Facing an audit in the trucking industry can be intimidating—fines and penalties loom large. But there’s a clear solution: effective record-keeping. This simple strategy can shield you from unnecessary stress and financial hits.
But how do you implement this? This article breaks down the different types of audits, as well as solutions to maintain thorough and accurate records.
Different Types of Audits
1. Compliance Review
This extensive audit evaluates overall compliance with federal regulations. It covers a range of areas including hours of service, driver qualifications, vehicle maintenance, and drug and alcohol testing programs.
2. New Entrant Safety Audit
Mandatory for new carriers, this audit occurs within the first 18 months of operation. It assesses a new entrant’s understanding and implementation of key safety and regulatory requirements.
3. Hazardous Materials Audit
If your business involves transporting hazardous materials, you’ll be subject to this specific audit. It focuses on how hazardous materials are handled, transported, documented, and reported.
4. Safety Measurement System (SMS) Audit
Carriers are evaluated and scored based on data from inspections, crashes, and violations. If your SMS scores are high in certain categories, it might trigger a targeted audit.
5. Unannounced Compliance Review
These are surprise audits where officials examine a company’s compliance with regulations. They typically focus on areas like drug and alcohol testing, hours of service, and vehicle maintenance.
6. Accident-Triggered Audit
Following a serious accident, a trucking company may undergo an audit to investigate if compliance issues contributed to the incident.
7. IFTA Audit
For carriers operating across state lines, the International Fuel Tax Agreement (IFTA) audit ensures proper fuel tax reporting and payment.
8. Driver Qualification Audit
This audit specifically examines driver-related documents and records, ensuring that all drivers are properly licensed, trained, and qualified to operate commercial vehicles.
9. Vehicle Maintenance Audit
Focusing on the upkeep and condition of the fleet, this audit checks for compliance with maintenance and safety standards.
What Happens If You Fail a Trucking Audit
When you fail a trucking audit, the consequences can vary from mild to severe, based on the frequency and seriousness of the violations found. Here’s what could happen:
If violations are minor and infrequent, you might just get a warning. This often comes with a follow-up audit to check if you’ve made the necessary improvements.
More often, violations lead to financial penalties. The cost of these fines depends on the nature and severity of the violations. Repeated or serious breaches can result in hefty fines.
Corrective Action Plan (CAP)
If you fail an audit, the FMCSA will send you a notice detailing the violations. You’re then required to create a Corrective Action Plan. This plan outlines how you’ll fix the issues. You must submit this plan to the FMCSA Service Center within a specified timeframe.
Risk of Shutting Down
In severe cases, especially if the violations are serious and pose safety risks, you might have to shut down your operations. This is usually a last resort, but it’s a possibility if the issues are significant and not addressed properly.
Using TMS To Navigate Trucking Audits
Using transportation management system (TMS) software can revolutionize how you handle record-keeping in the trucking industry. A TMS streamlines and organizes essential data, making it easier to stay compliant and avoid penalties. Let’s explore how TMS features facilitate effective record-keeping.
TMS Features for Record-Keeping
- IFTA Reporting: A TMS automates IFTA filing, calculating and reporting everything for you. A TMS that includes IFTA filing software can take the headache out of tax time.
- Mileage Tracking: Knowing exactly how far your trucks travel in each state is key. A TMS tracks this, making it easier to file accurate reports and pay your drivers right.
- Document Management: This feature stores all your important paperwork in one place. Logs, maintenance records, compliance papers – a TMS keeps them organized and ready for when you need them.
- Invoice Management: Keep track of your billing and payments with ease with trucking invoice software features. A TMS helps you manage finances clearly, which is essential for audits.
- Real-Time Reporting: Stay up to date with what’s happening in your operations. A TMS gives you live updates, so you’re always in the loop.
- Cloud-Based Access: With a TMS, your data is stored in the cloud. This means you can get to your records anytime, anywhere, and they’re safe even if your hardware fails.
Using TMS for Audit Prep
- Train Your Team: Make sure everyone knows how to use the TMS. Correct data entry and retrieval are crucial.
- Check Periodically: Look over your TMS reports now and then. Spot any issues early and fix them.
- Embrace Automation: Let the TMS handle the repetitive stuff. It’s more accurate and saves you time.
- Organize Your Documents: Use your TMS to keep your documents in order. When everything’s in its place, pulling records for an audit is a breeze.
- Update Regularly: Keep feeding your TMS with fresh data. Consistent updates mean you’re always ready for an audit.
That’s the deal with using a TMS platform for trucking audits. It streamlines your processes, keeping everything from IFTA filings to driver logs in check. Use it to track every detail accurately, automate the tedious tasks, and keep your processes informed and compliant.