fines and penalties: The inspection authority can impose fines and penalties on both the driver and the trucking company if the required documents cannot be presented during a roadside inspection. The amounts can vary depending on the jurisdiction and the severity of the violation.

Negative impact on safety ratings: A violation for missing documents can negatively affect the carrier’s safety rating because it’s considered a regulations breach. A poor safety rating can lead to increased scrutiny from enforcement agencies and can also mean a loss of business, as potential customers may consider fleet safety ratings when choosing a carrier.

Increased insurance premiums: Repeated violations for missing documents can result in higher premiums, as the insurer may consider the carrier to be high-risk.

The role of electronic logging devices (ELDs)

Both the US and Canada have regulations mandating the use of ELDs to replace traditional paper-based logbooks for recording driver hours of service. These devices help facilitate the recording of hours of service and provide the information requested by authorities.

ISAAC offers an ELD with Smart Compliance support that ensures drivers and fleets are compliant with HOS regulations in both Canada and the US. ISAAC’s solution records and tracks driving hours automatically, while other duty statuses (On-Duty, Off-Duty, Sleeper Berth) are automatically derived based on the activity drivers enter on the tablet. Designed for maximum ease-of-use, the system minimizes the risk of errors. It also provides real-time access to driver logs, making it quicker and easier for enforcement officers to verify compliance during roadside inspections.

The ISAAC solution is more than just an ELD, however. It provides many features that simplify workflows. These include next-action prompts to guide drivers in their tasks, document scanning, and more. Automated reporting is another useful feature of the ISAAC solution. It generates comprehensive reports and analytics related to driver logs, HOS compliance, and other crucial information. These reports can be quickly retrieved and shared with enforcement officers during roadside inspections, simplifying the inspection process and reducing administrative burdens.

Driver vehicle inspection reports are also included in the capabilities of ISAAC’s solution. Drivers can complete pre-trip and post-trip inspections using ISAAC’s rugged tablet to report any defects or issues. These reports are easily accessible and can be presented to authorities during roadside inspections.

ISAAC’s solution also provides real-time alerts and notifications to drivers and fleet managers regarding potential violations or compliance issues. This makes it easy to take proactive measures and address any compliance concerns before they lead to violations or penalties.

Four simple tips for successful roadside inspections

Roadside inspections are necessary and valuable for ensuring compliance and safety in the trucking industry. But that doesn’t mean they have to be a hassle or an obstacle to running your business. Ensuring that roadside inspections are smooth, quick, and successful holds 4 keys:

1. Keep documents organized and easily accessible
2. Regularly update and verify the accuracy of documents
3. Conduct pre-trip inspections
4. Train drivers on what to expect during roadside inspections

Keep the wheels turning

No matter where your fleet’s trucks operate in North America, it makes sense to do your best to fully comply with the territory’s regulations. With roadside inspections aimed at enforcing these regulations, it’s important for drivers and fleet managers alike to be prepared for them.

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Texas HOS regulations are a bit different from federal rules because the state opted to adapt to the realities of Texan drivers. Texas is the second-largest U.S. state in vehicle miles traveled per year, with trucks accounting for 12% of the miles. The state has the largest highway and interstate networks in the U.S., with 66,000 transportation companies domiciled within Texan borders. A total of 185,000 truck drivers work in Texas, with the industry employing one out of every 16 Texans.

These statistics show that a large volume of freight is transported around the state, including deliveries solely within the state of Texas. However, when drivers make trips outside the state, they must comply with Federal Motor Carrier Safety Administration (FMCSA) HOS regulations.

The consequences of non-compliance can be severe, so everyone in your fleet must have a clear understanding of how Texas HOS regulations work. Carriers can reduce risk and make life easier for their drivers by clearly outlining rules and providing support for complex compliance scenarios.

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What are the Texas hours of service regulations?

Texas hours of service rules apply to fleets operating strictly within Texan borders. Drivers operating in the state must follow Texas intrastate HOS rules or risk being pulled off the road. In a worst-case scenario, carriers risk nuclear verdicts if a non-compliant driver becomes involved in a fatal crash.

Overview of Texas HOS rules:

• Drivers require 8 consecutive hours of off-duty time before beginning a shift
• After 8 hours off duty, drivers can be on duty for a maximum of 15 consecutive hours
• Drivers can drive 12 hours
• In a 7-day span, drivers can be on duty for a maximum of 70 hours
• Drivers must take 34 consecutive hours of rest to reset their cycle

How Texas truck drivers can use the sleeper berth provision

The sleeper berth provision allows drivers to split a mandatory 8-hour rest period into two smaller rest periods. If an unexpected delay occurs, this gives drivers with a compliant sleeper berth more options to ensure on-time delivery while complying with Texas HOS rules. Here’s how the sleeper berth provision works:

• The two smaller rest periods must total 8 hours
• The short rest period must be a minimum of 2 consecutive hours
• Both rest periods need to be sleeper berth status
• Total driving time before and after each sleeper berth rest period cannot exceed 12 hours
• The on-duty time in the period immediately before and after each rest period in the sleeper berth, when added together, must not include any driving time after the 15th hour
• Drivers may reset the shift hours by taking at least 8 consecutive hours spent in off-duty, sleeper berth, or a combination of both

Pitfalls to avoid—Texas vs Federal regulations

Federal rules take precedence over state rules, so drivers leaving Texas state must be prepared to comply with the HOS regulations outlined by the FMCSA. When Texan drivers return to their home state, they can go back to Texas regulations. One of the main differences between federal HOS rules and Texas HOS regulations is that Texas rules are more permissive in terms of giving drivers more driving and on-duty time.

Overview of FMCSA HOS rules for property-carrying drivers

• 10 consecutive hours of off-duty time are required before beginning a shift
• Drivers are allowed to 14 hours of on-duty time
• Drivers are allowed to drive for 11 hours
• 30-minute breaks are required after 8 accumulated hours of driving
• Drivers can be on duty for a maximum of 70 hours in 8 days
• After reaching the 70-hour limit, 34 consecutive hours of rest are required to reset the cycle

After leaving Texas, drivers must consider longer off-duty time, required breaks, and shorter on-duty and driving time limits over an 8-day period. If drivers return to Texas, they can choose to change their zone of operation to Texas regulations without having to reset their cycle. However, in order to switch from Texas to Federal regulations, drivers must first complete 34 consecutive hours of rest to reset the cycle in order to change operating zones.

Enhanced management of HOS rules

Complying with different HOS regulations and provisions while ensuring on-time delivery can be a complex undertaking. Managing HOS and other regulatory requirements with in-cab tech such as the ISAAC solution or an ELD platform greatly reduces the risk of non-compliance. Drivers can rely on the solution to automatically track hours and simplify compliance for both intrastate and interstate trips.

A misunderstanding of how the rules work, or even a simple error in HOS tracking, could result in unintentional non-compliance. Regardless of intention, the consequences of failing to comply can be severe, making compliance mission-critical for carriers.

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Canada’s carriers face new ELD rules on January 1, 2023

Fleets face new Canadian rules for electronic logging devices (ELDs) that start in less than three months. After delays in 2021 and 2022, Canada’s ELD mandate appears to be on track for enforcement on January 1, 2023. Previous reasons for postponement, such as the pandemic and a lack of certified ELDs, aren’t likely to be roadblocks again.

Fleets can check to see if their ELDs are certified by Transport Canada. Carriers that don’t have certified ELDs should begin the transition as soon as possible. Companies must consider the impact that ELDs will create across their fleet to plan enough time for effective change management. This helps to reduce friction that drivers and fleet workers experience towards new systems and industry rules.

Getting your entire fleet on board is a crucial part of rolling out efficient compliance measures for the Canadian ELD mandate.

Get the Guide – Canadian ELD Compliance

Is my ELD certified?

Transport Canada offers a website for carriers to verify their ELD device as compliant with the mandate. This list includes all certified ELD products in Canada. Use the list to confirm that the product model name and number are certified. The software name and version can also be confirmed on the ELD certification list.

If you can’t find your device on the list, contact your vendor. Since time is running short, it’s important to know where your vendor stands in the process of becoming certified. Don’t hesitate to ask questions, such as:

• What steps are being taken to become compliant?
• Will I need new hardware?
• Will there be a major software update?
• Can we achieve compliance with an over-the-air update?

The answers you get to these questions will directly impact how quickly you’ll be able to deploy an ELD solution that complies with the mandate. An over-the-air software update can be fast. If you need new hardware or a new vendor, you will require a lot more time to make the transition.

Following best practices for ELD implementation will shave time off the project. Getting started with the process sooner than later will allow for enough time to smoothly transition before the mandate starts in January.

How fleets manage the change to ELDs

Transitioning to a certified ELD requires a change management plan, starting with an evaluation of the impact the change creates across your fleet. Understanding the impact helps to clarify the project scope before deployment. The changes that drivers experience with the new system will be different from those experienced by dispatchers and managers, so a change management plan must account for each group.

The upcoming Canadian ELD mandate does not alter hours of service (HOS) regulations, but using an ELD will change the way drivers and fleet workers go about their day. Drivers will need to know how to use ELDs for HOS and DVIRs and to show compliance during roadside inspections. Office personnel will need to get familiar with the new technology and understand how to support drivers using the solution.

The current state of your fleet systems will determine your starting point in the transition process. If your drivers are using paper logs, the amount of change experienced will be much greater than for a fleet already using ELDs. Fleets switching from paper logbooks to ELDs must factor in time for drivers and office personnel to get familiar with the new technology. Fleets familiar with ELDs will need less time to get people up to speed.

Managing change is challenging for many fleets. Understanding the extent of the changes and the impact of new systems on individuals will make it easier to equip your fleet and complete the transition for full compliance.

Transparent communication and engaging training

Fleets with a solid change management plan understand that ELD installation is part of a larger transition process. Drivers and fleet workers must adopt the new system and learn to use it before the final steps of deployment.

A transparent, engaging communication plan helps to reduce resistance to change. Let people know about incoming ELDs well in advance. People who react with more resistance will benefit from a bit more time to accept the new technology. Many will accept the transition to a new system when you take the time to explain the new regulations and time-saving features.

A robust training program helps to reduce the stress of change and quicken the transition to certified ELDs for your fleet. Make training and development resources readily available, including online and in-person activities. Designate mentors and create a support system that everyone can rely on when they have questions or want to become more proficient with the system.

It’s tempting to turn on the ELD compliance setting for all drivers when you finally become compliant. However, if time allows, it’s best to roll out in smaller groups to validate that the deployment is working as intended. You can start with the most tech-savvy drivers or roll out the system one terminal at a time—whatever works best. If issues arise, adopt fixes before the next deployment phase.

Who needs ELDs in Canada?

Canada’s ELD mandate is scheduled to become enforceable in January 2023. Carriers with intra-provincial operations (except Alberta, P.E.I., Saskatchewan), federally regulated fleets, and U.S. fleets that cross over to Canada will need to be compliant with new ELD regulations.

If your fleet hasn’t made the transition, find out more about the road to ELD compliance in Canada.

Get the Guide – Canadian ELD Compliance

US hours of service regulations give drivers a 14-hour window to drive a maximum of 11 hours, with mandated 30-minute breaks after eight hours of driving. Drivers can start a new work shift after ten consecutive hours of rest. Considering these rules, the agricultural exemption can be beneficial by suspending driver hours of service and driving time requirements within a specific, 150-air-mile radius.

Fleets can optimize the benefits of this exemption using technology. Electronic logging devices make it easier to manage complex hours of service scenarios, including the agricultural exemption in the United States.

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Considering these rules, the agricultural exemption can be beneficial by suspending driver hours of service and driving time requirements within a specific, 150-air-mile radius. Fleets can optimize the benefits of this exemption using technology.

Who can use the agricultural exemption?

All fleets can use the agricultural exemption. Eligibility is determined by the nature of the cargo, the source of the cargo, the destination, and the distance from the source loading point.

What products qualify for this exemption?

All agricultural commodities, non-processed food, animal feed, fibers, and livestock fall under the agricultural exemption.

Agricultural commodities refer to horticultural products at risk of perishing or degrading in quality during transport, including plants, sod, flowers, shrubs, ornamentals, seedlings, live trees, and Christmas trees. Farming supplies intended for agricultural use also qualify for the agricultural exemption.

Non-processed food refers to food commodities in a raw or natural state and not subjected to significant post-harvest changes to enhance shelf life, such as canning, jarring, freezing, or drying. This includes fresh fruits, vegetables, cereals, and oilseed crops that have been minimally processed by cleaning, cooling, trimming, cutting, chopping, shucking, bagging, or packaging to facilitate transport.

The list of what constitutes livestock is exhaustive. In 2020, the Federal Motor Carrier Safety Association (FMCSA) clarified the definition to encompass all living animals farmed, raised, or bred for commercial purposes, including insects and aquatic animals.

What facilities are considered a source?

Farms and ranches that originate agricultural commodities are considered sources. Intermediate storage and loading facilities, such as grain elevators and sale barns, also constitute accepted sources if the product still meets the definition of an agricultural commodity.

When agricultural commodities are loaded at multiple sources during a trip, the first loading point is considered the source that determines the 150-air-mile exemption radius. (See Scenario  5, below)

How to use the agricultural exemption

There are five scenarios when the agricultural exemption applies.

Scenario 1: En route empty to source

A → B: Empty travel outside the 150-air-mile radius toward the source
B → C: Empty travel within the 150-air-mile radius to the source
C → D: Loaded travel within the 150-air-mile radius toward the destination

Scenario 2: En route loaded to destination

A → B: Loaded travel within the 150-air-mile radius toward the destination
B → C: Loaded travel outside the 150-air-mile radius toward the destination

Scenario 3: Return empty from delivery

A → B: Loaded travel within the 150-air-mile radius toward the destination
B → C: Loaded travel outside the 150-air-mile radius toward the destination
C → D: Empty travel outside the 150-air-mile radius toward the initial source
D → E: Empty travel within the 150-air-mile radius toward the initial source

Scenario 4: Starting a new trip without returning to original source

A → B: Loaded travel within the 150-air-mile radius toward the destination
B → C: Loaded travel outside the 150-air-mile radius toward the destination
C → D: Empty travel outside the 150-air-mile radius toward the new source
D → E: Empty travel within the 150-air-mile radius toward the new source

Scenario 5: Agricultural commodities to market from multiple sources

A → B: Loaded travel from the initial source (A) to a secondary source (B) within the 150-air-mile radius, before travelling to the next secondary source (C)
B → C: Loaded travel from a secondary source (B) within the 150-air-mile radius toward another secondary source (C) outside the 150-air-mile radius, before travelling to the destination (D)
C → D: Travel from the last secondary source (C) outside the 150-air-mile-redius, toward the destination (D) outside the 150-air-mile radius

Key takeaway

The key takeaway from the United States agricultural exemption is that hours of service and driving time can be suspended within a maximum radius of 150 air miles between the initial source and the destination. When the trip includes multiple sources, the first stop determines the source point of the 150-air-mile radius.

Does the US agricultural exemption apply in Canada?

This agricultural exemption does not exist in Canada, but Canadian fleets can use it in the United States. The 150-air-mile radius applies even if the source is Canadian.

The agricultural exemption ceases to apply when drivers enter Canada from the US. Drivers must comply with Canadian hours of service and driving rules after crossing the border.

Hours considered exempt in the US will be considered as driving time in Canada, counting toward Canadian limits for work shifts, days, and cycles. Planning is essential to avoid non-compliance in Canada.

ELDs make it easier to manage hours of service

Fleets can deploy in-cab technology that simplifies the way drivers manage HOS rules while on the road.

When integrated with a dispatch system, the ISAAC solution can automatically trigger the exemption for the driver according to the mandated radius. Instead of manual entry, the address of the source automatically defines the radius, saving time for dispatchers and drivers while reducing human error.

ISAAC delivers a wealth of efficiency for fleets. We stay up to date with rules and exemptions to help fleets efficiently manage compliance and safety requirements.

Watch this high-value webinar to find out how technology helps to optimize compliance:

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