What is an Individual Vehicle Mileage Records (IVMR)

03/12/2023

Individual Vehicle Mileage Records (IVMRs) are an essential reports for fleets, as they provide a detailed account of the mileage driven by each vehicle. These reports are particularly important for transportation companies that operate across state lines, as they are required to comply with the International Fuel Tax Agreement (IFTA). The IFTA is an agreement between the lower 48 states of the United States and Canadian provinces that simplifies fuel tax reporting for motor carriers by allowing them to file consolidated quarterly reports and pay taxes based on the miles traveled in each jurisdiction, instead of filing separate tax returns in each state or province they operate in.

IVMRs provide a complete breakdown of each trip made by a vehicle, including the date, time, and location of each stop, as well as the distance traveled. This information is critical for accurately calculating fuel usage, vehicle wear and tear, and maintenance costs. IVMRs also provide valuable data for optimizing fleet management, as they can help identify inefficient routes and driving behaviors that may lead to higher costs or safety risks.

To ensure compliance with IFTA regulations, fleet managers must maintain accurate IVMRs for each vehicle in their fleet. IVMRs can be generated automatically by electronic logging devices (ELDs) that track the movement of vehicles and record the necessary data. However, it is essential to review and verify the accuracy of these reports regularly to ensure compliance with regulations and prevent errors or fraudulent activity. Inaccurate IVMRs can result in fines, penalties, and audits, which can be time-consuming and costly. Therefore, it is crucial for fleet managers to implement effective monitoring and auditing processes to maintain the accuracy and integrity of their IVMRs. By using IVMRs effectively, fleet managers can optimize their operations, reduce costs, and ensure compliance with industry regulations.

What is the International Registration Plan (IRP)?

03/07/2023

The International Registration Plan (IRP) was developed by the American Association of Motor Vehicles Administrators (AAMVA) to promote commerce and streamline interstate truck operations. It's a reciprocity agreement between states, the District of Columbia, and Canada, which allows commercial vehicles to register their vehicles with a native state and have their registration recognized in other jurisdictions. The fees for the IRP are based on the percentage of miles driven in each state, which are then distributed to the relevant states by the native registered state. Commercial vehicles weighing over 26,000 pounds and traveling in multiple states or provinces require IRP.

There are two types of license plates for commercial trucks under specific requirements: Base plates and Apportioned plates (IRP). If a truck never leaves the state, a base plate is sufficient, and you can add or subtract states depending on where you wish to run. The cost of the base plates depends on the number of states you register for on the registration form and the number of miles you run in each state. In some cases, it's more cost-effective to purchase plates from a state you travel through frequently, even if your company headquarters are in another state. However, if you plan to travel through more than one state, things get more complicated, and you will be required to participate in the International Registration Plan or apportioned registration.

With IRP, an Apportioned License Plate and an Apportioned Cab Card are provided, which list the states/provinces in which you have registered your vehicle. The advantage of this plan is that a tractor or carrier only requires one license plate marked as "Apportioned," "APP," or "ARP" in their home/base state or jurisdiction and also a cab card for each vehicle. A vehicle with an apportioned license plate shows that each jurisdiction is getting its share of registration fees through the IRP, irrespective of which state issued the license plate. The cab card indicates which states the carrier is permitted to travel within and the carrier's permitted weight restriction.

Calculating the cost of IRP registration fees involves various factors, such as the percentage of miles driven in each jurisdiction, vehicle identification information, maximum GVWR, vehicle value, vehicle age, and unladen weight. To determine the apportioned percentage of any given jurisdiction, you need to divide the distance per jurisdiction by the total traveled distance in the last period. Then, multiply the apportioned percentage by the respective jurisdiction's fees to calculate the cost per vehicle per state. Finally, sum all the fees for each state to get your total IRP fee. As with IFTA, IRP also requires tracking how many miles your fleet travels in each state, which can be done on paper, but it's highly recommended to use software to accurately calculate state miles and provide an audit trail.

What To Do If You Didn’t Track Your Mileage?

03/07/2023

Are you a trucking company struggling to keep track of your mileage for IFTA and IRP reporting? Don't worry, Mileage Reports LLC has got you covered! With our comprehensive software solution, we can help you accurately calculate your mileage based on the trips taken by your trucks, even if you haven't tracked your mileage before.

Our mileage tracking system is designed to be easy to use and highly accurate. Simply provide us with the trips taken by your trucks from delivery receipts in the format of truck, trip date, origin, and destination, and our automated system will do the rest. We can generate mileage reports for any timeframe, ensuring that you stay on top of your compliance requirements and avoid any costly penalties.

But that's not all - Mileage Reports LLC provides a range of tools for managing your trucking operations, helping you reduce your compliance risk and improve your bottom line. Our software solution is the perfect solution for trucking companies that need help with mileage tracking and compliance reporting.

So why wait? Join the hundreds of trucking companies that trust Mileage Reports LLC for their compliance needs. Contact us today to learn more about how we can help you stay compliant and succeed in your business.

At Mileage Reports LLC, we understand that every trucking company has unique needs when it comes to mileage tracking and compliance reporting. That's why in addition to accepting trip data from delivery receipts, we also offer integration with your Electronic Logging Device (ELD) system. By connecting your ELD system to our software, we can pull the miles needed for your reports automatically, saving you time and reducing the risk of human error.

Our team of experts will work with you to ensure a seamless integration process and provide ongoing support to make sure your system is running smoothly. With Mileage Reports LLC, you can have peace of mind knowing that your compliance requirements are being met accurately and efficiently.

Don't let the stress of compliance reporting weigh you down. Contact Mileage Reports LLC today and let us help you streamline your mileage tracking and reporting process.

Maximize Your Safety and Compliance with Expert VERD Coaching

03/07/2023

Looking for a reliable Video Event Data Recorder (VERD) coaching program? Look no further than our proven track record of success! Our coaching program has helped countless TSPs pass their KIs every month, saving them valuable time and effort. Whether you're using LYTX or another vendor, our expert coaches can assist you in navigating this tedious task.

We understand the importance of monitoring driver behavior and ensuring compliance with regulations. That's why we use our Video Event Data Recorder (VERD) technology to track events and link them to drivers based on their hours of service (HOS). If an event occurs, our system sends a text message to the driver with information about the gravity of the situation and a few tips on how to handle it. We also include a link to a video of the event, so the driver can see it for themselves and learn how to correct their behavior in the future.

Our approach helps drivers to stay accountable and responsible while driving, leading to fewer accidents and violations. With our coaching program, drivers are better equipped to make safer and more informed driving decisions, while also staying compliant with regulations. Our system can be integrated with various devices and platforms, making it easy for fleet managers to monitor and track driver performance in real-time. With our comprehensive VERD coaching program, you can improve your fleet's safety, compliance, and performance.

By providing drivers with immediate feedback and coaching, we can help them improve their driving skills and reduce the risk of accidents on the road. Our VERD technology is a powerful tool that allows us to monitor driver behavior in real-time and provide coaching that is tailored to each individual's needs. So if you're looking for a way to improve driver safety and compliance contact us now.

Don't let VERD compliance hold you back - let us help you breeze through your KIs with our effective coaching program. Contact us today to learn more about how we can help you achieve your goals and stay on top of your compliance requirements.

New Key Indicators: What Contractors Need to Know

07/27/2023

Effective June 1, 2023, FedEx introduced new key indicators (KIs) under the Video Event Data Recorder (VEDR) system for grading contractors. The changes, pivoting from supervisor-based behaviors to driver-focused metrics, necessitate adjustments in management practices to ensure continued success in monthly grading. This blog breaks down these changes and how contractors can effectively navigate them.

Understanding the Past to Embrace the Future

Although the previous KIs, which centered around supervisor behaviors, are no longer in play, they continue to be valuable for shaping supervisor tasks. These encompassed punctual coaching, regular camera check-ins, and coaching effectiveness grading. Supervisors should carry forward these practices, notably the timely review of camera dashboards and driver coaching.

Decoding the New KIs

The new KIs under the VEDR system focus on driver behavior, using an average of active and available tractors with VEDR per calendar month as a parameter. Each month, data collected from approved VEDR vendors is processed by a third-party entity. The contractors receive a simple PASS or FAIL grade based on these new KIs, which are:

1. Speeding - Greater than 10 MPH: Speeding can occur anywhere, and the VEDR system can identify this, including in special zones like construction and school areas. Two (2) speeding events per normalized active & available tractor per month are allowed.

2. Distracted Driving - Use of Handheld Electronic Devices: Contractors are assessed on drivers' distracted driving behaviors, with up to two (2) distracted driving events per normalized active & available tractor allowed each month.

3. Failure to Wear Seat Belts (Any Person in the Vehicle): This KI focuses on the consistent use of seat belts by any person in the vehicle, with up to two (2) seat belt-related events allowed per normalized active & available tractor per month.

4. Following Distance <3 Seconds: This KI tests if the vehicle keeps the safe distance of at least 3 seconds from the vehicle in front. Each normalized active & available tractor can have up to five (5) following-distance events per month.

Managing the KIs: A Six-Step Guide

To navigate this transition smoothly, contractors need a proactive approach. Here is a simple six-step guide to managing these changes:

1. Know the Numbers: Determine the number of normalized active & available tractors per month and calculate the allowed number of events for each KI. Monitor these daily and take corrective actions quickly.

2. Create Policies and Procedures: Develop written policies and procedures that define expectations, parameters, and non-compliance consequences for each KI. Update safety bonuses or driver incentive programs to reflect these new KIs.

3. Coach the Drivers: On the first offense, verbal coaching should be provided to correct behavior. Third-party software like Loom or Vimeo Record can help record the session as documentation.

4. Retrain Drivers: On the second offense, retrain drivers with video training focusing on the specific KI. This will reinforce the significance of the KI and how to avoid future events.

5. Discipline Drivers: A third offense within a month should result in written disciplinary action, potentially leading to the driver being removed from dispatch or even terminated.

6. Challenge Events: Check with your VEDR provider for the process to challenge any inaccurate events. Dispute these as soon as possible to avoid end-of-the-month rush.

In Conclusion

The transition to the new KIs requires a proactive, organized approach. It is crucial to manage driver teams effectively, with coaching, retraining, and disciplinary procedures in place for repeated offenses. Reviewing VEDR dashboards daily, preparing retraining videos, having written disciplinary actions in place, and disputing inaccurate events promptly are key steps towards success. Adapt to these changes swiftly and increase your chances of passing your KIs every month.