Carrier demands.....

Do you fill out quarterly maintenance reports? If no, then that is what they are for.

 

You're running under their numbers, they need to have copies of all of that stuff in case DOT comes in and wants to see paperwork. We have to do the same thing if we take the truck elsewhere for work.

 

If there was an inspection report with violations that you turned in to your carrier then they sign it and send it in saying the violations were either immediately taken care of for OOS violations or within 10 days non-OOS violations then they need the receipts. If and when the DOT audits the carrier they will ask to take a look and see that the repairs were completed. Having receipts as I am sure you understand is the most effective way to prove all parties are in compliance.

 

Not only do you have to submit receipts for repairs done if your equipment was put OOS, but you should also be turning in monthly maintenance reports with receipts. These monthly maintenance reports should have any work you have done to the equipment along with receipts to prove that this work is done -- the DOT will want to see these if they come to your company for an audit -- and it does not matter whether you are a company driver or owner-operator.

 

They want a maintenance report every 60 days from me... and I keep all the receipts since I'm paying. All of the company guys have their maintenance coordinated by the carrier, so they maintain the records for them.

 

I provide a computerized detail of the maintenance to my company. If additional information is needed for an audit, they will contact me for the copies.

 

On a L/P deal, isn't it still there truck till you pay it off?

 

They hold the title, but most l/p contracts specify that the operator is responsible for the maintenance. The carrier is responsible to the government to maintain the maintenance records.