Vehicle Maintenance

VEHICLE MAINTENANCE

CHECKLIST & FORMS

Vehicle Maintenance Checklist

□RECORDKEEPING AND RETENTION PERIODS

□ PERIODIC INSPECTOR QUALIFICATIONS

□ ANNUAL VEHICLE INSPECT REPORT SAMPLE

□ BRAKE INSPECTOR CERTIFICATION

□ PRE-TRIP VEHICLE INSPECTION

□ INSPECTION, REPAIR & MAINTENANCE

□ PREVENTATIVE MAINTENANCE REPORT

□ PREVENTATIVE MAINTENANCE PLAN SAMPLE

□ ORDER TO MOVE CMV

□ MECHANIC’S CHECKLIST FOR TRAILERS

□ TRUCK REPAIR/WORK ORDER

□ TRAILER REPAIR/WORK ORDER

□ DRIVER’S TIME RECORD

□ ACCIDENT REGISTER

□ MARKING REQUIREMENTS

□ ACCESSIBLE DOCUMENTATION REQUIRED IN VEHICLE(S)

□ LEASE AGREEMENT TEMPLATE

*ALL REPORTS MUST BE MADE AVAILABLE AT THE PRINCIPAL PLACE OF OPERATIONS. COPY OF THE INSPECTION REPORT OR A DECAL MUST BE ON EVERY VEHICLE (TRUCKS & TRAILERS). *

FMCSR RECORD RETENTION BASICS

REGULATION DOCUMENT RETENTION PERIOD
Accident Records CFR 390
390.15 / Accident Register and Files / (3) years from date of accident
Hours of Service Documentation CFR 395
395.8(k) / Record of Duty Status and supporting documentation and Time Records / (6) months from date of receipt
Inspection and Maintenance CFR 396
396.3(c) / Maintenance Files per FMCSA Regulation 396.3(b) / (1) year
396.9(d)(3)(ii) / Copy of Roadside Inspections / (12) months
396.11(c)(2) / Driver Vehicle Inspection Report / (3) months
396.19(b) / Annual Inspector Certification / Term of Employment and (1) year thereafter
396.21(b)(1) / Annual Inspections / (14) months

PERIODIC INSPECTOR QUALIFICATION

CERTIFICATION 49 CFR, PART 396.19

Motor carriers are responsible for ensuring that individual(s) performing an annual inspection under 396.19 are qualified as follows:

□ Understands the inspection criteria set forth in Part 393 and Appendix G and can identify defective components.

□ Is knowledgeable of and has mastered the methods, procedures, tools and equipment used when performing an inspection.

□ Is capable of performing an inspection by reason of experience, training, or both, and qualifies in one of the following categories (check all that apply):

I. □ Successfully completed a State or Federal training program or has certificate from a State or Canadian Province which qualifies the person to perform commercial vehicle safety inspections. Specify:

II. □ Have a combination of training or experience totaling at least one year as follows (check all that apply):

□ Participation in a truck manufacturer-sponsored training program or similar commercial training program designed to train students in truck operation and maintenance. Where and Date:

______

□ _____ (years) experience as a mechanic or inspector in a motor carrier maintenance program. Name and Date:

______

□ _____ (years) experience as a mechanic or inspector in truck maintenance at a commercial garage, fleet leasing company, or similar facility. Name of Facility and Dates:

______

□ _____ (years) experience as a commercial vehicle inspector for a State, Provincial, or Federal Government. Where and Dates:

______

I certify the above information is true and accurate to the best of my knowledge.

Employee: ______Date: ______

Signature of Mechanic/Inspector

Motor Carrier / Company: ______Date: ______

Signature of Employer/Supervisor

Evidence of Inspector Qualifications are on file at: ______

BRAKE INSPECTOR QUALIFICATIONS

Certification – 49 CFR – Part 396.25

“Brake Inspector” means any employee of a motor carrier who is responsible for ensuring all brake

inspections, maintenance, service, or repairs to any commercial motor vehicle, subject to the motor

carrier’s control, meet the applicable Federal standards.

No motor carrier shall require or permit any employee who does not meet minimum brake inspectorqualifications to be responsible for the inspection, maintenance, service or repairs of any brakes on itscommercial motor vehicles.

Minimum Qualifications

□ Understands and can perform brake service and inspection

□ Is knowledgeable of and has mastered the methods, procedures, tools and equipment necessary

to perform brake service and inspection

□ Is capable of performing brake service or inspection by reason of experience, training, or both, and qualifies in one of the following categories (check all that apply):

I. □ Has successfully completed an apprenticeship program sponsored or approved by a State,

Canadian Province, a Federal agency or labor union, or has a certificate from a State or

Specify:

______

II. □ Has brake-related training or experience or a combination thereof totaling at least one year as

follows (check all that apply):

A. □ Participation in a brake maintenance or inspection training program sponsored by a brake

or vehicle manufacturer or similar commercial training program. Where and Date:

______

B. □ ____ (years) experience performing brake maintenance or inspection in a motor carrier

maintenance program. Name and Date:

______

C.□____ (years) experience performing brake maintenance or inspection at a commercial

garage, fleet leasing company, or similar facility. Name of Facility and Dates:

______

I certify the above information is true and accurate to the best of my knowledge.

Employee ______

Signature of Mechanic/Inspector Date

Motor Carrier/Company ______

Signature of Employer/Supervisor Date

Evidence of Inspector Qualifications are on file at:

______

PRE-TRIP FLEET VEHICLE INSPECTION FORM

DRIVER MUST INSPECT THE ASSIGNED VEHICLE BEFORE THE VEHICLE IS MOVED.

DRIVER: USE THIS CHECK LIST AS A GUIDE FOR INSPECTING THE VEHICLE.

CHECK “OK” IF ITEM FUNCTIONS PROPERLY AND “REPAIR” IF REPAIR IS NEEDED.

VEHICLE RECEIVING INSPECTION:______LICENSE NO: ______

ODOMETER NUMBER:______DRIVER NAME:______

OK REPAIR ENGINE OFF CRITERIA
□ / □ / Engine Oil within acceptable limits
□ / □ / Fan belts tight and no obvious damage showing (fraying, etc.)
□ / □ / Coolant level acceptable
□ / □ / Tire tread and sidewalls reveal no damage
□ / □ / Tire inflation
□ / □ / Windows clean; inside and out
□ / □ / Windshield wipers clean, not broken and not stuck to windshield
□ / □ / Seat belt(s) functions correctly
□ / □ / Emergency / Incident Reporting kits available and accessible
□ / □ / Fire Extinguisher available and accessible
OK REPAIR ENGINE ON CRITERIA
□ / □ / Headlights function on both Hi and Low Beams
□ / □ / Turn Signals function
□ / □ / Brake Lights function, including 3rd brake light
□ / □ / Reverse Lights / Back Up Alarm Functions
□ / □ / Fluid Leaks discovered
□ / □ / Horn sounds
□ / □ / Mirrors function and are clean
□ / □ / Brakes function correctly
□ / □ / Any new damage noted prior to using this vehicle?
OK REPAIR MISCELLANEOUS
□ / □ / Upon return of vehicle, is it gassed up?
□ / □ / Upon return of vehicle, is the exterior and interior clean?
□ / □ / Are there any alerts that are lit up? If so, list below.

NOTES: ______

As directed by the Commissioners, this is a mandated checklist that is to be completed on a daily basis. I have personally inspected the vehicle above and have found it to be in the condition listed above.

Signature: ______Date: ______

INSPECTION, REPAIR AND MAINTENANCE RECORD

UNIT NUMBER: ______YEAR: ______MAKE: ______TIRE SIZE: ______

VIN NUMBER: ______

VEHICLE OWNER (if leased): ______

DATE MILEAGE DESCRIPTION OF INSPECTION, REPAIR OR MAINTENANCE

TRUCK/TRACTOR PREVENTIVE MAINTENANCE CHECKLIST

Customer Name: ______

Unit #: ______PM: ______Last PM: ______

Mechanic: ______Date: ______

Make/Model/Year: ______VIN: ______

Instructions: Write Initials in Appropriate Boxes Below
TASKS TO BE PERFORMED / INSPECTED OKAY / REPAIRED & ADJUSTED / GREASED & LUBED / COMMENTS & PARTS LIST

Engine

Change Oil & Filter
Change Fuel Lines & Tank Cap
Check Fuel Filter (25,000 mil)
Check Air Filter if needed
Check Spark Plugs
Check Distributor Cap & Rotor
Pressure test Cooling System
Check all Hoses under pressure
Check all Belts & Tens Loners
Check Water Pump & Fan Bearing
Check complete Exhaust System
Check for engine oil leaks

Under the Hood Fluid Levels

Radiator – Note Strength
Brake
Steering
Windshield Washer
Automatic Transmission
Rear End Fluid
Check AC Freon Levels

Chassis

Check Steering Play
Check Power Steering Hose
Check Steering Pitman Arm, Drag Link & Idler Arm
Check Tie Rod Ends
Check Front Springs
Check Front Shocks
Check Ball Joints
Check Rear Springs
Check Rear Shocks
Check Bell Housing Bolts
Check Transmission Mounts
Check U Joints & Grease
Check Carrier Bearings
Check Slip Joint & Grease
Check Wheels & Axle Seals

Brakes

Check for Fluid Leaks
Check Front Pads & Rotors
Check Rear Brakes & Adjustment
Check Parking Brake Operation

Safety / Emergency Items

Fire Extinguisher
First Aid Kit
Operating Flashlight
Reflective Triangles
Ice Scraper
Blanket
Toolkit

Wrap-Up

Check for Leaks
Recheck Oil Levels
Note any other Repairs needed
Wash Engine & Chassis if needed
Sun Visor
Speedometer & Odometer
Tanks & Pressure Vessels
Vehicle Frame, Body and Sheet Metal

Date of Inspection: ______Vehicle Mileage: ______

Inspected By: (Print) ______

Certified By: (Print) ______

Inspector’s Signature: ______

HOW TO SET UP A MAINTENANCE PROGRAM

THAT WILL KEEP FMCSA HAPPY

What do federal maintenance program requirements mean to you? Per the FMCSA, in Regulation 396.3, it simply states that a carrier must have a program to “systematically inspect, repair and maintain, or cause to be systematically inspected, repaired and maintained, all motor vehicles and intermodal equipment subject to its control”.

This applies to all carriers, whether you have one truck or 20,000.

As far as actually establishing the specifics of the maintenance program, that is up to the carrier.The only other guidance the FMCSA provides is that parts and accessories (the ones required in the regulations) “shall be in safe and proper operating condition at all times.” The specifics about what “safe and proper” means are scattered throughout the regulations, but they are mostly found in Part 393 and Appendix G.

Theeffectivenessof a carrier’s maintenance program is “officially judged” during roadside inspections. This judging is especially important if you have just gotten your DOT number. All “new-entrant carriers” (carriers that have just gotten a DOT number) are subjected to a “new-entrant safety audit” after 6 to 18 months of operation. One component of this audit is calculating the new carrier’s out-of-service rate (what percentage of the time the carrier’s vehicles “fail” a roadside inspection). If it is too high, it will lower the carrier’s chances of getting lifted off new-entrant status.

Where do you start? The first step is determining how often you should do maintenance inspections and preventive maintenance on your vehicle(s).

To get started, you can contact the original equipment manufacturer that built the vehicle. Most OEMs have inspection and preventive maintenance (PM) “schedules” available for the vehicles they build. These include recommended intervals (based on miles, hours run, and/or dates) and checklists (items that should be checked).

You should also establish “cut-off points” for major components that wear out. This is the point at which a part or component will be repaired or replaced. The starting point for these decisions needs to be the limits established in Part 393 of the FMCSA regulations, as well as Appendix G. If the regulations do not establish a cut-off point for a part or component, the OEM can usually provide this information.

Tires, brake adjusters, brake linings, fuel filters, and clutches are examples of parts and components that can have cut-off points assigned to them. The idea is to repair or remove the part or component before it creates a problem on the road. This may sound complicated, but it is much better than breaking down (or worse, causing a crash).

Next, set up the records.One key to compliance in this area is maintenance records. If you are audited, these records will be an important part of the audit as they show that you are “taking care” of your vehicle(s).

Carriers — here again, no matter how big or small — must have an “informational record” for each vehicle that includes:

Fleet number (if one is assigned)
Make, model, and year
VIN
Tire size
Owner (if not the carrier)
A maintenance schedule for the unit (a means to indicate when maintenance was last done and is to be done again)

The regulations also require that records of all inspection, maintenance, lubrication, repairs, and upcoming maintenancebe kept for one year while the unit is in service, and for six months after the unit leaves service. So far all of this is covered in §396.3. The records can take any form the carrier wants; there are no “required forms” for documenting normal maintenance and repairs. A handwritten note describing what was done or a receipt from a truck shop would qualify as “maintenance records.”

The one exception is periodic (annual) inspections reports. They must contain specific information and be kept for 14 months, rather than 12.

You will want to set up and maintain maintenance records not just because they are required by the regulations, but because they can help you decide if your maintenance program is working. The records can also help you determine where you are having vehicle problems and how much it is really costing you to operate a specific piece of equipment.

ORDER TO MOVE CMV

AND TO WILLFULLY VIOLATE

HOS, ISSUED BY LAW ENFORCEMENT

(SEE FMCSA ANTI-COERCION RULE, EFFECTIVE 01/29/2016)

TO CMV DRIVER: ______CDL: ______

FROM OFFICER: ______

P.D. TOWN / VILLAGE / CITY, STATE OF: ______

DATE: ______TIME: _______am/pm

You are hereby ordered to move your CMV (Commercial Motor Vehicle) in violation of the FMCSA (Federal Motor Carrier Safety Administration) lawful hours of service from your present location to the nearest safe-haven (place where you may legally park) immediately.

Officer’s Printed Name: ______Officer’s Badge Number: ______

Officer’s Signature: ______

Police Report Number: ______(Police report MUST be generated)

Police Department Records Division Phone Number: ______

Law Enforcement Officer: This document is designed to protect the Driver from prosecution of log violation due to this incident.

Driver: Retain this report in the cab of your truck for a minimum of (8) days to document the reason for this violation for DOT (Department of Transportation) stops. DO NOT ATTEMPT TO “HIDE” THIS VIOLATION. After (8) days, you must render this document to your home officer or dispatcher.

Log Department: Retain this report for a minimum of (6) months for any log audit.

CC:

Driver

Driver File

Company Records

Log Department

Law Enforcement Personnel are the only entity who may lawfully order a CMV driver to willfully violate the HOS and the driver MUST comply.

MECHANIC’S CHECKLIST FOR TRAILERS

Date: / Trailer No.: / Reefer Unit Hours: / Mechanic’s Name:

Components Repairs Needed What Repairs were Completed

Trailer Brakes / YES NO
Rims and Tires/PSI and Condition / YES NO
Slide Axle / YES NO
Fuel Tank Mount / YES NO
Back Doors / YES NO
Coupling Device / YES NO
Air Lines / YES NO
Reflective Tape / YES NO
Document Holder / YES NO
Refrigeration Unit / YES NO
Belts, Hoses, Fluid Levels / YES NO
Battery Connection/Terminals / YES NO
Filters / YES NO
Doors on Reefer Unit / YES NO
Chains, Chain Rack (winter months) / YES NO
Landing Gear/Cross Members / YES NO
All lights / YES NO
Physical Damage (note below) / YES NO

Physical damage as follows:

______

If damage is found, please note the last known driver of the trailer: ______

TRUCK REPAIR/WORK ORDER

Date: ______Truck No.: ______Mileage: ______

Reported By: ______

Repairs Needed: ______

______

Date Repairs Completed: ______Work Done By: ______

Repairs/Word Done:

______

Check belts, hoses, batteries, fluid levels, air lines, and wheel seals. List PSI, tread depth and brakes below.

PSI: ______Tread Depth: ______= Driver Side Steer
PSI: ______Tread Depth: ______= Passenger Side Steer
PSI: ______Tread Depth: ______Brakes: ______= Left Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Front Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Front Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Right Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Rear Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Rear Outer Wheel

TRAILER REPAIR/WORK ORDER

Date: ______Truck No.: ______Mileage: ______

Reported By: ______

Repairs Needed: ______

______

Date Repairs Completed: ______Work Done By: ______

Repairs/Word Done:

______

Check belts, hoses, batteries, fluid levels, air lines, and wheel seals. List PSI, tread depth and brakes below.

PSI: ______Tread Depth: ______= Driver Side Steer
PSI: ______Tread Depth: ______= Passenger Side Steer
PSI: ______Tread Depth: ______Brakes: ______= Left Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Front Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Front Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Front Outer Wheel
PSI: ______Tread Depth: ______Brakes: ______= Left Right Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Rear Inner Wheel
PSI: ______Tread Depth: ______Brakes: ______= Right Rear Outer Wheel

DRIVER’S TIME RECORD

Driver’s Name: (print) ______Employee No.: ______Month: ______Year: _____

Date / Start Time / End Time / Total Hours / Driving Hours / Truck Number / Headquarters

□ This form should be prepared monthly by each certified driver unless time record is exclusively kept on Driver’s Daily Log. Indicate “days off”. Check box if no driving is performed this month and the first (7) days of the following month. Mail this report to your Division Manager of Administration.

ACCIDENT REGISTER

Accident is defined in Part 390.5 as an occurrence involving a commercial motor vehicle operating on a highway in interstate or intrastate commerce which results in any on of the following:

(i)A fatality;

(ii)Bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or

(iii)One or more motor vehicles incurring disabling damage as a result of the accident, requiring the motor vehicle to be transported away from the scene by a tow truck or other motor vehicle.

The term accident does not include:

(i)An occurrence involving only boarding and alighting from a stationary motor vehicle; or

(ii)An occurrence involving only the loading or unloading of cargo.

The ACCIDENT REGISTER is required to be maintained for accidents (as defined above) per Part 390.15. The register must be maintained for a period of (3) years from the date the accident occurs.

The ACCIDENT REGISTER can be in any format you choose but most contain the following information:

(i)Date of Accident

(ii)Location of accident (Highway and City, County, State)

(iii)Driver’s Name

(iv)Number of injuries

(v)Number of fatalities

(vi)Whether hazardous materials, other than fuel spilled from the fuel tanks of motor vehicles involved in the accident, were released.

Copies of all accident reports required by State or Local Government entities or insurers must be maintained with the accident register.

ACCIDENT REGISTER

Carrier Name: ______Beginning Date: ______Ending Date: ______

Date: / Time: / Location:
(City, State) / Driver’s Name: / Injuries: How many? / Fatalities:
How many? / Vehicle(s) towed: / HazMat Incident

NOTE: This form is provided as a suggested format for recording accidents. A motor carrier may use any register format for documenting recordable accidents, per Part 390.