EU Drivers’ Hours Manual Entries and Record Keeping Requirements

“Drivers can be fined up to £200 for not doing correct manual entries”

Tachograph Manual Entries: Understanding the Latest Rules

The Mobility Package implemented in August 2020 included new regulations regarding how tachograph manual entries are recorded for periods not spent within a vehicle. A change to these requirements was made in August 2022. Therefore, drivers and operators need to understand the current manual entry requirements to ensure they comply with the law.

Navigating driving regulations requires adherence to numerous rules and guidelines. A key tool for drivers is the digital tachograph, which tracks driving hours and rest periods. To use it effectively, drivers must grasp the significance of manual entries and ensure their records are complete and accurate which must include all of their availability of work - rest, regardless if it is outside the transport industry.

Understanding Driver Record-Keeping: Full-Time vs. Casual Drivers

If driving is your full-time job then record keeping is simple, you just record your rest from when you finished work and we you start again. If you’re a casual driver then record keeping can be a little more complex. Whenever a driver is driving in the scope of EU Drivers’ Hours, drivers must be able to produce records for the current day and the previous 28 days. Records can be on either:

• A tachograph chart

• Manual records written on a printout from a digital tachograph

• The manual input facility of a digital tachograph

Diaries, timesheets or domestic drivers’ hours record books are not permitted.

Manual entries refer to any data a driver inputs into the digital tachograph that is not automatically recorded. Automatic recording occurs when the vehicle is in motion, capturing data such as speed, distance travelled, and driving time. Manual entries, on the other hand, cover actions like changeovers, rest periods, and any other time spent not driving. These entries are essential to ensure the total recorded driving time remains accurate and compliant with regulations.

If a driver is on a weekly rest from Friday to Monday then the driver can enter that as one block of rest, the driver does not need to record every single 24-hour period individually.

International Drivers

From the 31st of December 2024, a new update requires HGV and coach drivers conducting international journeys to carry 56 days' worth of driving records on board their vehicles. This change, an increase from the previous 28-day requirement, ensures better compliance with EU and AETR drivers’ hours rules.

Drivers on international journeys are advised to keep full daily records to account for different interpretations of drivers' hours regulations in different countries. European Commission officials have confirmed that attestation forms for drivers' hours records are available and accepted in the context of journeys involving EU member states. The DVSA will accept attestation forms for journeys completed wholly in the UK but prefers the use of tachograph input and daily/weekly written manual entries. Attestation letters must cover all relevant periods and be completed and signed by the operator and driver before the journey.

Staying Compliant

The DVSA (Driver and Vehicle Standards Agency), responsible for regulating drivers' hours and working conditions, requires drivers to maintain a complete record. Failure to do so—whether due to missing data or incomplete entries—can result in serious consequences, including fines of up to £200 or, in severe cases, loss of licence.

Furthermore, manual entries are crucial in ensuring compliance with driving regulations. The DVSA is responsible for monitoring drivers' hours and working conditions, including checking the data recorded on their tachographs. In case of any anomalies, the DVSA will investigate further to ensure that the regulations are followed.

Avoiding Fines and Penalties: Why Manual Entries Matter for Drivers and Employers

Manual entries are critical for drivers using digital tachographs. They ensure that a complete record of driving hours and rest periods is maintained and that there is no missing data. This is essential for drivers to remain compliant with driving regulations and avoid penalties from the DVSA. So, it's essential that all drivers understand the importance of making manual entries and keeping an accurate record of their time on the road.

How Employers Can Avoid Penalties: The Crucial Role of Driver Education

Employers of drivers need to provide sufficient training on the new drivers' hours regulations to ensure compliance. This training should be mandatory for all drivers, including newly qualified drivers. However, there is currently no official publicity from DVSA or DfT regarding these new obligations, so employers must take it upon themselves to educate their staff.

In addition to providing training, employers must monitor and manage their drivers' compliance with the new rules. This can be achieved through analysis of manual entries and print-outs, as well as appropriate monitoring techniques. Failure to comply with these regulations can result in serious consequences such as fines, penalties, and even the loss of operating licenses, so it is crucial that employers take these obligations seriously.

Stay Compliant with Our Drivers' Hours and Tachograph Operation CPC Module

At National CPC, we understand the complexities of drivers' obligations, especially when it comes to tachographs and manual entries. Our Drivers' Hours and Tachograph Operation CPC Module is designed to provide drivers with the essential knowledge to stay compliant with current regulations. Whether you're a driver or an operator, our comprehensive training ensures that you fully understand your responsibilities, avoid penalties, and maintain accurate records. Get in touch with us today to ensure you and your team are fully prepared for the latest changes and regulations!

Sources from Gov.uk