The ABC’s of Fleet Compliance Services

Fleet Compliance ABC's

When it comes to fleet-compliance needs, there’s a lot to remember, stay up to date on and protect against. To help companies like fleet management companies (FMCs), power-grid companies, carriers and many others keep track of compliance requirements and additional services that could be beneficial, ACERTUS has organized an A-Z list of all things related to fleet compliance. 

 

Audit Support – Even companies that are well-prepared with their compliance coverage have to face audits at some point. It can be useful to work with a compliance provider that can also offer support and expertise on such audits. 

 

Base Plate Renewals – It’s crucial to have vehicle title-and-registration work up-to-date to stay compliant on the road. This includes license plate renewals in the base (i.e. home), state or province for each respective fleet unit. 

 

Consulting – A dedicated compliance team can offer strategic consulting services, pointing out areas where companies can find additional efficiencies, speed or value. 

 

Department of Transportation (DOT) – The US Department of Transportation (DOT) is a federal agency that enforces regulations that govern the operation of all commercial motor vehicles.   

 

Emissions Inspections – There are a variety of different emissions inspections required, and it depends on the state or province. Generally, they test a vehicle’s OBD emissions system, and the levels must meet a certain threshold for the vehicle to operate in that particular jurisdiction. 

 

Fuel Tax Reporting – Vehicles must comply with the International Fuel Tax Agreement (IFTA), which requires the reporting of fuel use taxes by interstate motor carriers that operate in two or more states or provinces. 

 

Geographic Coverage – A majority of fleet-owning companies operate in more than just one state or province, which means they must stay on top of all the different requirements and regulations for each applicable jurisdiction. If companies choose to partner with a compliance provider, it’s crucial they partner with one that has the geographic coverage and knowledge to support their business. 

 

HUT Taxes – Highway Use Taxes (HUT) are specific taxes that apply in some states. They are applicable when a vehicle goes over a certain weight limit and wants to operate on highways. 

 

International Registration Plan – The IRP is a reciprocity agreement among all 50 US States, the District of Columbia and all provinces in Canada, which requires commercial motor vehicles that travel into two or more jurisdictions to register according to this plan. 

 

Jurisdiction – When it comes to different compliance needs, including IRP & IFTA, the regulations and standards vary by jurisdiction. This usually means these exact requirements differ state by state, or in Canada, province by province – although, there can also be specific city-, county- or other municipality-based policies a company must meet, as well.   

 

Key Performance Indicators (KPIs) – It can be useful for companies to track their success in terms of both compliance and other logistics, which is where metrics like Key Performance Indicators (KPIs) come in. Many fleet-owning companies come up with and monitor their own KPIs, but those that work with outside providers can also gain access to additional KPIs and business insights. 

 

Logistics – Compliance can actually fit into a larger logistics program for a company’s entire fleet. This can include everything from vehicle transport and delivery to storagecare and maintenancetitle and registration and more. This can be especially useful if a company chooses to partner with a provider like ACERTUS that will work compliance services into an overall logistics plan. 

 

Management System for Tolls & Transponders – Dealing with tolls and transponders is just a reality of being a fleet-owning company. The wider a geographic area that a company’s vehicles cover, the more management that will be needed of the various tolls and transponder work. Outside compliance providers often have the capacity and experience to help create a true toll-and-transponder management system. 

 

Natural Gas Inspections – As alternative-fuel vehicles become increasingly more widespread, states and provinces are starting to have different regulations and requirements to accommodate them. This includes tests for compressed natural gas (CNG).  

 

Online Processing – Increasingly, more states and provinces are opening up compliance services to allow for not just in-person processing, but also online-processing services. This can save crucial time and add efficiencies to the overall compliance process, which is why it’s important for companies to either go digital where they can or hire an outside provider like ACERTUS that has this capability. 

 

Permits – Commercial motor vehicles (CMVs) require various licenses and permits to meet compliance standards wherever they operate. It’s critical that companies with fleets ensure they have the proper permits for their respective vehicles and the jurisdictions in which they operate. Providers like ACERTUS can also help with permitting. 

 

Qualification Files  These records, also known as Driver Qualification (DQ) files, are a requirement of the Federal Motor Carrier Safety Administration (FMCSA) for any companies with commercial motor vehicles and employed drivers. DQ files are necessary for companies to successfully pass safety audits. Oftentimes, outsourced compliance providers offer DQ-file management services, keeping track of all documentation and staying on top of any required updates or additional trainings on behalf of the company in question. 

 

Risk Management Plans – Beyond just ticking off the necessary compliance checklist items, it’s important for companies with fleets to plan ahead and come up with a strategy to prevent and mitigate risks. Many companies do this on their own, but others opt for working with an expert compliance, so they can save valuable time but still have a thorough risk-management plan. 

 

Safety Policies – Any company that owns fleet vehicles or employs drivers must have safety policies and procedures in place to ensure there is compliance across the company’s vehicle base and driver network. Outside compliance providers can also assist in coming up with safety policies that ensure compliance but also make sense for the that respective company. 

 

Title and Registration  Just as fleet-owning companies need to ensure their compliance coverage it strong at all times, they also need to make sure they are fully covered in terms of titlingvehicle registration work and all corresponding documentation. ACERTUS actually has a full team dedicated to just title-and-registration service. 

 

Upkeep & Maintenance – Many providers who offer compliance services also offer other services, including basic vehicle upkeep, care and maintenance. 

 

Vehicle’s Lifecycle – If companies choose to partner with a vehicle-logistics provider like ACERTUS for compliance and a variety of other services – such as vehicle transportationmaintenance or storage – they can rely on the provider to help with services throughout the entire lifecycle of a vehicle. 

 

Weight/Mile – Weight/Mile Taxes refer to specific taxes that apply in some states. They are applicable when a vehicle goes over a certain weight limit and wants to operate on public roads.  

 

XRay  – Increasingly, x-ray technology is being used on fleet vehicles that cross important borders – such as the one between the US and Canada, or the US-Mexico border. There are specific compliance-related requirements fleet vehicles must meet when they make such border crossings and undergo x-ray technology like this. Reputable compliance providers stay on top of these evolving technologies and requirements, ensuring the companies they work with can meet all standards without issue or delay. 

 

Year-Round – Maintaining road safety and meeting compliance standards is a year-round effort. Whether a company chooses to handle its own compliance needs or chooses to outsource these services to an expert compliance provider, the company must ensure its fleet is up-to-date on all requirements throughout the calendar year. 
 
Zero Emissions – As more and more companies invest in zero-emissions, electric fleet vehicles, compliance standards will change to meet these different vehicles’ specific needs. Companies who have electric vehicles now, or plan on acquiring them in the future, should consider working with a compliance provider like ACERTUS that already has the know-how to meet these various regulations and requirements that will pop up based on state or province. 

 

 

Learn more about ACERTUS’ compliance services and fleet-safety programs – as well as its full range of fleet-management solutionsvehicle transports and logistics options – at https://acertusdelivers.com. To connect with one of our team members or receive a quick pricing quote, contact us hereor call us at this phone number: 855-ACERTUS (855-923-2655).   

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