Guide 12. How to Manage Drivers’ Hours and Tachograph Compliance

Managing drivers’ hours and ensuring tachograph compliance are crucial responsibilities for any transport manager. The consequences of getting it wrong range from roadside fines to full investigations by the Traffic Commissioner—and ultimately the potential loss of your Operator Licence.

In this guide, we’ll cover:

1. The basics of drivers’ hours rules

2. Common compliance mistakes

3. Tachograph data management and downloads

4. What the Traffic Commissioner expects

Simple flow diagrams are included to illustrate key processes.

1. Basics of Drivers’ Hours Rules

There are two main regulations depending on what your vehicles are doing:

a. EU Rules (Regulation (EC) 561/2006)

Applicable if your drivers operate goods vehicles over 3.5 tonnes (or vehicle combinations) on international or national journeys.

Main limits under EU rules:

b. GB Domestic Rules

These apply when driving goods vehicles under 3.5 tonnes (unless exempt). They’re simpler but still require recordkeeping if exceeding 4 hours driving in a day.

2. Common Compliance Mistakes

Many infringements result not from deliberate wrongdoing, but from mismanagement or misunderstanding.

Top 5 Common Mistakes:

1. Failing to take required breaks

   • Drivers forget or split breaks incorrectly (e.g., 20+25 mins instead of 15+30).

2. Exceeding daily or fortnightly driving limit

   • Poor planning or lack of oversight.

3. Infrequent tachograph data downloads

   • Failing to download driver cards within the required 28 days.

4. Not checking for driver card errors or missing data

   • Drivers remove cards mid-shift or don’t use their cards in rented vehicles.

5. Improper record keeping and failure to retain data

   • Missing charts, paper printouts, or failure to reconcile manual entries.

     
     

3. Tachograph Downloads and Data Management

To ensure compliance, transport managers must regularly download and analyse tachograph data.

a. Download Requirements:

b. Tools and Software:

Use digital compliance platforms such as Tachomaster, Smartanalysis, or FleetCheck to:

• Flag infringements automatically

• Generate compliance reports

• Maintain an audit trail

• Schedule future downloads

c. Manual Records:

Drivers must record any work time or driving on days when the tachograph is not used (e.g., domestic rule days or analogue tacho use).

4. What the Traffic Commissioner Expects

The Office of the Traffic Commissioner (OTC) expects operators to take proactive responsibility for compliance.

Key Expectations:

1. Robust policies and procedures

   • Written compliance systems for drivers’ hours, breaks, and tachograph use.

2. Regular analysis and review

   • Infringement reports should be reviewed, signed, and filed.

3. Disciplinary process

   • Progressive discipline for repeated driver breaches.

4. Training and refresher

   • Provide drivers with regular updates on hours and tachograph usage.

5. Recordkeeping

   • Store tachograph records for at least 12 months (2 years if used for Working Time Directive).

     
     

Flow Diagram: What the Traffic Commissioner Wants to See

Conclusion

Staying compliant with drivers’ hours and tachograph regulations is non-negotiable in today’s regulatory environment. With the right processes, tools, and culture, you can manage this effectively and avoid falling foul of the Traffic Commissioner.

Key Takeaways:

• Know the rules and limits.

• Train and support drivers.

• Use technology to monitor data.

• Act promptly on issues.

• Maintain clear records and evidence of your systems.