While challenges often arise when it comes to the fleet-audit process, no one wants to be faced with a $200,000 audit.
To mitigate these risks and ensure a clean audit of your fleet, it’s critical to follow best practices on all compliance matters and stay up-to-date on all Federal Motor Carrier Safety Regulations (FMCSR). From keeping thorough and accurate records and ensuring data accuracy to creating a strategic plan on driver qualification and considering a partnership with an expert compliance provider, there are many ways to stay on top of your fleet’s compliance needs and set up your company in the best-possible position for a successful audit.
With this goal in mind, ACERTUS’ compliance team has created a list of the top four factors to work into a fleet-compliance plan.
1 – Follow Best Practices on Record-Keeping
Thorough record-keeping is a must when it comes to the world of compliance. Records serve as the home for all information pertaining to a fleet – whether that’s results from past audits, data on fleets and their current statuses or any operational changes a company engaged in over the last few years.
Typically, it’s considered best practice to maintain accurate and up-to-date records on all fleet vehicles and operations going back at least seven years. However, specific jurisdictions and regulatory bodies may have policies that require companies to keep service records even longer than seven years, so it’s crucial for companies to stay in the know on relevant policies and maintain their records for as long as required.
2 – Review Data and Ensure Accuracy
Undoubtedly, accuracy is an absolutely crucial component of any compliance strategy. As such, there must be a plan to review all data to ensure accuracy, consistency and completion. Through careful, detail-oriented data reviewing, those tasked with compliance work can make sure information is accurate and consistent, as well as fill in any blank spaces or make corrections as needed.
3 – Have a Plan for Driver Qualification Files
Staying on top of Driver Qualification (DQ) files is no easy task – but it is one that’s necessary for staying on top of fleet compliance information. When it comes to managing DQ files, companies must ensure they have up-to-date records on all driver and testing – identifying any expiring, missing or incomplete documents and working to .
Beyond just helping companies with fleets prepare for upcoming compliance audits, consistent DQ files and a strategic plan designed to manage these files will allow these companies to access the information they need, whenever they need it.
While some companies choose to manage their own DQ files, many choose to outsource this work to an expert compliance provider.
4 – Partner with an Expert Compliance Provider
One of the best ways to ensure a clean audit and stay on top of all your fleet compliance needs throughout the year is to partner with an outside compliance provider like ACERTUS. In choosing this approach, companies can rely on an expert compliance team to oversee many of their records, undergo thorough data reviews, manage DQ files and more.
Providers like ACERTUS can even more compliance tasks for companies with fleets, including International Fuel Tax Agreement (IFTA) and the Department of Transportation (DOT) audit services. The team can even act as a fleet safety-performance manager on behalf of a company it works with, either via a consultative or contractual agreement. Beyond all this work, ACERTUS can help with full-service consulting on telematics platforms, HUT and weight/mile tax servicing, toll and transponder fleet management, title and registration services and base plate renewals.
By outsourcing these services to ACERTUS and its dedicated compliance team, companies can achieve peace of mind that their fleets are fully covered and they’ll be able to achieve a clean audit, while still enjoying more time and capacity to focus on their own business needs.
Learn more about ACERTUS’ compliance services for your fleet – from IFTA and DOT compliance to IRP services, title and registration, telematics support and more – as well as its full range of vehicle solutions at https://acertusdelivers.com. To connect with one of our team members or receive a quick quote, contact us here or call us at this phone number: 855-ACERTUS (855-923-2655).