The Top 4 HOS Violations and How to Avoid Them

With the FMCSA’s latest increase in HOS violation fees going live at the end of 2024, fleets are looking at small increases that can add up to big expenses. For example, even though the increase in fees is only a multiple of 1.02598, a more serious fee that was previously $41,577 would now be $75,000. There’s never been a better time to tighten up your processes to ensure you avoid costly HOS violations.

What are the Top 4 HOS Violations for Fleets?

HOS guidelines were established to keep drivers and their rigs safe, and protect others on the road. Abiding by these guidelines can reduce fatigue-induced accidents and improve drivers’ overall health by ensuring they are getting plenty of rest between shifts. 

Unfortunately, pressures, unplanned events, and rigorous timelines can make it difficult to adhere to HOS rules. The most common HOS violations include:

1. Driving Past Allowed Hours

The most straightforward violation is when a driver does not abide by the 14-hour drive window, the 30-minute rest break, or the 60/70 duty limit. While there are some helpful exceptions and exemptions, drivers must be well-educated on how and when to use them. At an even more basic level, drivers must be constantly aware each shift of where they stand in comparison to HOS requirements.

Solution: Ensure that your drivers are trained – and retrained as needed – on the FMCSA rules and processes. There can be some tricky calculations regarding rest times and sleeper-berth split, for example. Look for traditional and non-traditional ways to promote ongoing education, like gamified courses or training they can complete from their phones during rest breaks. If possible, choose a fleet management software that includes automated HOS tools that alert a driver when they are nearing an HOS violation.

2. Log Falsification

In the past, drivers might have felt pressured to bend the rules to make tight deadlines; paper records were not difficult to falsify. After the ELD mandate, however, log falsification became a more common violation, as inspectors could now review the digital history of the ELD for the previous seven days, catching any improper use of special categories. For example, the misuse of the “personal conveyance” and “yard move” categories can now be easily seen and marked as a violation.

Solution: Again, training is key in helping your drivers (and your fleet) avoid mistakes that lead to citations. Ensure that drivers are clear on when to use special categories, and explain that inspectors can easily see when these categories are being abused. Integrate internal auditing in your processes so that you can catch any anomalies before they come up in an inspection. Finally, ensure that your ELD makes it easy for drivers to change their duty status and manage hours for team drivers.

3. No Record Duty Status

Whether by accident or by willful non-compliance, when a driver cannot provide an ELD record, it is a significant FMCSA violation. While there are a handful of exceptions, the majority of commercial truckers are required to use ELDs. The truck’s ELD must be able to automatically capture and store record of duty status (RODS) data, display them in a clear and accessible manner, provide them to authorized personnel upon request, and generate reports for up to seven previous, consecutive days.

Solution: Ensure you are using an ELD that is intuitive and easy for your drivers to use. Consider a ride-along or training where you conduct a mock inspection, ensuring your hardware and software make it simple for drivers to give inspectors the information they need quickly and efficiently. Communicate regularly with your telematics provider to ensure your system is staying compliant with any new reporting requirements, and to fully utilize any available automated tools that help with reporting.

4. Incomplete or Inaccurate Records

Although ELDs are now digital records of a driving history, it is still possible to leave missing fields or fail to properly complete the record. Typically called a “form and manner violation,” this may result from a driver not manually entering the proper information for a required element. While these violations have a lower FMCSA score and bring smaller fees, they can still add up and be a sign of more training needed for your team. 

Solution: Today’s top ELD providers often offer customization and tools that can be tailored to your fleet and drivers, making it easier to ensure all pertinent information is completed for every job. Drop down menus, customizable forms, workflow integrations, and single log-ins can simplify the process of completing required documentation. By reducing busywork and redundant data entry, you can make your drivers’ days more efficient and improve job satisfaction, while also reducing the likelihood of data entry errors. 

Automated Tools for HOS Compliance

Platform Science works with North America’s leading enterprise fleets to ensure their drivers experience success in the cab while remaining safe, compliant, and efficient for every haul. With an enterprise-level HOS application called PS Hours of Service (HOS), fleets can simplify their HOS recording-keeping and improve their data integrity and compliance efforts. This United States- and Canada-compliant tool automates numerous HOS tasks, from the driver’s cab – like communicating upcoming HOS thresholds or break requirements – to the back office – like serving up compliance dashboards and UDT management. 

‍Learn more about Platform Science tools for HOS compliance now, or explore our full suite of fleet management solutions today.