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Safety services
We ensure your drivers follow state and federal laws.
Safety services for truck companies play a crucial role in ensuring the well-being of drivers, the public, and the safety score of the transportation company. These services include:
Regulatory Compliance: Assisting your company in following federal, state, and local regulations related to trucking safety, including hours of service, driver qualifications, and vehicle maintenance.
Training and Education: Providing training programs for drivers and staff on safety protocols, defensive driving, accident prevention, and compliance with transportation regulations.
Safety Audits and Assessments: Conduct comprehensive safety audits of trucking operations identify potential hazards, recommend improvements, and ensure compliance with safety standards.
Emergency Response Planning: Assisting in developing and implementing emergency response plans for accidents, hazardous material incidents, and other safety-related crises.
Driver Monitoring and Coaching: Offering monitoring services, such as telematics and driver behavior analysis, to identify and address risky driving behaviors, and provide coaching to improve safety performance.
Compliance Reporting: Assisting with the timely and accurate reporting of safety-related data to relevant authorities, including accident reports, inspections, and compliance documentation.
Providing safety services, we may enhance your FMCSA safety score and get access to exclusive, high-paying loads in addition to fostering a culture of safety.
what does the safety department do
- Prepare and update truck and driver documents.
- Updating MCS-150, MCS-90
- Contracts, Passenger authorization, Motor Vehicle Records, Pre-Employment Screening, and Drug Test appointments.
- Truck Registration, Annual Inspection, Lease Agreement, Trailer registration, License plate, NY sticker, IFTA sticker, and permits.
- Monthly check of CDL and Medical Cards.
- Managing drivers and trucks at the Insurance Policy (general liability, physical, cargo, occupational).
- Company representation in case of necessity.
- Renewal of policy.
- Managing claims by communicating with insurance companies, updating information, preparing a claim agreement, etc.
- Searching for insurance that is affordable for the company.
- Organize accident response: We contact emergency services, provide medical help, and protect the accident area.
- Investigation and documentation: We investigate the accident to establish its causes and contributors. Witness accounts, driving logs, and scene and damage documentation are included.
- Compliance and Reporting: We ensure local, state and federal rules must be followed. The safety department may file accident reports and follow up on regulatory duties with the DOT.
- Driver Support: Supporting accident victims is a priority. Counseling, legal help, and medical support may be needed.
- Safety Improvement Initiatives: The safety department may implement new policies, training programs, or safety protocols to prevent future incidents.
- Communication with company owners. This involves communicating with management, insurance providers, customers, and perhaps the media, depending on the accident's severity.
- Review and Analysis: The safety department reviews the results of the DOT inspection in detail. They analyze any violations or deficiencies identified during the inspection.
- Correction of Violations: If violations are found, the safety department takes action to correct them promptly. This may involve scheduling repairs, maintenance, or adjustments to ensure that the vehicles and operations comply with DOT regulations.
- Documentation and Reporting: They ensure that all corrective actions taken are properly documented. This documentation is crucial for proving compliance during subsequent inspections and audits.
- Training and Education: If the inspection reveals areas where drivers need additional training or education on DOT regulations, the safety department coordinates and provides this training.
- Follow-Up Inspections: Depending on the severity of violations or the nature of issues identified, the safety department may coordinate follow-up inspections with the DOT to demonstrate that corrections have been made and compliance has been restored.
- Continuous Improvement: The safety department uses the inspection results as an opportunity for continuous improvement. They may review policies, procedures, and maintenance schedules to prevent similar issues in the future.
- Communication with company owners: They keep company owners informed about the results of the inspection and any actions taken. This includes communicating with management, drivers, and possibly customers or regulatory agencies.
- Review and Analysis: The safety department reviews all inspection and crash data reported by the FMCSA. This includes reviewing any violations or incidents recorded against the company or its drivers.
- Verification of Data Accuracy: If the safety department identifies any inaccuracies or discrepancies in the inspection or crash data, they can submit a DataQs request to the FMCSA. This request allows them to challenge the accuracy of the data and provide supporting documentation to substantiate their claim.
- Submission of DataQs Requests: The safety department initiates DataQs requests through the FMCSA’s online portal. These requests can be used to challenge various aspects of the data, such as incorrect vehicle identification numbers (VINs), incorrect driver information, or disputed inspection results.
- Monitoring Resolution Status: After submitting a DataQs request, the safety department monitors the status of the request through the FMCSA’s system. They track the progress of the request from submission through to resolution.
- Documentation and Record-Keeping: The safety department needs to maintain detailed documentation of all DataQs requests and their resolutions. This documentation serves as a record of efforts to correct inaccuracies in inspection and crash data.
- Compliance and Reporting: Ensuring compliance with FMCSA regulations regarding DataQs submissions is essential. The safety department may provide reports or updates to management regarding the status of DataQs requests and any resulting changes to the company’s safety profile.
- Training and Guidance: The safety department may also provide training and guidance to drivers and other personnel on how to avoid violations and effectively use the DataQs system to challenge inaccurate data.
- IFTA Registration: The safety department ensures that the company is properly registered for IFTA. This involves applying for IFTA credentials with the appropriate jurisdiction(s) where the company operates.
- Fuel Tax Reporting: One of the primary responsibilities is managing the fuel tax reporting process. The safety department oversees the collection of fuel receipts and mileage records from drivers or fleet management systems.
- Data Compilation and Calculation: They compile fuel purchase data and calculate the amount of fuel tax owed to each jurisdiction covered under IFTA. This involves reconciling fuel purchases against miles traveled in each jurisdiction.
- Submission of Quarterly Returns: The safety department prepares and submits quarterly IFTA fuel tax returns to the respective jurisdictions. These returns detail the total miles traveled and fuel consumed in each jurisdiction, along with the tax owed or refund due.
- Record-Keeping and Documentation: Maintaining accurate records is crucial for IFTA compliance. The safety department ensures that all fuel receipts, mileage logs, and other relevant documentation are organized and retained for audit purposes.
- Audits and Compliance Reviews: They may participate in or coordinate audits and compliance reviews conducted by IFTA jurisdictions. This involves providing requested documentation and explanations to verify the accuracy of reported data.
- Education and Training: Providing education and training to drivers and administrative staff on IFTA requirements and procedures is essential. The safety department ensures that everyone involved understands their responsibilities in fuel tax reporting.
- Monitoring Regulatory Changes: Staying informed about changes in IFTA regulations and requirements is critical. The safety department keeps abreast of updates from IFTA jurisdictions and adjusts procedures as necessary to remain compliant.
- Integration with Fleet Management Systems: They may collaborate with IT or fleet management departments to integrate IFTA reporting into electronic logging devices (ELDs) or other fleet management systems. This integration streamlines data collection and reporting processes.
- Communication with company owners: Communicating with management, drivers, and finance departments about IFTA reporting status, deadlines, and any issues that arise is part of their role. This ensures that everyone is informed and compliant with IFTA requirements.
- Identifying Permit Requirements: The safety department identifies the permits required for the company’s operations based on the types of freight, routes, and jurisdictions in which the company operates. Common permits include overweight permits, oversize permits, temporary permits for intrastate or interstate travel, fuel permits, and others as mandated by local, state, and federal regulations.
- Application Process: They handle the application process for obtaining permits. This involves filling out necessary forms, providing required documentation such as vehicle registration, insurance certificates, and any specific route information, and submitting applications to the appropriate authorities.
- Ensuring Timely Renewals: Permits often have expiration dates and require renewal. The safety department maintains a calendar or system to track permit expiration dates and ensures that renewals are processed on time to avoid any disruptions in operations.
- Compliance Monitoring: They monitor compliance with permit requirements to ensure that all permits are valid and up to date. This includes verifying that permits are properly displayed in vehicles as required by regulations.
- Handling Permit Violations: If any violations or issues arise related to permits (such as failure to renew on time or operating without required permits), the safety department takes corrective action. This may involve paying fines, resolving compliance issues with regulatory authorities, and implementing measures to prevent future violations.
- Education and Training: Providing education and training to drivers and operational staff on permit requirements and procedures is essential. The safety department ensures that everyone involved understands the importance of adhering to permit regulations and the potential consequences of non-compliance.
- Communication with Regulatory Agencies: They maintain communication with regulatory agencies responsible for issuing permits. This includes responding to inquiries, providing requested information or documentation, and collaborating to resolve any issues related to permits.
- Integration with Fleet Operations: They work closely with fleet management and dispatch departments to integrate permit requirements into operational planning. This ensures that permits are obtained in advance of trips and that drivers are informed of any special requirements or restrictions associated with specific permits.
- Record-Keeping: Maintaining accurate records of all permits, applications, renewals, and correspondence with regulatory agencies is critical. The safety department ensures that records are organized and readily accessible for audit purposes or internal reviews.
- Advising Management: Providing advice and recommendations to management regarding permit-related matters, including changes in regulations, new permit requirements, and strategies to optimize permit management processes, is part of their role.
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