Operator's Frequently Asked Questions
- I am new to operating LGV's , what do I need to get started?
- How do I keep Working Time Directive (WTD) records?
- What sort of tachograph charts do I need?
- I am the Transport Manager do I have to check the charts myself?
- What do I need if I maintain my own or other peoples vehicles and trailers?
- How do I schedule my vehicles for inspection and maintenance?
- How can I keep my charts safe for one year?
- Which vehicles in my fleet must have vehicle height indicators?
- How often should my vehicles be checked for defects?
- How do I record my time if I drive on domestic hours rules?
- How can I, and my drivers, be sure of the EU Hours and Tacho rules?
1. I am new to operating LGV's , what do I need to get started?
You need an Operating Licence and the Licensing Office for your area can usually help, but don't forget they are the one's who both grant and enforce the terms of your licence. First, do you inspect and or maintain your vehicles and trailers? If so, then you will need the items in our safety inspection and defect reporting section. If you don't look after your own vehicles, you still need a wall planner and the defect report books. You might also use a defect rectification book to record minor defects that you have sorted out at the vehicles base. You will need tachograph charts (check the speed rating) and a wallet to keep the current week plus the last day of the previous week's charts (your legal minimum to be held in the cab). In the office you will need to store the last 12 month's charts so check out the Wallets & chart storage section. This covers the basic minimum unless your vehicle has a travelling height over 3 metres, then you need a vehicle height indicator.
2. How do I keep Working Time Directive (WTD) records?
If you follow the guidance in our recently updated Guide to Drivers Hours, it explains how using the times taken from the tachograph chart helps to provide some of the basic data you will now need. If you don't have your charts analysed, then you can use a Chart Checker code 922 to check drive and work times, then enter them into our new Weekly Report Books (WTD) code 955 that will then provide the records needed for the Working Time Directive regulations. Use the Chart Analysis Books code 944 in the office to keep a running total for all mobile staff and assist in the average calculations. If you need simple guidance on the Working Time Directive regulations, drivers hours and tachographs please see our Guide to Drivers Hours code 995 which now includes a full page on the practical aspects of Working Time Directive compliance
3. What sort of tachograph charts do I need?
The quick and easy way is to check that your tacho has a pear shaped centre and then look on the face of the speedo to see what the Max speed is. For heavy trucks it will probably be 125kph, but it could be 100kph or 140kph or even 180kph. The law requires the "E" number that is shown on the metallic label of the tachograph unit to be on the tachograph chart in use. Don't run with the wrong speed rated charts it is illegal. Old trucks could have a three hole fit rather than a pear centre. Our page on charts lists many of the possible options. You may want each chart serially numbered or they might be read by a computer analysing system, if so again check on the chart page or ring us. All our charts comply with the quality standards for tacho charts. Don't forget to check your stock or leave a re-order note when down to your last few boxes. You can't afford to run out!
4. I am the Transport Manager do I have to check the charts myself?
The law obliges the operator to ensure that the drivers are not breaking the hours and tacho rules. If you feel sufficiently knowledgeable about the rules then general advice is to quickly look through all the charts coming in, but where offences like not taking breaks, or driving too many hours could occur, these charts need to be checked more accurately with a chart checker. If you are not an expert on drivers' hours, then to protect your operating licence, you may consider using our chart analysis bureau. For a competitive charge you will receive print outs showing infringements so that they can be pointed out to the driver and, if necessary, disciplinary action taken. Charts can be sent through the post, but a record needs to kept of which charts are away for analysis, as they may be demanded by the authority. Doing nothing is not an option!
5. What do I need if I maintain my own or other peoples vehicles and trailers?
You should be familiar with two publications which are the enforcement authorities "bibles" Guide to Maintaining Roadworthiness and The Heavy Goods Vehicle Inspection Manual. These books give you the necessary technical guidance, and our forms allow you to record and so show the authorities that you are following their system. First the vehicle operator must schedule inspections and maintenance according to the licensing authorities requirements for the length of time between inspections. Our wall planning chart for the operator is ideal. The workshop should either have their own copy or sight of the main wall planner. On the date of the inspection a full check of the vehicle or trailer needs to be made whilst completing the inspection form at the same time. Any noted defects must then be dealt with either in the workshops or perhaps by a contractor and when complete the form signed off to say the vehicle is in roadworthy condition. Note that the judgement is being made that part worn items will last at least until the time of the next inspection. The safety inspection and maintenance forms include all the items in an annual test so for this all important test these forms will ensure that nothing obvious is missed leading to a test failure which is recorded against your Operating licence and the number and nature of failures is always taken into account when applying for any variation of your licence. High failure rates may even trigger a special visit to your centre.
6. How do I schedule my vehicles for inspection and maintenance?
If you don't maintain the vehicles yourself you must have a planner which shows the agreed schedule of inspection and maintenance which meets your licence requirements intervals and your garages availability. You should have a written contract with your garage, but the responsibility of the condition of the vehicles on the road remains with you. Common sense suggests that your responsibility includes checking the garages standard of work and its ability to keep to its schedules. You must have a defect reporting system in place so that you can show minor defects are found and then rectified. A walk round by the driver at the start of every shift looking for defects is vital. As is showing they have been dealt with swiftly either at the operating centre by your own staff or by anyone else.
7. How can I keep my charts safe for one year?
This is an important part of the tacho rules as they may be inspected any time in that period by the enforcement authorities. One of the three systems Tachopak has designed should meet your requirements. If you have a filing cabinet a suspended file will hold a years charts with pockets for each month. The file can be for each driver or each vehicle, most prefer by driver. If you do not have a suspended filing system you could use a shelf file. This has enough pockets for 2 drivers for a year. It is also possible to use envelopes, one per week, and then file them in the tachobox. If you send charts for analysis it is good system to keep used charts in a weekly envelope.
8. Which vehicles in my fleet must have vehicle height indicators?
All of them that have, or could have, a travelling height over 3 metres (9ft 10in) must have an in-cab indicator with the height shown in feet and inches. Our indicator can have varying heights shown, so is ideal for vehicles like artic units that could have different travelling heights dependant on which trailer they are connected to. This regulation was designed to stop the continuing numbers of bridge bashing incidents. Bridge clearances are continuing to be shown in feet and inches but our indicator has a simple metric/imperial converter so when concerned about a garage canopy or other height obstruction shown in metres, you won't be risking your vehicle and a big bill from the owner of the structure!
9. How often should my vehicles be checked for defects?
Every time a driver takes over a vehicle and after any potentially damaging incident. Our defect book includes a check list of key standard items which need checking but if you had additional equipment like a crane or tail-lift or trailers or loads which needed regular checking then a standing instruction could be produced which could be shown as completed in the book. Many operators use a "Nil System" so every day the daily checks are ticked and nil is written in the defects reported section. Other drivers may just complete the visual inspection and only record defects if found. It is vital to complete the book so the driver can show he has discharged his duty. The top copy must be given to the person authorised to complete the repair, or their supervisor, and the defect book signed off when the repair is completed and the vehicle roadworthy.
10. How do I record my time if I drive on domestic hours rules?
Not many drivers fall within Domestic Hours rules but if you work for a local authority, or do other specialist tasks or drive some smaller buses then you should check with your employer that you are operating under these rules. If you do and you need to record your hours then you need to complete a SR15 drivers logbook the format of which is standard. The Domestic Hours rules are simple in that you must not be on duty for longer than 11 hours or drive for more than 10 hours in any day. No other rules apply unless you have driven using a tacho for any part of the week in which case you must also comply with EU rules!
11. How can I, and my drivers, be sure of the EU Hours and Tacho rules?
Whilst they are complicated and involve calibration and rules on fitment, if you wanted a simple easy to follow driver's guide to the key elements of the Hours and Tacho rules, you could buy a Drivers Hours Guide and ensure all your drivers had a copy and/or consider an Hour Guard which electronically helps to keep you legal. You could even test them to see if they have a complete understanding!
