Driver Time Record Template

Driver Time Record: Usage Instruction

Completing the Driver Time Record form involves gathering your driving details and accurately filling them in for the specified timeframe. Follow these steps carefully to ensure that your records are clear and complete.

1. Begin by writing your name clearly in the space provided at the top of the form next to "Driver’s Name (Print)”.
2. In the allocated area, indicate the month and year for the records you are submitting. Fill in “Month” and “Yr” appropriately.
3. If you are an intermittent driver, remember to prepare this form by recording your hours for the 7 days prior to any day you perform driving duties. Make sure that includes days from the preceding month.
4. In the “Date” column, write down the specific date for each driving day from 1 to 31.
5. For each date, enter your “Start Time” when you began driving. Be precise and use the 24-hour clock format if this is commonly understood in your setting.
6. Next, fill in the “End Time” to indicate when you stopped driving for the day.
7. Calculate your “Total Driving Hours” for that day by subtracting the Start Time from the End Time, and enter the result in the corresponding column.
8. In the “Truck No.” column, write down the number of the truck you were driving on that date.
9. Lastly, make any necessary notes regarding your driving that day. This could include significant events or details that should be noted for record-keeping. Fill this in the “Notes” section.

With these steps complete, ensure that all information is accurate. This will help maintain clear records of your driving time and adherence to regulations, which can be crucial for both safety and compliance in your driving responsibilities.

1. What is the purpose of the Driver Time Record form?

   The Driver Time Record form serves as a crucial document for logging driving hours and ensuring compliance with regulations pertaining to driver work hours. It is primarily used to record the specific times when a driver begins and ends their shifts, providing a clear account of total driving hours and any additional notes relevant to each workday. This form helps both the driver and their employer track compliance with federal and state regulations.

2. Who needs to complete the Driver Time Record form?

   All drivers who operate within a 100-air mile radius of their headquarters must complete the Driver Time Record form, contingent upon certain conditions being met. Specifically:

   • The driver must return to their headquarters and be released from work within 12 consecutive hours.
   • The driver should have at least 10 consecutive hours off duty between each 12-hour shift.

   In addition, intermittent drivers are required to complete this form for the 7 days leading up to any driving day, which includes logging previous month activities if applicable.

3. What information should be included on the form?

   The Driver Time Record form collects essential information such as the driver’s name, the month and year, the specific dates of the driving days, start and end times for each shift, total driving hours, truck identification number, and any relevant notes. Each of these elements contributes to a comprehensive overview of driving activity and compliance with work hour regulations.

4. How do intermittent drivers use the form?

   Intermittent drivers must fill out the Driver Time Record for the 7 days before any day they engage in driving activities. This not only includes the current week but also captures hours worked in the preceding month. The form should be meticulously maintained to ensure accurate records are available for review, thus promoting adherence to mandated driving hour regulations.

When filling out the Driver Time Record form, several common mistakes often occur. One prevalent error is failing to accurately fill in the driver's name. This error may seem minor, but if the name is not clearly printed, it could lead to confusion regarding the identity of the driver. Ensuring that the name is legibly written in the designated area is crucial to prevent any miscommunication.

Another frequent issue is neglecting to specify the month and year of the record. The absence of this information can create significant problems when verifying driving history or compliance with regulations. A completed form must clearly indicate which month and year it pertains to, so all parties involved can properly reference the driving records.

Moreover, many individuals forget to provide total driving hours accurately. The "Total Driving Hours" section is essential for compliance with federal regulations. If this field is incorrectly filled or left blank, it may result in penalties or audits. Drivers should double-check their calculations to ensure that all hours are accounted for, enabling accurate reporting.

Another common oversight occurs with the "Truck No." section. In some instances, drivers may not include the truck number at all or may miswrite it. This information is critical for tracking vehicle usage and ensuring proper maintenance schedules. Taking the time to enter the correct truck number can prevent potential errors in vehicle management.

Lastly, many drivers overlook the "Notes" section. This part allows for important remarks regarding each driving day. Failing to provide relevant notes can hinder the analysis of driving patterns or issues encountered. By effectively utilizing this section, drivers can communicate essential information that may be significant for employers or future references.

When managing transportation and compliance within a company, various forms work hand-in-hand with the Driver Time Record. Each document plays a vital role in ensuring accurate tracking, reporting, and adherence to regulations. Below is a list of forms that often accompany the Driver Time Record.

• Driver's Daily Log: This log provides a comprehensive record of a driver’s daily activities, including driving time, rest periods, and any delays faced during the trip. It helps ensure that drivers adhere to federal hours-of-service regulations.
• Vehicle Inspection Report: Before and after each trip, drivers must complete this report to document the condition of the vehicle. Identifying any issues helps maintain vehicle safety and ensure compliance with maintenance regulations.
• Bill of Lading: This critical document serves as a contract between the shipper and carrier. It outlines the details of the shipment, including the type of goods, delivery location, and terms of transport, facilitating smooth logistics operations.
• Accident Report Form: In the event of an accident, this form collects essential details about the incident, including time, place, and involved parties. Reporting this information accurately is crucial for claims and legal compliance.
• Driver Qualification File: Companies are required to maintain this file for each driver. It includes essential documentation, such as licenses, training certificates, and medical qualifications, ensuring that all drivers meet necessary standards.
• Fuel Tax Report: This report tracks fuel purchases and usage for tax purposes. It helps companies fulfill their fuel tax obligations while also monitoring fuel consumption efficiency.

Utilizing these forms alongside the Driver Time Record not only streamlines operations but also promotes safety and compliance within the transportation industry. Keeping accurate records can save time, reduce risk, and ensure peace of mind for both drivers and employers.

The Driver Time Record form plays a critical role in tracking a driver's working hours and ensuring compliance with regulations. Several other documents serve similar purposes and share key characteristics with the Driver Time Record form. Here’s a look at eight of them:

• Driver's Daily Log: Like the Driver Time Record, this log tracks daily driving hours and rests, ensuring drivers comply with regulations regarding work hours and rest breaks.
• Electronic Logging Device (ELD) Report: This report captures the same data as the Driver Time Record but is generated automatically by an electronic device, providing real-time tracking of driving hours and breaks.
• Time Sheets: Often used by companies to document employee hours, time sheets provide a summary of work performed and include start and end times, similar to how the Driver Time Record is utilized.
• Trip Reports: These documents summarize a driver’s trip details, including time and mileage. They often include information on driving hours and rest periods, much like the Driver Time Record.
• Dispatch Records: Prepared by companies, these records track the time a driver spends on each dispatch or load, similar to the time tracking seen in the Driver Time Record form.
• Vehicle Inspection Reports: While primarily focused on vehicle condition, these reports may also document when and how long a vehicle was in use, tying back to driving hours and responsibilities outlined in the Driver Time Record.
• Employee Attendance Records: These records can track when an employee is present for work, documenting working hours in a way that can be compared to the detailed time tracking in the Driver Time Record.
• Work Schedules: Companies often use these to outline when drivers are scheduled to work. They share information about shifts that can relate to the tracking of driving hours in the Driver Time Record.

Each of these documents helps ensure that drivers are compliant with regulations while providing a clear record of their working hours and time spent on the road.

When filling out the Driver Time Record form, it is important to adhere to specific guidelines to ensure accuracy and compliance. Here are eight things to remember:

• Do: Print your name clearly in the designated space.
• Do: Fill in the month and year accurately.
• Do: Record all start and end times for driving activities.
• Do: Include the total driving hours for each day.
• Don't: Omit prior driving days if you are an intermittent driver.
• Don't: Use abbreviations that may cause confusion.
• Don't: Forget to note the truck number for each driving session.
• Don't: Ignore the importance of detailed notes for each entry.

Misconceptions surrounding the Driver Time Record form can lead to confusion for drivers and employers alike. Here are some common misunderstandings:

• It’s only for long-haul drivers. Many believe that this form is exclusively for long-distance trucking, but it's applicable for short-haul drivers operating within a 100-air mile radius as well.
• Daily submission is mandatory. Some incorrectly assume that drivers must submit this record every day. However, intermittent drivers only need to complete the form for the 7 days preceding any day driving occurs.
• It replaces other logging requirements. The Driver Time Record is not a substitute for all logging requirements. It is an alternative under specific conditions, mainly applicable to drivers returning to headquarters within 12 hours.
• Breaks don’t need to be documented. Here’s an important point: while the form focuses on driving time, breaks and entire duty hours should still be recorded to comply with regulations.
• Only driving hours matter. It’s a common belief that only driving hours count. In reality, all duty hours—including load and unload times—must be accounted for in the record.
• No need for notes. Some might think that the “Notes” section is optional. In fact, using this section can provide valuable context about the day’s events, improving clarity and compliance.
• The form is complicated. Many drivers feel intimidated by forms, assuming they are overly complex. However, the Driver Time Record is straightforward and designed to help, not hinder.

Understanding these misconceptions can help drivers and fleets maintain compliance and simplify the reporting process. It’s essential to approach this form with knowledge and confidence.

The Driver Time Record form is an essential document that helps ensure compliance with driving regulations. Maintaining accurate records can prevent potential issues and provide accountability.

• Correct Information: Always print your name clearly at the top of the form. Ensure that the month and year are filled in accurately.
• Eligibility Criteria: This form can be used if you operate within a 100-air mile radius of your headquarters and return daily within 12 consecutive hours.
• Off Duty Hours: It is crucial to have at least 10 consecutive hours off duty between shifts to qualify for this record.
• Intermittent Drivers: Drivers who work intermittently must fill out this form for the 7 days leading up to any day of driving, including days from the previous month.
• Complete Details: Ensure that all fields, including dates, start and end times, total driving hours, truck number, and any relevant notes, are filled out comprehensively.