Transportation and Logistics Industry Solutions

[Driver:CustomCommercialDriver] is true
AND (
  [Driver:CustomMedicalCardExpiration] < [T] + 30
  OR [Driver:CustomMVRExpiration] < [T] + 30
  OR [Driver:CustomDrugTestDate] < [T] - 365
  OR [Driver:CustomAnnualReviewDate] < [T]

To: safety.director@company.com, fleet.manager
CC: [Driver:Email]
Subject: Driver Qualification File Update Required - [Driver:Name]

Body:
DRIVER QUALIFICATION FILE MAINTENANCE REQUIRED

Driver: [Driver:Name]
Employee ID: [Driver:EmployeeNo]
License State: [Driver:LicenseState]
License Number: [Driver:LicenseNumber]

DQ File Status:
[IF([Driver:CustomMedicalCardExpiration] < [T] + 30,
'⚠️ MEDICAL EXAMINER CERTIFICATE
  Current Expiration: ' + [Driver:CustomMedicalCardExpiration] + '
  Days Remaining: ' + [[Driver:CustomMedicalCardExpiration] - [T]] + '
  
  Action Required:
  - Schedule DOT physical with certified medical examiner
  - Submit long form (MER Form MCSA-5875)
  - Update medical card expiration in driver file
  - Report to FMCSA Clearinghouse (if downgrade)
  
  DRIVER CANNOT OPERATE CMV AFTER EXPIRATION
', '')]

[IF([Driver:CustomMVRExpiration] < [T] + 30,
'⚠️ MOTOR VEHICLE RECORD (MVR)
  Last MVR: ' + [Driver:CustomMVRDate] + '
  
  Action Required:
  - Request MVR from license state
  - Review for violations and disqualifications
  - Document annual review
  - Maintain in driver qualification file
  
  FMCSA Requirement: Annual MVR review
', '')]

[IF([Driver:CustomDrugTestDate] < [T] - 365,
'⚠️ RANDOM DRUG & ALCOHOL TESTING
  Last Random Test: ' + [Driver:CustomDrugTestDate] + '
  Days Since: ' + [[T] - [Driver:CustomDrugTestDate]] + '
  
  Action Required:
  - Add to random testing pool
  - Verify 50% annual random drug test rate
  - Verify 10% annual random alcohol test rate
  - Document testing consortium participation
', '')]

[IF([Driver:CustomAnnualReviewDate] < [T] - 365,
'⚠️ ANNUAL DRIVER REVIEW
  Last Review: ' + [Driver:CustomAnnualReviewDate] + '
  
  Action Required:
  - Complete annual driver performance review
  - Review accident record
  - Review violation record
  - Review HOS compliance
  - Provide driver with written findings
  - Driver signature required
  - File review in DQ file
  
  Form: Annual Review of Driving Record (§391.25)
', '')]

DOT Driver Qualification File Requirements (49 CFR Part 391):
☐ Application for employment (§391.21)
☐ Inquiry to previous employers (3 years) (§391.23)
☐ Annual review of driving record (§391.25)
☐ Motor vehicle record from each state
☐ Medical examiner's certificate (§391.43)
☐ Road test certificate or license waiver (§391.31)
☐ Annual motor vehicle driving record
☐ Drug and alcohol testing records

Non-Compliance Consequences:
- Driver out-of-service order
- Carrier CSA points
- DOT inspection violations
- FMCSA enforcement action
- Insurance claims denied
- Potential disqualification

Complete required updates within 30 days.

Safety Compliance Portal: [Link]

1. Driver (Custom Table)
   Link via: [Dispatch:DriverNo] = [Driver:No]

2. Load (Custom Table)
   Link via: [Dispatch:LoadNo] = [Load:No]

[Driver:CustomMedicalCardExpiration] < [T]
OR [Driver:CustomLicenseSuspended] is true
OR [Driver:CustomDrugTestStatus] is in ('Positive', 'Refused', 'Pending SAP')
OR [Driver:CustomDisqualified]

Type: Error

Message:
DRIVER NOT QUALIFIED - CANNOT DISPATCH

Driver: [Driver:Name]
License: [Driver:LicenseNumber]
Load: [Load:No]
Customer: [Load:CustomerName]

DISQUALIFICATION REASON:
[IF([Driver:CustomMedicalCardExpiration] < [T],
'MEDICAL CERTIFICATE EXPIRED
Expiration Date: ' + [Driver:CustomMedicalCardExpiration] + '
Days Expired: ' + [[T] - [Driver:CustomMedicalCardExpiration]] + '

49 CFR §391.45: Driver must not drive CMV without valid medical certificate.

Required Action:
- Complete DOT physical examination
- Submit to certified medical examiner
- Obtain new medical examiner certificate
- Update driver qualification file
', '')]

[IF([Driver:CustomLicenseSuspended],
'COMMERCIAL DRIVERS LICENSE SUSPENDED
Suspension Date: ' + [Driver:CustomSuspensionDate] + '
Reason: ' + [Driver:CustomSuspensionReason] + '

Driver may not operate commercial motor vehicle during suspension.

Required Action:
- Resolve suspension cause
- Pay fines and fees
- Complete required courses
- Obtain license reinstatement
- Verify with state DMV
', '')]

[IF([Driver:CustomDrugTestStatus] in ('Positive', 'Refused'),
'DRUG & ALCOHOL TESTING VIOLATION
Test Result: ' + [Driver:CustomDrugTestStatus] + '
Test Date: ' + [Driver:CustomDrugTestDate] + '

49 CFR Part 40: Driver prohibited from safety-sensitive functions.

Return-to-Duty Requirements:
☐ Substance Abuse Professional (SAP) evaluation
☐ Complete SAP-prescribed education/treatment
☐ SAP follow-up evaluation (determines RTD eligibility)
☐ Negative return-to-duty drug test
☐ Follow-up testing plan (minimum 6 tests in 12 months)
☐ Report to FMCSA Clearinghouse

Driver cannot operate until completing RTD process.
', '')]

Federal Motor Carrier Safety Regulations strictly prohibit dispatching unqualified drivers.

SELECT QUALIFIED DRIVER FOR THIS LOAD.

Available qualified drivers: [Link to driver availability]
Safety Department: [Contact information]

1. Driver (Custom Table)
   Link via: [Dispatch:DriverNo] = [Driver:No]

2. ELD Duty Status (Custom Table) - From ELD system integration
   Link via: [Driver:No] = [ELDStatus:DriverNo]
   Reference Filters:
     [ELDStatus:Date] = [T]
   Order By: [ELDStatus:Timestamp] DESC
   Top: 1

3. Load (Custom Table)
   Link via: [Dispatch:LoadNo] = [Load:No]

[Load:EstimatedDrivingHours] > [Driver:RemainingDriveTime11Hour]
OR [Load:EstimatedDrivingHours] > [Driver:RemainingDutyTime14Hour]
OR [Driver:RequiresBreak] is true
OR [Driver:HOS70HourViolation]

Type: Warning

Message:
HOURS OF SERVICE CONCERN

Driver: [Driver:Name]
Current Location: [ELDStatus:Location]
Current Status: [ELDStatus:DutyStatus]

Load Details:
Load: [Load:No]
Customer: [Load:CustomerName]
Origin: [Load:PickupCity], [Load:PickupState]
Destination: [Load:DeliveryCity], [Load:DeliveryState]
Estimated Driving: [Load:EstimatedDrivingHours] hours
Estimated Miles: [Load:EstimatedMiles]

HOS Status (Property-Carrying, 70-Hour/8-Day):
11-Hour Driving Limit:
  Hours Driven Today: [Driver:HoursDriverToday]
  Remaining: [Driver:RemainingDriveTime11Hour] hours
  [IF([Load:EstimatedDrivingHours] > [Driver:RemainingDriveTime11Hour], '⚠️ INSUFFICIENT DRIVE TIME', '✓')]

14-Hour On-Duty Limit:
  Hours On-Duty Today: [Driver:HoursOnDutyToday]
  Remaining: [Driver:RemainingDutyTime14Hour] hours
  [IF([Load:EstimatedDrivingHours] > [Driver:RemainingDutyTime14Hour], '⚠️ INSUFFICIENT ON-DUTY TIME', '✓')]

30-Minute Break:
  Time Since Last Break: [Driver:TimeSinceBreak]
  [IF([Driver:RequiresBreak], '⚠️ REQUIRES 30-MIN BREAK BEFORE NEXT DRIVING', '✓')]

70-Hour/8-Day Limit:
  Hours in Period: [Driver:Hours70Day]
  Remaining: [70 - Driver:Hours70Day] hours
  [IF([Driver:HOS70HourViolation], '⚠️ APPROACHING 70-HOUR LIMIT', '✓')]

Recommendations:
[IF([Load:EstimatedDrivingHours] > [Driver:RemainingDriveTime11Hour],
'1. Consider team driver operation
2. Plan delivery for tomorrow after 10-hour break
3. Assign to driver with adequate hours
4. Split load between multiple drivers', '')]

[IF([Driver:RequiresBreak],
'Driver must take 30-minute break before beginning load.
Plan break at: [Suggested location]', '')]

10-Hour Break Requirement:
Driver cannot restart 11-hour driving clock without 10 consecutive hours off-duty.

HOS Violations Result In:
- Driver out-of-service order
- CSA points on carrier safety record
- FMCSA fines ($1,000-$11,000 per violation)
- Insurance rate increases
- Increased inspection likelihood

Proceed with dispatch? Driver must manage hours to remain compliant.

Live HOS Monitor: [Dashboard link]

[Driver:Hours70Day] > 60
AND ([T] - [Driver:LastRestartDate]

To: dispatch.manager, [Driver:Email]
Subject: 34-Hour Restart Recommended - [Driver:Name]

Body:
HOS 34-HOUR RESTART OPPORTUNITY

Driver: [Driver:Name]
Current Location: [Driver:CurrentLocation]
Current Status: [Driver:CurrentDutyStatus]

70-Hour/8-Day Period Status:
Hours Used: [Driver:Hours70Day] of 70 hours
Remaining: [70 - Driver:Hours70Day] hours
Last Restart: [Driver:LastRestartDate]

Restart Eligibility:
Driver has used [Driver:Hours70Day] hours and is eligible for 34-hour restart.

34-Hour Restart Benefits:
- Resets 70-hour clock to zero
- Must include two periods 1:00 AM - 5:00 AM
- Allows full 70-hour reset without day-by-day recapture

Recommended Restart Window:
Start: Friday 5:00 PM
End: Sunday 3:00 AM
(Includes Saturday and Sunday 1-5 AM periods)

Planning Considerations:
- Schedule home time or layover
- Plan loads after restart for maximum hours
- Coordinate with dispatch for restart timing
- Notify driver of restart plan

Without restart, driver will have limited hours for next 3-4 days until hours begin dropping off 8-day rolling window.

Weekly Dispatch Planning: [Calendar link]

[Equipment:Type] is 'Tractor'
AND (
  [Equipment:Miles] - [Equipment:LastPMMiles] > [Equipment:PMInterval]
  OR [T] - [Equipment:LastPMDate]

To: fleet.manager, maintenance.shop
Subject: PM Service Due - Unit [Equipment:UnitNumber]

Body:
PREVENTIVE MAINTENANCE SERVICE REQUIRED

Unit: [Equipment:UnitNumber]
Type: [Equipment:Type]
Year/Make/Model: [Equipment:Year] [Equipment:Make] [Equipment:Model]
VIN: [Equipment:VIN]
Current Location: [Equipment:Location]
Current Mileage: [Equipment:Miles]

PM Service Status:
Service Interval: Every [Equipment:PMInterval] miles or 90 days
Last PM Service: [Equipment:LastPMDate]
Last PM Mileage: [Equipment:LastPMMiles]

Current Status:
Miles Since PM: [[Equipment:Miles] - [Equipment:LastPMMiles]]
Days Since PM: [[T] - [Equipment:LastPMDate]]
[IF(Miles overdue, 'OVERDUE BY: ' + [Overdue miles] + ' miles', '')]
[IF(Days overdue, 'OVERDUE BY: ' + [Overdue days] + ' days', '')]

PM Service Checklist (FMCSA Appendix G):
☐ Engine oil and filter change
☐ Transmission fluid check
☐ Coolant system inspection
☐ Brake system inspection and adjustment
☐ Tire tread depth and pressure
☐ Wheel bearing inspection and lubrication
☐ Kingpin and fifth wheel
☐ Steering system
☐ Suspension system
☐ Lighting and electrical systems
☐ Windshield wipers and washers
☐ Horn
☐ Mirrors
☐ Emergency equipment (fire extinguisher, triangles, medical kit)
☐ Coupling devices
☐ Exhaust system
☐ Frame and cross members
☐ Fuel system

Schedule PM service immediately to maintain vehicle safety and compliance.

DO NOT DISPATCH FOR LONG-HAUL LOADS UNTIL PM COMPLETE.

Roadside inspections often result from obvious maintenance deficiencies.

Vehicle Out-of-Service Rate: [Current %]
Inspection Violation Rate: [Current %]

Maintenance Scheduler: [Contact]
Shop Capacity: [Available appointments]

1. Equipment
   Link via: [Dispatch:TractorNo] = [Equipment:UnitNo]

2. DVIR (Custom Table)
   Link via: [Equipment:UnitNo] = [DVIR:UnitNo]
   Reference Filters:
     [DVIR:Date] = [T] - 1
   Order By: [DVIR:Timestamp]

NOT EXISTS(DVIR for previous day)
OR ([DVIR:DefectsReported] is true AND [DVIR:CertifiedSafe]

Type: Error

Message:
VEHICLE INSPECTION REQUIRED

Unit: [Equipment:UnitNumber]
Last Inspection: [DVIR:Date]

[IF(No DVIR exists,
'DRIVER VEHICLE INSPECTION REPORT (DVIR) MISSING

49 CFR §396.11 requires driver to complete pre-trip inspection and DVIR.

Driver must inspect:
☐ Service brakes
☐ Parking brake
☐ Steering mechanism
☐ Lighting devices and reflectors
☐ Tires
☐ Horn
☐ Windshield wipers
☐ Rear vision mirrors
☐ Coupling devices
☐ Wheels and rims
☐ Emergency equipment

Driver must:
1. Complete pre-trip inspection
2. Prepare written DVIR listing defects
3. Sign DVIR
4. Submit to carrier

Carrier must:
1. Review DVIR
2. Certify corrections made
3. File DVIR for 90 days

Complete DVIR before dispatching equipment.
', '')]

[IF([DVIR:DefectsReported] AND NOT [DVIR:CertifiedSafe],
'VEHICLE DEFECTS NOT CERTIFIED SAFE

Defects Reported:
' + [DVIR:DefectDescription] + '

Defect Severity: ' + [DVIR:DefectSeverity] + '

Defects that could affect safe operation require repair before vehicle returns to service.

Maintenance Actions:
☐ Repair defects
☐ Mechanic inspection and testing
☐ Mechanic signature certifying safe operation
☐ Carrier representative review
☐ File certified DVIR

Vehicle cannot be dispatched until defects repaired and certified safe.

49 CFR §396.11(a)(2): "No motor carrier shall require or permit any person to operate any motor vehicle...unless the required reports and any certification have been completed and signed."

Shop Work Order: [Create work order link]
', '')]

Driver: [Dispatch:DriverName]
Load: [Dispatch:LoadNo]

[FuelPurchase:Equipment:IFTAQualified] is true
AND ([FuelPurchase:Jurisdiction] is ''
     OR [FuelPurchase:Odometer]

Type: Error

Message:
IFTA DATA REQUIRED

Equipment: [FuelPurchase:UnitNumber]
Purchase Date: [FuelPurchase:Date]
Vendor: [FuelPurchase:VendorName]
Gallons: [FuelPurchase:Gallons]
Amount: [FuelPurchase:Amount]

IFTA QUARTERLY REPORTING REQUIREMENTS:

Required Data Elements:
1. ⚠️ Jurisdiction (State/Province): [Missing or entered]
2. ⚠️ Odometer Reading: [Missing or entered]
3. ✓ Date of Purchase: [Entered]
4. ✓ Fuel Type: [FuelPurchase:FuelType]
5. ✓ Gallons Purchased: [Entered]
6. ✓ Unit Number: [Entered]

Jurisdiction Options:
[List of US states and Canadian provinces]

Odometer Reading:
Record actual odometer at time of fuel purchase for distance calculation.

IFTA Calculation Method:
1. Total miles traveled in each jurisdiction
2. Total gallons consumed
3. Calculate MPG
4. Calculate gallons consumed per jurisdiction (miles ÷ MPG)
5. Compare gallons consumed to gallons purchased in jurisdiction
6. Pay tax on shortage or receive credit for surplus

Missing IFTA data prevents accurate quarterly tax reporting.

Penalties for Non-Compliance:
- Fines and interest on unpaid taxes
- Audit assessment
- Suspension of IFTA license
- Revocation of operating authority
- Interest on late payments

Complete all IFTA data fields before posting fuel purchase.

IFTA Reporting Portal: [Link]

[T] is last day of January, April, July, October
OR [T]

To: accounting.manager, ifta.coordinator
Subject: IFTA Quarterly Return Due - Q[Quarter] [Year]

Body:
IFTA QUARTERLY FUEL TAX RETURN DUE

Reporting Period: Q[Quarter] [Year]
Filing Deadline: Last day of month following quarter end
Days Remaining: [Days until deadline]

IFTA Quarterly Return Requirements:

1. Distance Traveled by Jurisdiction:
[FOR EACH jurisdiction where fleet operated:
  Jurisdiction: [State/Province]
  Total Miles: [Miles]
  Taxable Miles: [Taxable miles]
]

2. Fuel Purchases by Jurisdiction:
[FOR EACH jurisdiction where fuel purchased:
  Jurisdiction: [State/Province]
  Gallons Purchased: [Gallons]
  Tax-Paid Gallons: [Gallons]
  Tax Amount Paid: [Amount]
]

3. Fuel Tax Calculation:
[FOR EACH jurisdiction:
  Jurisdiction: [State/Province]
  Miles Traveled: [Miles]
  Average MPG: [MPG]
  Gallons Consumed: [Consumed]
  Gallons Purchased: [Purchased]
  Net Gallons: [Consumed - Purchased]
  Tax Rate: [Rate per gallon]
  Tax Due/(Credit): [Amount]
]

Total Tax Due: [Sum of all net tax due]
Total Credits: [Sum of all credits]
Net Amount Due: [Net]

IFTA Return Preparation Steps:
☐ Pull distance reports from all qualified vehicles
☐ Pull fuel purchase reports by jurisdiction
☐ Calculate MPG for fleet
☐ Calculate net gallons by jurisdiction
☐ Apply current tax rates
☐ Complete IFTA return form
☐ Obtain authorized signature
☐ File electronically through IFTA Clearinghouse
☐ Remit payment (if tax due)
☐ Maintain records for 4 years

Late Filing Penalties:
- $50 or 10% of net tax due (whichever is greater)
- Interest on unpaid tax
- Potential license suspension

File IFTA return by last day of month following quarter end.

IFTA Reporting System: [Login link]
Current Quarter Data: [Report link]

1. Load Line (Custom Table)
   Link via: [Load:No] = [LoadLine:LoadNo]

2. Item (27)
   Link via: [LoadLine:ItemNo] = [27:1]

[LoadLine:FreightClass] is ''
OR ([LoadLine:Weight] > 0 AND [LoadLine:Dimensions] is '' AND [LoadLine:FreightClass]

Type: Warning

Message:
FREIGHT CLASS VERIFICATION REQUIRED

Load: [Load:No]
Customer: [Load:CustomerName]
Item: [27:Description]

Freight Class Determination (NMFC):
Freight class affects LTL pricing and must be accurately determined.

Freight Class Factors:
1. Density (weight per cubic foot)
2. Stowability (ease of loading with other freight)
3. Handling (special equipment required?)
4. Liability (susceptibility to damage/theft)

NMFC Freight Classes:
Class 50: Densest, lowest cost (>50 lbs/cu ft)
Class 55: 35-50 lbs/cu ft
Class 60: 30-35 lbs/cu ft
Class 65: 22.5-30 lbs/cu ft
Class 70: 15-22.5 lbs/cu ft
Class 77.5: 13.5-15 lbs/cu ft
Class 85: 12-13.5 lbs/cu ft
Class 92.5: 10.5-12 lbs/cu ft
Class 100: 9-10.5 lbs/cu ft
Class 110: 8-9 lbs/cu ft
Class 125: 7-8 lbs/cu ft
Class 150: 6-7 lbs/cu ft
Class 175: 5-6 lbs/cu ft
Class 200: 4-5 lbs/cu ft
Class 250: 3-4 lbs/cu ft
Class 300: 2-3 lbs/cu ft
Class 400: 1-2 lbs/cu ft
Class 500: Least dense, highest cost (<1 lb/cu ft)

Current Shipment:
Weight: [LoadLine:Weight] lbs
Dimensions: [LoadLine:Dimensions]
[IF(Dimensions entered, 'Cubic Feet: ' + [Calculated cu ft], '⚠️ DIMENSIONS NOT ENTERED')]
[IF(Dimensions entered, 'Density: ' + [Weight ÷ Cu Ft] + ' lbs/cu ft', '')]
[IF(Dimensions entered, 'Calculated Class: ' + [Density-based class], '')]
Stated Freight Class: [LoadLine:FreightClass]

Class Discrepancy Risk:
If freight class is understated, carrier may reweigh/reclassify shipment and assess:
- Reclassification charges
- Higher freight rate
- Administrative fees
- Potential for future audits

Verify freight class and dimensions before tendering shipment.

NMFC Lookup: [Database link]
Freight Class Calculator: [Tool link]

[Load:DeliveryType] is in ('Liftgate', 'Residential', 'Inside Delivery', 'Trade Show')
OR [Load:CustomAppointmentRequired] is true
OR [Load:CustomLimitedAccess] is true
OR [Load:CustomRedelivery]

Create Load Accessorial Charges:

[IF([Load:DeliveryType] is 'Liftgate',
'Accessorial: Liftgate Service
Charge: $75.00
Reason: Delivery location lacks loading dock, liftgate required
', '')]

[IF([Load:DeliveryType] is 'Residential',
'Accessorial: Residential Delivery
Charge: $95.00
Reason: Delivery to residential address (not commercial business)
', '')]

[IF([Load:DeliveryType] is 'Inside Delivery',
'Accessorial: Inside Delivery
Charge: $125.00
Reason: Carrier required to move freight inside building
', '')]

[IF([Load:CustomAppointmentRequired],
'Accessorial: Delivery Appointment
Charge: $50.00
Reason: Consignee requires scheduled delivery appointment
', '')]

[IF([Load:CustomLimitedAccess],
'Accessorial: Limited Access
Charge: $85.00
Reason: Delivery location has restricted access (military base, construction site, storage facility)
', '')]

[IF([Load:CustomRedelivery],
'Accessorial: Redelivery
Charge: $150.00
Reason: Failed first delivery attempt, second delivery required
', '')]

[IF([Load:WaitTime] > 120,
'Accessorial: Detention
Charge: $' + [[Load:WaitTime] - 120] ÷ 60 × 50 + '
Reason: Wait time exceeded 2-hour free time
Wait Time: ' + [Load:WaitTime] + ' minutes
Billable: ' + [[Load:WaitTime] - 120] + ' minutes at $50/hour
', '')]

Then Update:
[Load:TotalAccessorials] = SUM(Accessorial Charges)
[Load:TotalRevenue] = [Load:BaseFreight] + [Load:TotalAccessorials] + [Load:FuelSurcharge]