No matter what size fleet you run, whether owner-operator or large fleet, you need to stay on top of your vehicle registrations. This problem becomes more acute the more vehicles you operate. Consider that there is an old adage that \u201cwhat gets measured, gets done.\u201d Because it is very simple, when you measure and monitor something, you keep it clearly in focus for you and your people.<\/p>\n\n\n\n
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The problem comes when you find deviations in your processes\nbecause you are not effectively monitoring your parts, truck drivers, systems,\npolicies, or procedures. Living in the world is all about monitoring important\naspects of your life. After all, do we not monitor our credit, banks accounts,\nhealthcare, and other important information? Of course, you do. The same holds\ntrue for your fleet operations.<\/p>\n\n\n\n
And if you are a small trucking company, consider the ramifications of not staying on top of your DOT registrations. If you get caught with a violation, it could be crippling. You simply cannot afford to find out if you have missed something important after the damage is already done. That\u2019s why effectively monitoring your DOT registrations<\/a> allows you to catch changes to your filings before you get hit with a violation or, even worse, taken out of service. The question now is, what should you monitor?<\/p>\n\n\n\n Key Tips for Effective Monitoring<\/strong><\/p>\n\n\n\n Want to know what the most common non-safety related\nviolation is? Not providing the FMCSA with timely updates where registration or\nother necessary reporting mechanisms are concerned. And the things is, getting\nhit with this kind of violation is easier than you may think. Consider that you\nare required by the DOT to complete a biennial update cycle. What if a move has\noccurred? Your updates may go to the wrong address.<\/p>\n\n\n\n You also want to monitor specific vehicle information,\nincluding the number of vehicles you have and the number of miles each vehicle\nhas traveled. This is a must because the number of power units and the number\nof miles traveled each year directly factor into two of your seven BASIC score\ncategories. Because the more vehicles you have in your fleet, and the more\nmiles they travel, the greater the chances an accident could occur. If you\naccurately monitor miles traveled and vehicle count, you can ensure you have\nall your ducks in a row before the worst happens. <\/p>\n\n\n\n You also want to regularly check your insurance status. All\nfleets must have liability insurance in place or be able to demonstrate they\nare covered under an adequate level should there be an accident. Whether you\nare a passenger hauler or haul hazardous cargo, you need to make sure you have\nadequate coverage should the FMCSA come calling. <\/p>\n\n\n\n There are also occasions where your insurance might be\nunexpectedly canceled. Remember, if it is canceled, the insurance provider will\nnotify the FMCSA. As a result, you need to make sure you stay on top of it and\nget new coverage, otherwise an audit may uncover the problem and you may be\nstuck with a violation. <\/p>\n\n\n\n Keep an Eye on Process Agents<\/strong><\/p>\n\n\n\n Do you know what a process agent is? Process agents<\/a> act as a fleet\u2019s \u201cstatutory agent.\u201d This individual essentially acts as a conduit between legal authorities in other countries, the insurance provider, and the motor carrier themselves. This way if a court action is required in the jurisdiction where an accident or violation occurs, the agent can act as an intermediary between the courts and the motor carrier. <\/p>\n\n\n\n Each government designates process agents for for-hire or\npassenger carrying motor carriers. Private fleets operating in the U.S. and\ntransporting goods between Canada or Mexico must also file with a process agent\nin each country they operate in. So, no matter where you operate, if it is\ninterstate or between countries, this is an essential part of the process you\ncannot forget. <\/p>\n\n\n\n Just like having insurance, utilizing process agents\ncorrectly is critical to remaining in businesses. If for any reason your\ntrucking company loses its processing agent, your interstate operating license\nwill be revoked. <\/p>\n\n\n\n How Do Process Agents Work?<\/strong><\/p>\n\n\n\n Process agents operate by receiving the service of notices,\nproceedings, or other documents on behalf of a court or other governmental\nentity. Appointing a process agent is extremely important for trucking\ncompanies dealing with suppliers, banks, or lenders in foreign countries. In the\nUnited States another name for a process agent is a registered agent. <\/p>\n\n\n\n Process agents are required because thousands of cross-border transactions happen every year. Large corporations utilize the services of shippers to get their goods to other countries, and these shippers need a process agent in case anything goes wrong. These cross-border agreements serve as the foundation for international commerce. <\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n While the forms required differ depending on the country,\nprocess agents are still required. And if there is one consistency from form to\nform, it is that a process agent must be assigned if the motor carrier is\noperating in that country. Before a process agent is assigned, all the parties\ninvolved must agree to the terms of the deal. Once the terms have been laid\nout, the process agent will quickly engage so that the transaction can be\nconcluded before the changes occur. <\/p>\n\n\n\n How to Find a Process Agent<\/strong><\/p>\n\n\n\n While almost any entity in the jurisdiction you operate in\ncan act as a process agent, you really want to go with someone who is\nknowledgeable and understands the ins and outs of your industry. They need to\nknow the various legal processes in place just in case the worst happens. Ask\nyourself the following questions as you seek out a qualified process agent:<\/p>\n\n\n\n A responsive process agent is a necessary and valued business partner. When a process agent offers expanded service hours and proven infrastructure they eliminate time constraints and confusion. When you appoint a process agent, all the parties you work with can operate in confidence, knowing there will not be a mishandled judicial proceeding that could result in an expensive judgment against your company. Many industries require process agents, from industrial manufacturers to transportation and aviation firms, investment banks and commercial banking entities. Even energy and pharmaceutical companies utilize them.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n The only way you can ensure you do not get hit with a registration violation is to ensure you are properly monitoring each and every registration assigned to your fleet. Even third-party monitoring services work. The point is, you don\u2019t want to get caught by the FMCSA<\/a> missing a required registration, or you may be put out of service. <\/p>\n","protected":false},"excerpt":{"rendered":"