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Filling out properly. IVDR 9/30/2010$ix Figured LLC2 This is a standard Individual Vehicle Distance Report. Apportioned carriers are required to keep.

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Presentation on theme: "Filling out properly. IVDR 9/30/2010$ix Figured LLC2 This is a standard Individual Vehicle Distance Report. Apportioned carriers are required to keep."— Presentation transcript:

1 Filling out properly

2 IVDR 9/30/2010$ix Figured LLC2 This is a standard Individual Vehicle Distance Report. Apportioned carriers are required to keep distance records, which are required for registration each year. IVDR’s are also used to calculate International Fuel Taxes (IFTA). All information on this form is required and needs to be filled out accurately.

3 Step 1: Truck Number 9/30/2010$ix Figured LLC3 The truck number is used to identify which vehicle in the fleet is being used. We are required to record all miles and gallons used for each vehicle. Be sure to fill in this information before leaving the terminal.

4 Step 2: Date 9/30/2010$ix Figured LLC4 The date is used to determine when the vehicle was used. Monthly, quarterly and yearly recaps of miles and gallons are required. Without the date, it is hard to figure out when the vehicle was driven and complicates documentation procedures. The date should also be filled out before leaving the terminal.

5 Step 3: Origin and Destination 9/30/2010$ix Figured LLC5 The origin and destination fields are used to specify the starting and ending points of each trip.

6 Step 3: Beginning Odometer 9/30/2010$ix Figured LLC6 The beginning odometer will be the last field to be filled out before departure from the terminal. This creates a base from which it is easy to calculate the number of miles driven. The Beginning Odometer should always match the odometer reading from the previous Ending Odometer reading.

7 Step 4: Ending Odometer 9/30/2010$ix Figured LLC7 The Ending Odometer is the reading of the odometer upon the arrival at the destination. The ending odometer will help determine the total number of miles driven after each trip. The Ending Odometer Reading will then become the Beginning Odometer Reading for the next trip.

8 Step 5: Miles 9/30/2010$ix Figured LLC8 The miles section shows the exact distance driven during each trip. By subtracting the miles of the Beginning Odometer from the Ending Odometer you will get the number of miles for this trip. Ending Odometer - Beginning odometer = Miles

9 Step 5: Route 9/30/2010$ix Figured LLC9 The route consists of any major highways or interstates used during the trip. There is limited space in this field, so main roads will written and smaller roads will be excluded.

10 Step 6: Trailers Used 9/30/2010$ix Figured LLC10 The trailers used will be Identified by the number posted on the front corner of the trailer. If you are using a non Six Figured trailer, such as Fed Ex, just fill in Fed Ex. Identifying this number will aid in the tracking the use of certain trailers.

11 Step 7: Gallons and Price Per Gallon 9/30/2010$ix Figured LLC11 The gallons and price per gallon will determine the amount of gasoline put into the trucks and the exact price paid for that fuel. Receipts are required for any fuel purchases.

12 Step 8: Total Distance 9/30/2010$ix Figured LLC12 The total distance is the cumulative amount of miles driven by a truck in a week. This is an important number, this is the number used in calculating the amount of fuel needed for each vehicle on a weekly basis. This number can be calculated by adding each of the number in the Miles fields together. Miles + Miles + Miles = Total Distance

13 Step 9: Total Gallons 9/30/2010$ix Figured LLC13 The total gallons is calculated in the same manner as the Total Miles but with all of the numbers in the Gallons field. This number determines the amount of fuel used each week. Certain trips only use a certain amount of fuel, if you do not know the weekly amount of fuel for your run please speak to Ed or Trish to find out. Gallons + Gallons + Gallons = Total Gallons

14 Step 10: Average Miles per Gallon Average miles per gallon is Total Distance / Total Gallons. Keeping track of this will help ensure you are getting the proper fuel mileage for your vehicle. 9/30/2010$ix Figured LLC14 Total Distance / Total Gallons = Average Miles Per Gallon

15 Step 11: Driver Signature 9/30/2010$ix Figured LLC15 The driver signature is required. If you are the last driver to use a vehicle for that week check over the document and sure it is filled out completely. All drivers should fill in their names.

16 Points to Be Remembered 9/30/2010$ix Figured LLC16 All miles must be recorded. The Beginning Odometer Reading should always be the same as the previous Ending Odometer Reading. Including the first entry, which should be the same as the last entry from previous week.

17 Points to be Remembered 9/30/2010$ix Figured LLC17 We are required to accurately maintain records of all miles and gallons of fuel used by each vehicle in our fleet. It is essential that these records are filled out completely and correctly. If you have any questions please ask.

18 Proper information input

19 IVMR 9/30/2010$ix Figured LLC19 The IVMR is the FedEx version of our IVDR. There are a few similarities as well as a few differences. This form must be filled out, as well as the form previously discussed, every time that a driver runs their route.

20 Home Facility Number 9/30/2010$ix Figured LLC20 The Home Station Number is the number of the terminal that you, the driver, are operating out of. This number should always be

21 Contractor Name 9/30/2010$ix Figured LLC21 The Entity Name is the name of the Fed Ex contractor that you are driving for. The contractor name will always be “Wyandotte”. Wyandotte

22 Contractor Number 9/30/2010$ix Figured LLC22 The Entity Number is, again, related specifically to FedEx and will always be the same. The contractor number you, the driver, will use is “ ”

23 Unit Number 9/30/2010$ix Figured LLC23 The Unit Number is used to identify which vehicle in the fleet is being used. Writing the truck number in will help keep track of that specific vehicles statistics. Be sure to fill in this information before leaving the terminal. Use the Unit number associated with Fed Ex and not Six Figured

24 Driver Name(s) 9/30/2010$ix Figured LLC24 The Driver name section is where you, the driver, will fill in your name. This is to identify who is running the route. Each driver’s name needs to be recorded.

25 Driver Number(s) 9/30/2010$ix Figured LLC25 The Driver number is the FedEx ID number that is specific to each individual driver. If you do not have a number, please talk to your supervisor as soon as possible.

26 Date 9/30/2010$ix Figured LLC26 The date is used to determine when the vehicle was used. Without the date, it is hard to figure out when the vehicle was driven and complicates documentation procedures. The date should also be filled out before leaving the terminal to avoid confusion.

27 State/Providence 9/30/2010$ix Figured LLC27 The State/Providence is simply the state of which you are operating in for the duration of your route. Since there are only Texas based FedEx routes. TX

28 Beginning Odometer 9/30/2010$ix Figured LLC28 The beginning odometer will be the last field to be filled out before departure from the terminal. This number should match the Ending Odometer Reading from previous run. This creates a base from which it is easy to calculate the number of miles driven. Without this information, the exact mileage will not be calculable.

29 Ending Odometer 9/30/2010$ix Figured LLC29 The Ending Odometer is the reading of the odometer upon the arrival at the destination terminal. The ending odometer will help determine the total number of miles driven after each trip.

30 LCVs 9/30/2010$ix Figured LLC30 The LCV field of this document is never going to have to be filled out by you, the driver. When you come to this point of the document, simply skip it over.

31 Origin/Destination/City Spot Number/City 9/30/2010$ix Figured LLC31 The Origin/Destination/City Spot Number/City is the space where you record any terminal or spot number on your route with the corresponding city. For Example: If you leave 786 Austin, TX stop at 787 Round Rock, TX then proceed to 760 Ft. Worth, TX you need to record each terminal and city. 786 Austin, 787 Round Rock 787Round Rock, 760Ft. Worth 5771Houston,5005/786Austin 786,15, 16, 13, 10, 786 Austin Proper Format

32 Highway or Route Traveled 9/30/2010$ix Figured LLC32 The Highway or Route Traveled is the path of travel taken by the driver. This includes any major highways or interstates used during the trip. There is limited space in this field, so main roads will written and smaller roads will be excluded.

33 9/30/2010$ix Figured LLC33 Date - Date Truck Number Origin/Destination Beginning Odometer Ending Odometer Route Driver Signature

34 Points to Be Remembered 9/30/2010$ix Figured LLC34 This form is for Fed Ex Ground. If for chance the vehicle you are driving is being used at both Fed Ex and Six Figured, then you will still have to fill in the mileage for your trip. In the Origin/Destination and Routes boxed you will need to write NON FED EX MILES. All the beginning odometer readings must match the previous ending odometer readings. All miles must be accounted for.

35 Driver’s Vehicle Inspection Report This form is to be filled out and turned in weekly (Monday) This form is located on back of Mileage sheet. This form tracks any damages that may have occurred during the week 9/30/2010$ix Figured LLC35

36 Driver’s Duties Pre-trip Inspection – Check fluids – Check tire tread and air pressure – Check belts and hoses – Check lights – Along with all the other required items listed on Inspection Sheet Keep Log Book up to date – Logs must be turned in every other day. – At the end of each month, make sure all logs for the month are turned in by the 1 st, or the following work day. Post-Trip Inspections – Clean windshields daily upon arrival to terminal – Fill out inspection report on back of mileage sheet; write down any defects found while on duty; – Report any conditions that need immediate attention. – Make sure vehicle is clean for next driver; interior, windshields, and mirrors. Paperwork – Every Monday turn in all completed forms in the file box. Inspection sheet Both Mileage sheets along with receipts for any fuel purchased during the week. Payroll sheets; turn in Patricia’s file. 9/30/2010$ix Figured LLC36

37

38 Section 1 9/30/2010$ix Figured LLC38 In this section there are 5 areas to fill out. 1.Fill in the correct DATE. 2.Write in your DRIVER’S NAME, and the NAME OF YOUR CO- DRIVER. If there is no co-driver you must write “NONE” or “N/A” on this line. THIS LINE MUST BE FILLED OUT. 3.Fill in your FED EX ID#. 4.Fill in your HOME FACILITY NUMBER. Which is At the end of day fill in the TOTAL MILES DRIVEN for this 24 hour period. And sign your FULL SIGNATURE below DRIVER’S NAME John Deere N/A

39 SECTION 2: HOURS RECAP 9/30/2010$ix Figured LLC39 This is the Hours Recap portion of the log. In this section you will keep track of the number of hours DRIVING and the number of hours ON DUTY for the previous 7 DAYS. These numbers will come from the TOTAL HOURS portion of your log. 1.In the date section you will fill in the dates of the previous 7 DAYS. 2.In the RECAP section you will fill in the TOTAL # of DRIVING HOURS AND ON DUTY HOURS for each of the 7 DAYS. 3.When you are OFF DUTY for more than 34 CONSECUTIVE HOURS you will put a check in the middle box of that day.

40 EX: HOURS RECAP 9/30/2010$ix Figured LLC40 10/3110/3010/2910/2810/2710/2610/25 X This is an example of how the HOURS RECAP would look for a log on dated 11/01/10. The 7 PREVIOUS DAYS would be 10/25 thru 10/31. Example of TOTAL HOURS for 10/31. On 10/31 the driver drove for 3 HOURS and was On Duty for 2 HOURS. So 5 would go in RECAP BOX for 10/31. Since you have a RESTART on 10/26 you need to add the hours from 10/27 to 10/31 to get TOTAL OF 34. Subtract 34 from 70 to get AVAILABLE HOURS TODAY of = = 36

41 TIMELINE 9/30/2010$ix Figured LLC41 In this section you need to keep track of all OFF DUTY, SLEEPER BERTH, DRIVING, AND ON DUTY hours for a specific 24 PERIOD. This section of your log must be kept current. Each time you have a change of DUTY STATUS you must make an entry on your log. FOR EXAMPLE: If you are OFF DUTY until 8PM and come ON DUTY at 8PM you must make and entry into your logs. If you start driving at 8:30PM, an entry must be made for this change DUTY STATUS, from ON DUTY (NOT DRIVING) to DRIVING.

42 TOTAL HOURS 9/30/2010$ix Figured LLC42 This section is where you will keep track of the TOTAL HOURS for each DUTY STATUS. You must fill in each box in this section. FOR EXAMPLE: If you drive 5 HOURS, fill in both boxes with 05. All 4 SECTIONS must add up to 24.

43 REMARKS SECTION 9/30/2010$ix Figured LLC43 In this section you must make an entry for each change in DUTY STATUS and it must correspond to exactly to this TIMELINE SECTION of your logs. For each change of DUTY STATUS you must write the City and State that this change occurred. The city must be written out completely and the state can be abbreviated. Before each trip you must show a PRE- TRIP in this Section of your logs. New Prior to being on duty for 8 consecutive hours a “30 minute Off Duty Break” must be logged. Only one 34 hour reset is allowed in a 168 hour period (a week).

44 DISPATCH MOVEMENTS 9/30/2010$ix Figured LLC44 In this section you will keep track of all your DISPATCHES. Each line represents a dispatch, and for each dispatch you need to fill in: 1.Enter Facility #’s in the FROM and TO boxes. 2.Enter TRACTOR # and TRAILER #’S and DOLLY #’S for each dispatch. 3.For security reasons you are also required to write down the seal number for each trailer.

45 DISPATCH MOVEMENTS 9/30/2010$ix Figured LLC45 For Example: A trip from 786 to 760 and back would look like :

46 DRIVER’S VEHICLE INSPECTION REPORT 9/30/2010$ix Figured LLC46 2.Fill in TRACTOR/ TRUCK NO. with the number of each TRUCK and DOLLY used on this date. If you drive more than one TRUCK or use more than one DOLLY write that in. 3.On the TRAILER(S) NO.(S) line write in all TRAILERS used on that DATE. 4.Check appropriate box indicating whether or not you find “DEFECTS OR DEFICIENCIES IN THIS MOTOR VEHICLE”. 5.If you find “DEFECTS OR DEFICIENCIES” write them on the lines provided. And sign your name on the DRIVER’S SIGNATURE line. 6.If the “DEFECTS OR DEFICIENCIES” interfere with the safe operation of this vehicle including the trailer, you need to check the appropriate box in the bottom left hand corner of form and sign the DRIVER’S SIGNATURE line and DATE on the very bottom right hand portion of this form. The DRIVER’S VEHICLE INSPECTION REPORT is a separate form than the rest of your log. Each and every section of the form must be filled in correctly. 1. The correct DATE must be filled in, make sure it matches the DATE on the top of your log.

47 DRIVER’S VEHICLE INSPECTION REPORT WITH NO DEFECTS 9/30/2010$ix Figured LLC47 11/01/ D X

48 DRIVER’S VEHICLE INSPECTION REPORT WITH DEFECTS 9/30/2010$ix Figured LLC48 11/01/ D x Air Leak on Trailer X 11/01/10

49 DRIVER’S DAILY LOGS 9/30/2010$ix Figured LLC49 REMEMBER To keep logs current by making entries at each change of DUTY STATUS. THIS IS A DOT VIOLATION. YOU WILL BE TICKETED. To turn in logs DAILY at Fed Ex Terminal.


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