N.H. Admin. Code § Saf-C 1712.02

Current through Register No. 36, September 5, 2024

Section Saf-C 1712.02 - Records

(a) Each carrier shall keep operational records. These may include computer printouts that can be supported by source documents when requested.

(b) An acceptable source document to verify fleet mileage shall be some type of individual vehicle distance record (IVDR).

(c) Each IVDR shall include the following:

(1) Beginning and ending dates;

(2) Trip origin and destination;

(3) Route of travel;

(4) Beginning and ending odometer reading of the trip;

(5) Total trip miles, including all movement, loaded, empty, or bobtail miles;

(6) Mileage by jurisdiction;

(7) Equipment number or vehicle identification number;

(8) Fleet number;

(9) Registrant's name;

(10) Trailer number; and

(11) Signature, name of driver, or both.

(d) An IVDR shall be completed for each movement of a vehicle. Each registrant shall be able to explain any unaccounted time lapse of vehicle movement.

(e) Computer printouts and monthly reports such as fuel reports which are merely recaps, shall not be acceptable at face value. They shall be supported by an IVDR in order to be used during an audit. Trip leases during the mileage reporting period shall be attached to the IVDR. Miles operated pursuant to a trip permit shall be included.

(f) Each registrant shall accumulate IVDR's and prepare a monthly recap in which the miles are broken down by unit and by state. This monthly recap shall be used to prepare a yearly recap.

(g) Each registrant shall maintain mileage records as follows:

(1) Mileage records supporting the current registration year; and

(2) Mileage records supporting the 3 previous registration years.

(h) Each registrant failing to maintain adequate records for a unit or units qualified in the registrant's fleet during the reporting period shall provide evidence of non-use or the registrant shall be subject to the full assessment of fees for each unit involved.

(i) A full fee assessment shall be charged for, but not limited to, the following:

(1) Odometer readings that are different than the total number of miles reported; and

(2) Reported mileage for deliveries which are less than the actual mileage.

N.H. Admin. Code § Saf-C 1712.02

#4606, eff 4-28-89; ss by #6023, INTERIM, eff 4-28-95, EXPIRES, 7-1-95; ss by #6056, eff 6-28-95, EXPIRED: 6-28-03

New. #7946, eff 9-3-03, EXPIRED: 9-3-11

New. #9996, INTERIM, eff 9-17-11, EXPIRED: 3-15-12

New. #10136, eff 5-23-12