Understanding the ELD Mandate

The FMCSA's Electronic Logging Device (ELD) Mandate has transformed how drivers record their hours of service, replacing traditional paper logs with digital solutions. For fleet managers and owners who need to adapt their operations for compliance, here's what you need to know about the requirements, benefits, and implementation process. 

ELD Mandate Basic Facts 

What was the deadline for compliance with the ELD Mandate? 

Many fleets have been using Automatic Onboard Recording Devices (AOBRDs) or Electronic Logging Devices (ELDs) for some time. However, if yours does not comply with the required technology and you want to avoid hefty fines, you had until December 2019 to install an ELD  

What are ELDs? 

ELDs are tools that allow truck drivers and motor carriers to comply with Hours-of-Service regulations by electronically capturing Records of Duty Status. 

What type of ELDs can be used? 

ELDs need to meet certain specifications to comply with the mandate. Some of the most important requirements include: 

• It must connect to the vehicle's engine to record if it's moving. 
• Location information must be captured automatically. 
• It must allow the driver to log in and select whether he/she is on-duty, off-duty, or sleeper berth. 
• It must have a mute button so drivers aren't interrupted when off-duty or in the sleeper berth. 
• It must provide data in a standardized format. 
• This data must be transmitted to law enforcement through wireless web services, USB, or Bluetooth 2.0. 

What are the long-term benefits of ELDs? 

Apart from the obvious cost and time savings your business and your drivers will make by reducing paperwork, there are several other benefits to using Electronic Logging Devices (ELDs). Fleet managers can better plan by being better informed about a driver's status. Communication between drivers and dispatchers improves, and it's also been shown that drivers using ELDs report fewer accidents, which means overall road safety is boosted. 

How much is it going to cost my company? 

It's true that ELDs used to be prohibitively expensive for many for-hire and private motor carriers, especially smaller owner-operated businesses. However, developments in modern technology have reduced prices considerably. These costs will also quickly be offset by the savings made in other areas, such as fuel efficiency improvements and better use of driver resources. 

Benefits of the Mandate 

The road to the passing of the FMCSA's ELD Mandate Final Rule hasn't exactly been smooth—in fact, there have been plenty of bumps and obstacles. This is why there is still so much uncertainty about the actual benefits of using electronic logging devices. 

Fleet managers, owners, and drivers of commercial vehicles across the country have also expressed concerns about the inconvenience and potential high costs of installing electronic logging devices. 

But experts say there isn't much to worry about. For-hire and private motor carriers will reap countless rewards in the long run, making the initial inconvenience and cost worthwhile. 

Here are just some of the biggest benefits: 

It's an opportunity to operate more efficiently 

ELDs will effectively increase productivity and reduce costs. Not only will automated logs save time for drivers and companies, but the real-time data collected can be used to enhance driver and vehicle productivity, manage fuel usage, improve maintenance plans, and boost customer service—all of which will enable fleets to operate more efficiently.  

Decreased paperwork 

Thanks to the automated logging of real-time data, drivers won't have to fill out reams of paperwork to track their Hours of Service. Plus, with handwritten paper logs a thing of the past, dispatchers will no longer have to rely entirely on drivers to submit accurate, legible records. 

Increased road safety 

Various studies have been conducted over the past few years on the impact of electronic logging devices (ELDs) on road safety. ELDs ensure that all commercial vehicles are properly maintained and can also track dangerous driver behavior, such as excessive driving speed, harsh braking, and harsh acceleration. 

Less downtime, more drive time 

Instead of spending precious hours filling out paper logbooks by hand, commercial motor vehicle drivers can now spend that time driving. Thanks to automated records and digital logs, vehicle inspections by traffic authorities will also be quicker, which once again means more time on the road. 

ELD Timeline Explained 

It's equally important to consider where the mandate originated. We've created this timeline as the definitive resource for fleet managers and owners.  

The origins of ELDs 

Commercial motor vehicle drivers first started using ELDs in the 1980s. Early adopters tended to be private motor carriers. The first systems operated on batch processing, where all the information is collected and held until it is processed as a batch at the end of a specific cycle. 

There was no real-time mobile communication of the data - and some of these outdated systems are still in service today. 

First attempts at mandating electronic logs 

The idea of a federal mandate on electronic logging devices goes back to the early 1990s, with initial suggestions being incentive-based. 

Then, in April 2010, CFR 395.16 was announced in the Federal Register. This rule distinguished between old devices (Automatic Onboard Recording Devices, or AOBRDs) and newer technology (Electronic Onboard Recording Devices, or EOBRs). However, this rule never became law, as it was shut down by the US Court of Appeals. 

Congress passes MAP-21 

Two years later, the US Congress passed the MAP-21 Act, which requires the FMCSA to write a rule mandating electronic logging devices. This is when the term ELD was born. It replaces the older terms—AOBRDs and EOBRs—to avoid confusion about the correct terminology. 

ELD for Efficiency 

Yes, you must use electronic logging devices (ELD) to comply with the ELD Mandate. And, yes, you will have to invest quite a bit of time and money in transitioning to an ELD system that fulfills all the regulations outlined in the FMCSA's Final Rule. But there are plenty of benefits that come from moving from paper and pen to web and wireless technology. 

One of the biggest benefits of using a well-developed ELD system is that it can save you money in the long run, especially when it comes to cutting fuel costs. 

Firstly, the ELD can be used to monitor driver behavior and collect data on speeding, harsh braking, and sudden acceleration, all of which are known to affect fuel consumption. The insights gained from this information can be used to compile driver training programs and incentive schemes to encourage more fuel-efficient and safer driving habits. 

Some ELDs even alert drivers and managers in real time when they exceed the speed limit, prompting them to take corrective measures immediately and become more fuel efficient. Monitoring this data over time will also allow managers to identify trends in fuel wastage and reward good driver practices. 

Take it a step further by installing ELDs with navigation or GPS solutions that offer route-planning options. Spending less time on the road in lighter traffic conditions will also have a positive effect on fuel consumption. 

You'll also be able to monitor idling times on each vehicle in your fleet. Just one hour of idling consumes up to a gallon of fuel. Multiply that by hundreds of vehicles, and it quickly escalates, costing thousands of dollars a day in wasted fuel, not to mention the added wear and tear it causes with subsequent maintenance repairs. 

With an ELD system in place, you can set idling limits and track how much time each vehicle in your fleet spends idling. With these details at your fingertips, you can quickly deal with those drivers who regularly exceed predetermined limits and potentially save hundreds of gallons of fuel every week. 

It's a proven fact that better-maintained vehicles are more fuel efficient. Devices can also monitor the condition of the truck, meaning faults can be fixed as soon as they're reported and not left to get worse. 

And this is just the beginning. As more fleets install ELDs, the technology will develop even further, bringing even more benefits to your bottom line. 

Transition to ELD in 6 steps 

We've set out your journey to compliance in six straightforward steps. 

1. Assess your current situation: paper, AOBRD, or ELD  

The first step to compliance is understanding how the ELD Mandate will affect your fleet. Take note that it applies to all drivers currently required to keep records of duty status (RODS).  

To do this, you need to examine your current system. Are your drivers using paper logs, or do you have Automatic Onboard Recording Devices (AOBRDs) or electronic logging devices (ELDs) installed?  

2. Pick a provider  

The ELD Mandate Final Rule requires that all device providers first self-certify and register the device with the FMCSA, which will then maintain a list of vendors and make it available for review by motor carriers and drivers.  

However, self-certified does not equal verified. Some vendors could self-certify their devices for various reasons without meeting all ELD requirements. So, how do you find the right provider?  

Ask yourself whether you've heard of the vendor before or if you know of other fleets using its products. If the answer is no, it's probably best to do more research and continue your search. Try to stick to one of the big names in the industry with a solid reputation. Non-compliant vendors will be removed from the FMCSA's list. 

Did you know? Powerfleet's consultants are trained to help ease the pain of complying with the mandate. 

3. Pick a device  

Every day, there will be more and more ELD solutions to choose from, and your options may appear unlimited. However, all devices must meet certain criteria as set out by the FMCSA in its Final Rule. There are various specifications that the device needs to meet, but basic requirements include: 

• Being integrally synchronized. The ELD must be directly connected to the vehicle's engine (if it is a model year 2000 or later). 
• Self-certification. The vendor must be able to provide proof that the device meets the FMCSA's strict ELD requirements. 
• Ability to electronically send HOS at the roadside. The device must be able to send Hours of Service data to law enforcement officers using one of two options:  
• A telematics-type ELD: Electronically transfer data to an authorized safety official on demand via wireless web services and email. 
• Local transfer method-type ELD: Electronically transfer data to an authorized safety official on demand via USB2.0 and Bluetooth. 

4. Begin installation  

Now that you've evaluated your needs and chosen a provider and device, you can install the system across your fleet. 

5. Train staff  

Even before picking a vendor and a specific make and model of electronic logging devices, you can begin educating staff on the general benefits they offer, from drivers and dispatchers to maintenance teams and managers.  

That way, any resistance to compliance can be tackled head-on as early as possible. Once the system's specifics are known, you can plan a schedule to train all relevant staff on how to use it.  

Transitioning from a manual system to ELD involves more than just changing hardware and software—it will impact nearly every aspect of the company, including its culture. The key is to be transparent about the entire process from the start.  

6. Implement  

Now that you've installed the devices and trained your staff, you're ready to begin using your new ELD. Give yourself and your fleet enough time to test the new processes so you can work out any bugs or conduct additional training well before the relevant deadline. 

ELD Mandate: Do you qualify for an exemption? 

While compliance with the FMCSA's ELD Mandate is compulsory for most commercial motor vehicle drivers, for-hire motor carriers, and private motor carriers, it is not required for others. 

The Electronic Logging Device (ELD) Mandate applies to all commercial motor vehicle drivers currently required to maintain records of duty status—an estimated 3.5 million drivers, according to the FMCSA. 

So, who is exempt from compliance? 

1. Drivers who are not required to keep records of duty status  

Drivers of commercial vehicles, particularly those operating short-haul routes and not currently maintaining these records, will not be required to install an ELD.  

2. Drivers of vehicles manufactured before 2000  

Commercial motor vehicles from 1999 and earlier do not require ELDS if their manufacturing dates can be verified. This is because very few of these older vehicles have electronic control modules, which are essential for providing the necessary data on engine performance, fuel efficiency, and emissions to electronic logging devices. The ELD Mandate applies to the model year, not the year of the engine (refer to the last four digits of the VIN).  

3. Empty vehicles being delivered for sale or repair  

Drivers for commercial towing operations will not need ELDs for the commercial motor vehicle they're delivering for sale, lease, or repair. 

4. Drivers that don't exceed the prescribed minimum hours of service  

Drivers who log fewer than eight days of service during any rolling 30-day period are not required to use an ELD. This primarily applies to short-haul drivers who occasionally drive outside of the specified exemption radius. 

Important note: Even drivers exempt from the ELD Mandate still have to comply with the FMCSA's rules governing Hours of Service. It's also important to note that even if you are exempt from running an ELD, this doesn't prohibit you from installing one—in fact, many exempt fleets are installing electronic logging devices for the cost- and time-saving benefits they offer. 

The ELD Mandate on driver harassment and driver coercion 

There is much to discuss about the final ELD mandate, published in December 2015. However, we would like to focus on a less-discussed yet important topic: the ELD technical requirements aimed at preventing driver harassment and coercion and what that means for your fleet.  

What is driver harassment?  

Driver harassment means an action by a motor carrier towards a driver employed by the motor carrier (including an independent contractor) involving the use of information available through an ELD that the motor carrier knew, or should have known, would result in the driver violating Hours of Service (HOS) requirements. 

What is driver coercion?  

Driver coercion is defined as a situation where a motor carrier, shipper, receiver, or transportation intermediary threatens to withhold work from, take employment action against, or punish a driver for refusing to operate in violation of certain provisions. An example of this would be terminating a driver's employment for refusing to accept a load that would require him to violate HOS regulations requirements.  

Technical requirements to prevent harassment and coercion  

To protect drivers from incidents of driver harassment and driver coercion, the FMCSA has included various technical requirements in the final rule, one being for ELD devices to prompt drivers for certain things whenever they log on. These are: 

1. Unassigned mileage. The ELD must track all miles associated with the vehicle and display any mileage not assigned to a driver. When logging on, a driver must be prompted to accept the unassigned mileage and associated hours. If the driver accepts, the system should automatically add those hours to the driver's Record of Duty Status (RODS). 
2. Edits to logs. Under the ELD Mandate, drivers are responsible for their own RODS and must be able to edit their logs on a device. If a manager or supervisor modifies a driver's logs, the ELD device must prompt the driver for confirmation of these changes; the driver can then accept or reject them. 
3. Confirm logs. When logging in and out of the ELD device, drivers must be prompted to confirm their logs. If the driver has any unconfirmed logs, the ELD must prompt the driver to verify the information. 

The bottom line  

Fleet operators need to pay specific attention to these technical requirements and ensure that any ELD vendors they are considering are adequately equipped to meet these demands. While these requirements may seem minor to some, they play a critical role in protecting drivers and ensuring overall compliance.