Glostone Newsletter March 2015

Glostone Newsletter March 2015

What Are IRP & IFTA Auditors Looking For?


International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA) auditors from nearly every state and Canadian province recently gathered in San Antonio, Texas.  The purpose of this annual meeting is to review audit standards and methods used to ensure carriers are in compliance and are paying their proper fees.

The International Registration Plan and the International Fuel Tax Agreement both apply to trucks over 26,000lbs that travel interstate.  The IRP deals with how states register vehicles and distribute the registration fees accurately and fairly to the states traveled.  IFTA is the system used to collect and distribute fuel tax monies based upon where the fuel was used.  To ensure every carrier is paying the appropriate fees, each state is required to audit 3% or more of their carriers registered in these programs every year.

Compliance with both IRP and IFTA depends heavily upon carrier’s ability to accurately track and report distance traveled.  Carriers are required to maintain records that allow their base state to verify the distances they have reported and the accounting system used to determine their reports.  IFTA goes beyond IRP record keeping requirements by also requiring fuel purchase records.  The records are used by auditors to verify that each carrier has an adequate record keeping system in place and uses those records to pay the proper registration and fuel tax fees.  Auditors can request records going back 3 years.

Here is a list of required records common to both IRP and IFTA:

1. Distance recaps for each vehicle for each jurisdiction in which the vehicle operated.

a. An acceptable distance accounting system is necessary to substantiate the information reported on the tax return filed quarterly or annually. At a minimum, must include distance data on each individual vehicle for each trip and be recapitulated in monthly fleet summaries. Supporting information should include:

* Date of trip (starting and ending);

* Trip origin and destination;

*  Route of travel;

* Beginning and ending odometer

* Total trip miles/kilometers;

* Miles/kilometers by jurisdiction;

* Unit number or vehicle identification number;

* Vehicle fleet number;

* Registrant’s name; and

* May include additional information at the discretion of the base jurisdiction.

Additional fuel records are required for IFTA. The fuel records shall contain:

1. The date of each receipt of fuel;

2. The name and address of the person from whom purchased or received;

3. The number of gallons or liters received;

4. The type of fuel;

5. The vehicle or equipment number into which the fuel was placed, and

6. If applicable, details of taxable and non-taxable usage of fuel;

These are the minimum records needed for an IFTA and/or IRP audit.  Just having the document does not mean it will be acceptable.  Auditors will verify the accuracy of the records plus ensure the correct numbers were actually calculated and reported.

Common mistakes carriers make with IFTA and IRP record keeping:

* Recording miles from dispatch records and not balancing them with odometer readings

* Recording miles using mapping software and zip code references

* Not recording odometer readings

* Not recording routes of travel

* Not recording empty or bob-tail miles

* Not recording personal miles

* Not keeping fuel receipts or accepting fuel receipts without the required information included.

* Using a GPS system that does not maintain location coordinates for at least 3 years.

* Using a GPS system that does not record location frequently enough to verify routes of travel

* Using a GPS system that does not reconcile distance to odometers

When inadequate records are found, auditors can apply error percentages to the entire three year audit period and to all vehicles which can result in substantial fees plus penalty and interest assessments.  When it comes to compliance, being proactive is the key.  Have systems in place that will guarantee records compliance and promote safety.  If you need help with a proactive plan, give us a call!

Pre-Employment Screening Program

The DOT makes available to carriers their Pre-employment Screening Program (PSP).  The information contained in the PSP reports is a summary of each drivers roadside violations going back 3 years.  This information can prove invaluable when trying to select the right driver for your company.

Carriers can enroll in the PSP program or avoid the annual fee by having us run the PSP report for you! Glostone is an authorized 3rd party provider for PSP reports.  Give us a call for more information!

Driver Physicals Available

The DOT requires commercial drivers to be physically qualified to drive a motor vehicle.  To be qualified to drive, a physical exam is required and valid medical examination certificate obtained.  The exam requirement applies to all CDL drivers and to non-CDL drivers of commercial vehicles over 10,000lbs that travel interstate.  Non-CDL drivers driving strictly intrastate are exempt from required physical exams.

Our sister company CleanFleet has teamed up with Dr. Julia Wilber D.C., Dr. Angela Ozeruga D.C., and Dr. Kristen Livingston, D.C. to provide driver physical examinations here at our office in Clackamas and at our Jubitz Travel Center location.  All examiners are DOT certified.  Other services can be performed as well including fitness agility testing and general chiropractic services.  Cost for a standard DOT driver physical is $85.00.  Walk-in’s are welcome but appointments are encouraged by calling 503-479-6082.

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Glostone Newsletter February 2015

Glostone Newsletter February 2015

Driver Vehicle Inspection Reports (DVIR)

This is a reminder for those carriers that operate in Canada. Despite FMCSA’s change to their driver-vehicle inspection report (DVIR) rules which no longer requires a “no defects” report, all Canadian provinces continue to require this report and it must be present with the vehicle.

Oregon MVR’s, Be Careful When Ordering From a 3rd Party

Another aspect of the new Federal Motor Carrier Safety Regulation requiring drivers to submit medical exam certifications to the DMV is that employers must now insure the driver has submitted the required information by obtaining a Motor Vehicle Record (MVR) that includes the medical exam certification.  As of January 31, MVR’s that do not include the medical exam certification can be in violation of the rule.
For typical 3rd parties such as Hire Right who carriers often use to order MVR’s, the Oregon “sanitized” MVR that is issued to 3rd parties will not include the medical exam certification.  The Oregon DMV has no timetable as to when these 3rd party sanitized MVR versions will be made available with the required information.
Glostone Trucking Solutions has entered into a contract with Oregon to legally disseminate full MVR’s that includes the medical exam certification to qualified companies.  Should you want a fast and convenient method to obtain fully compliant Oregon MVR’s, contact us at 503-607-1088!

Medical Card Update

Last month we reported that new Federal Motor Carrier Safety Regulations allow drivers to no longer carry their medical cards on their person.  We also reported that even though Federal Law permits this practice, both Oregon and Washington still have state laws that require these medical cards to be carried by the driver.

In an update, the Oregon Trucking Association (OTA) has worked with the Oregon Department of Transportation (ODOT) for a solution to this issue.  As a result, ODOT is now in the process of notifying all Oregon enforcement personnel to no longer enforce this part of the state law.  In addition, the OTA is working with State lawmakers to create the needed Bill to permanently repeal this requirement.

There is no word from the State of Washington as to how they will be addressing this issue.  Because of the likelihood of potential problems drivers could face, we still recommend that all drivers continue to carry a copy of their medical card until these issues are completely resolved.

FMCSA’s 34-hour Restart Study to Begin Soon

At the end of 2014, as part of the appropriations bill, Congress directed FMCSA to conduct a study of whether truck drivers are more fatigued and less safe operating under the 2013 hours-of-service restart provisions compared to the pre-2013 rules. They plan to begin conducting the study this month. The study will be made up of two groups of drivers: one working under the pre-2013 rules and one that uses the post-2013 rules. These groups will be studied for five months, while FMCSA looks at things such as crashes/near crashes; operator fatigue and the alertness and health of drivers.

FMCSA plans to use items including electronic logging devices, psychomotor vigilance tests, actigraph watches, onboard cameras and sleepiness scales to evaluate the set criteria. A panel made up of people that FMCSA states will have “medical and scientific expertise” will review the study. FMCSA’s conclusions will then be sent to the Department of Transportation’s Office of Inspector General for a final look.

The passage of the bill in December halted enforcement of two provisions of the 2013 hours-of-service rule changes:The requirement that a driver’s 34-hour restart include two 1 a.m. to 5 a.m. periods and
The once-per-week limit to the restart’s use.
The stay of enforcement will be in place at least until Sept. 30, 2015. Before the post-2013 provisions can go back into effect, FMCSA’s report must show that post-2013 restart rules reduce driver fatigue and increase alertness and safety.

If you would like more information about the study, you can email FMCSA at

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Glostone Newsletter November 2014

Glostone Newsletter November 2014

California Given EPA Waiver Allowing Enforcement of Greenhouse Gas Regulations

The California Air Resources Board has issued a regulatory advisory to notify carriers that they sought and received a waiver of the federal Clean Air Act from the Environmental Protection Agency.  The waiver paves the way for California to legally enforce specific provisions of its Tractor-Trailer Greenhouse Gas regulations.

The California Tractor-Trailer Greenhouse Gas Regulation, adopted in December 2008, was developed to reduce greenhouse gas emissions by improving the fuel efficiency of heavy duty tractors that pull 53 foot or longer box type trailers.  The regulation requires tractor-trailers operating in California to use tractors and box type trailers that utilize certain aerodynamic equipment and low rolling resistance tires that have been verified by the US EPA SmartWay program.

Prior to receiving the waiver from the EPA, only 2010 and older model year tractors and trailers could be ticketed for California Greenhouse Gas regulation infractions.  With the waiver, 2011 and newer model year tractors and trailers can now be targeted.

Carriers operating in California need to be aware of these additional requirements.

It’s Time For 2015 Licensing and Permit Renewals

Renewing registrations, licenses, tax accounts, and many specialty permits is an annual headache carrier’s dread.   Most 2015 renewals start in October and must be completed prior to December 31, 2014, including:

  • Oregon Truck Registrations (including proof of HVUT payment)
  • IFTA Licenses
  • UCR Filings
  • Oregon Weight/Tax Identifier Account
  • New Mexico Mileage Tax Account
  • And many individual Federal and State specialty permits like:
    • Over Dimensional Permits
    • HazMat Permits

Avoid the long lines and waits altogether by having Glostone process your renewals. We are experts in the renewal process, use the latest technology and have daily agency appointments to get your renewals processed timely and without the headache. Don’t wait until the last minute! Call us today!

Log Book Mastery Course Offered

Hours of service rules have been the irritant of driver and manager alike for as long as anyone can remember. Log book violations are the number one reason drivers are placed out of service.   Logbook violations are also among the easiest violations for an auditor to find during a safety review. If your company fails in this area the best safety rating you will get is a Conditional.

Our 8 hour Log Book Mastery class will show you how to better understand and self-regulate:

  • Hours of Service rules: 11-14, 60/7, & 70/8 rules
  • Split-sleeper & combined off-duty options
  • How to check for falsified logs
  • Effective discipline programs
  • 34 Hour Restart
  • 30 minute Rest Break

The class will be held November 26th, 8:30 am to 4:30 pm at our Glostone Clackamas Learning Center. Tuition is $99.00 and includes all workshop materials, catered lunch and a certificate of completion.

Stealthy Health: Easy Ways to Stay Well on the Road

Stay on the Move by Michelle Kalista

When it comes to calorie loss: movement is movement.  Whether you are taking a jog before a shift, or fiddling with the radio – all movement results in a loss of calories.  What does this mean?  That you can stay healthier on the road by making small increases in your movement whenever you have the chance.  Now of course there are some activities that cause you to lose calories more quickly, however even small movements produce a thermogenic (heat producing) effect that will burn calories.  A couple of examples: take a trip around your trailer before climbing in the cab, stretch in the cab when stopped, and one of the easiest ways: fidget.  Yes, fidgeting can burn calories.  In fact, if consistent, it can burn up to about 800 calories in one day!  Now, by the definition of the word, fidgeting can include any small idle movements such as: drumming your fingers on the wheel, changing the radio station, reaching for a water bottle, etc.  The more you move, the move effective the movement will be in calorie loss.  A bonus is that if the movement is consistent, your body builds upon the energy it is already burning.  For example: if you were to involve yourself in a higher level of physical activity such as running, these thermogenic effects could last for up to 8 hours after your exercise.  To capitalize on this benefit, continuing any type of physical activity can help this effect last even longer.  To put it simply – move as much as you can!  Whenever you have the chance to make a few extra movements, think about the benefit you are giving to your body and then stay on the move.

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Glostone Newsletter October 2014

Glostone Newsletter October 2014

ELD Compliance Questions

Electronic Logging Devices (ELD’s) can be a very viable answer to the time, expense and frustration involved with being in compliance with Hours of Service Regulations. Most ELD systems market themselves as being compliant with the Federal Motor Carrier Safety Regulations in regards to Hours of Service and driver logs.  Many also say their data can be used for International Fuel Tax Agreement (IFTA) tax reporting purposes.  Before you buy, make sure you have answers to a few key questions.

If you are going to use your EOBR for Hours of Service compliance, ask your vendor “does the unit meet the new FMCSA requirements for an ELD?.”   If the answer is Yes, you may have a problem.  The FMCSA is currently rewriting ELD requirements and have not yet released the final details.  They are due to come out very soon.  A “yes” answer to your question may mean your vendor really doesn’t understand, from a compliance standpoint, what he’s selling.  The correct answer to your question should be “the unit meets today’s requirements and as soon as the new requirements come out, any modifications necessary will be made to stay in compliance.”

If you intend to use your ELD data for IFTA tax reporting, many more important questions must be asked. The correct answer can depend on the type of operation you run.

For IFTA, there is a big difference in the data needed to report IFTA taxes and the supporting data required to be maintained to prove the reporting data is correct. The data needed to report your IFTA taxes is simply the total distance in each jurisdiction of your fleet and the total fuel purchased in each jurisdiction by your fleet within a 3 month time period.  Most ELD’s can supply the distance information for the tax computation but there are some that fail when it comes to being able to supply the supporting data required for IFTA compliance.  Carrier’s buying ELD’s systems with the intent of using the data for IFTA purposes as well need to ask additional questions to make sure they remain in compliance.  Questions such as:

    • Can detailed trip reports be run by a starting and ending date for each unit?
    • Will the report identify the origin and destination?
    • Will the report identify the routes of travel?
    • Can the beginning and ending odometer for each unit be produced for this time period?
    • Will the report calculate total trip distance along with distance within each jurisdiction?
    • Will this data be available for the next 4 years in case of an audit?

Under an IFTA audit, the auditor must be able to verify the accuracy of the equipment in calculating distance. An answer of “Yes” to each of these questions will allow the auditor what they need for their verification. An answer of “No” to any of these questions can put your company at risk at being out of compliance and cost you money during an audit. One other important question needs to be asked before you purchase your ELD .   “How often does the ELD record the truck location through a GPS ping?” For a long haul operation, where a truck rarely leaves the interstate, a ping rate of every 20-30 minutes may be acceptable to accurately record the trucks distance in each jurisdiction for IFTA purposes. For short haul operations, where trucks spend much of their time on highways and streets, a ping rate of 1-5 minutes may be necessary to accurately record distance. Some carriers may have both long and short haul trucks. Buying an ELD with a ping rate set up for long haul may not be correct for the short haul units.An IFTA auditor will look at your operation, look at how often distance is recorded, and make a determination as to are you getting enough distance data to report accurately. In general, ping rates over every 15 minutes will be looked at very carefully by an auditor. It’s important to understand the differences in ELD compliance between the FMCSA’s Hours of Service requirements and IFTA tax reporting requirements. If you intend to use your ELD system for both of these compliance areas, asking these questions can help you make sure you have the right equipment for your operation.If you are looking for an ELD solution, be sure to check into EROAD ( They are the only device tested by the State of Oregon and proven reliable for accurately reporting the Oregon Weight/Mile tax. Call us for more information!

2015 Licensing and Permit Renewals Begin

Renewing registrations, licenses, tax accounts, and many specialty permits is an annual headache carrier’s dread.   Most 2015 renewals start in October and must be completed prior to December 31, 2014, including:

  • Oregon Truck Registrations (including proof of HVUT payment)
  • IFTA Licenses
  • UCR Filings
  • Oregon Weight/Tax Identifier Account
  • New Mexico Mileage Tax Account
  • And many individual Federal and State specialty permits like:
    • Over Dimensional Permits
    • HazMat Permits

The renewal season floods state agencies with added work. To control the workflow and provide timely service, these agencies open up the renewal process several months prior to the deadline. As the end of the year deadline looms, procrastinators are often faced with long lines and/or long waits to receive their new credentials.In Oregon, the state has closed 3 state permit offices which will result in more renewal work for fewer staff. Washington State has made similar budget cuts. To guarantee you don’t experience any down time or fines due to expired credentials, we recommend that you renew as soon as possible.Avoid the long lines and waits altogether by having Glostone process your renewals. We are experts in the renewal process, use the latest technology and have daily agency appointments to get your renewals processed timely and without the headache. Don’t wait until the last minute! Call us today!

Log Book Mastery Class- October 8th

Log book reviews are one of the easiest inspections an enforcement officer performs and, not surprisingly, log book violations are the number one cause of drivers being placed out of service. Understanding the log book rules is the first step in mastering this important area of compliance.  On October 8th, 2014, Glostone Trucking Solutions is sponsoring an 8 hour class devoted to log book mastery.  Certificates of completion will be awarded.  Cost of the class includes lunch!  For more information check out the Glostone Trucking Solutions website training page ( or contact Jennifer at 503-607-1088.

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Glostone Newsletter September 2014

Glostone Newsletter September 2014

Misinformation May Lead to CDL Holders’ Downgraded Licenses

Be wary!  Many drivers and motor carriers are incorrectly assuming the Medical Examiner will submit proof of medical certification to State Driver Licensing Agencies (SDLAs) on behalf Commercial Driver’s License (CDL) holders. This is untrue. MEs have not been assigned this task. CDL holders that mistakenly believe this is taking place may find their CDLs downgraded (i.e., inactive for use in interstate commerce) if they fail to personally submit the medical examiner’s certificate.
The exams performed through CleanFleet are given by DOT certified examiners and they will assist you in transmitting the required information to your Driver Licensing Agency.  Should you need to renew your medical card, call for an appointment at 503-479-6082.

NJ Congratulates Itself on Collections from Carriers

Every few weeks we hear of trucking companies who are being held up by the New Jersey Division of Taxation.  Many carriers don’t realize that doing pick-ups and/or deliveries in New Jersey requires them to be registered for the state’s corporate business tax.  New Jersey tax agents actively pursue carriers at truck stops and warehouses to collect this tax.  Trucks are stopped, drivers harassed, and truck, driver, and cargo may be held by agents of the state taxation department until the carrier wires money to pay off the agents’ seat-of-the-pants tax “assessment.”  The assessment is often times as much as $2,000.  In fact, in the summer issue of The New Jersey State Tax News, the department brags it has since July of last year, collected $1.2 million from its stops of trucks.  See the details here:

FMCSA Looking At CSA Improvements

The FMCSA is looking to soon release improvement information in two areas of their Compliance Safety Accountability (CSA) program.
In the first area, a study is soon to be released on the FMCSA’s recommendations of how to treat “no fault” crash scoring.  The current CSA methodology scores all reportable crashes, whether “at fault” or “not at fault”, equally.
The study is in response to industry’s criticism of the current CSA policy.  The industry recommendation has been that “no fault” crashes should not become part of the CSA scoring.  The FMCSA has not provided any details to hint at what the actual recommendations might entail.
The FMCSA has also announced that it will present a rule making by February 15, 2015, that will tie a Carriers safety fitness determination to its CSA scoring data.  Currently, a safety fitness determination of Satisfactory, Conditional, or Unsatisfactory can only be assigned to a carrier after an audit of records by FMCSA enforcement officials.  The CSA data leads enforcement to the carrier but it’s the audit that actually determines the safety rating.
The FMCSA rule proposal will bypass the audit requirement and will let the CSA data automatically assign a safety fitness determination.  Depending upon how this rule is to be implemented, this rule has the potential of changing a carrier’s safety rating each month as CSA scores are updated.  This rule could be an industry game changer (not in a good way)and should be looked at carefully once the details have been published.

Upcoming Classroom Training Schedule
Glostone Trucking Solutions, through their Rules of the Road Learning Center, is offering the following classroom training opportunities in September and October.

September 24   Employer Responsibilities For Managing A DOT Regulated Drug and Alcohol Program
8:30am to Noon at the Clackamas Learning Center.

September 30   Federal Motor Carrier Safety Regulations Fundamentals
8:30am to 5pm at the Monarch Hotel and Conference Center-Hosted by Skip Nash

October 8            Log Book Mastery Course
8:30 to 4:30 at the Clackamas Learning Center

October 22          Federal Motor Carrier Safety Regulations-Beyond Basics
8:30 to 4:30 at the Clackamas Learning Center

To register for a class, go to and choose the Training link or call Jennifer at 503-607-1088.

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