Equipment Inventory Audit

Capture the tractor or trailer's unit number, VIN, license plate, and USDOT decal number. Cross-check against the IRP cab card to confirm the apportioned weight and jurisdictions match what's actually on the equipment.

Confirm the apportioned IRP cab card is in the cab and not expired. Common gotcha: cab card renewed but the old card never swapped out, so the driver hands an expired card to the DOT inspector.

Auto liability minimums per Part 387 — $750K general freight, up to $5M for certain hazmat. Verify the MCS-90 endorsement is current and the COI lists the correct named insured matching the USDOT.

Part 396.17 annual inspection decal must be visible and unexpired on every power unit and trailer. Equipment hauled past expiration is OOS at the next roadside.

For any unit ≥55,000 lb GVW, the stamped Schedule 1 receipt from the IRS must be on file. Missing 2290 blocks plate renewal — file via ExpressTruckTax or Tax2290 in July to avoid the August 31 scramble.

Export the unit's A/B/C service history from Fleetio, RTA, or Whip Around. Confirm the most recent oil sample, DPF regen events, and brake adjustment fall within the carrier's PM schedule.

Part 393.95 requires a UL-rated extinguisher (5 B:C minimum, or 10 B:C for hazmat). Verify the gauge needle is in the green, the pin and seal are intact, and the annual service tag is within 12 months.

Replace any expired antiseptic, eyewash, or burn gel. The kit also lives next to the post-accident packet — confirm the post-accident drug-test info card and witness cards are still in the pouch.

Part 393.95 requires three bidirectional reflective triangles OR three liquid-burning flares OR three fusees per power unit. Hazmat loads cannot use flares — confirm triangles are present for any placardable freight.

ANSI Class 2 vest minimum for any driver dismounting on a federal-aid highway right-of-way. Also confirm gloves, safety glasses, and wheel chocks for drop-and-hook operations.

Glove-box packet should contain: scene diagram form, witness cards, disposable camera or dashcam SD card, insurance carrier 24/7 claims number, dispatcher cell, and the post-accident drug/alcohol test referral. Photo evidence and witness contact are what insurance defense counsel will be asking for.

Power-cycle the Motive, Samsara, or Geotab unit and confirm it pairs with the driver's tablet. Verify the on-board ELD information packet (user manual, malfunction instructions, 8 days of blank paper logs) is in the cab per Part 395.22.

Confirm the dispatch number, safety hotline, and after-hours breakdown line are saved as contacts. Hands-free mount must be in the cab — Part 392.82 prohibits handheld use while driving.

Pull up the unit in Motive or Samsara dashboard. Verify GPS pings within the last 15 minutes, HOS clock is current, and the dispatcher can see the driver's remaining drive time before the next dispatch.

CB on channel 19 for highway, 17 westbound on I-5. For yard operations, confirm the two-way is on the assigned yard channel and battery holds charge through a full shift.

Confirm one spare gallon of 15W-40 (or unit-spec oil) and a 2.5-gallon jug of DEF in the side box. Low DEF triggers derate; running out on the road costs a service call.

Calibrated dual-head truck gauge (0-160 psi). CVSA OOS criteria: steers below 4/32", drives or trailer below 2/32". A working gauge in the cab is how the driver catches a slow leak before a roadside inspector does.

Standard kit: adjustable wrench, slack-adjuster wrench, 9/16" and 3/4" wrenches for gladhand fittings, Phillips and flat screwdrivers, vise grips, flashlight with fresh batteries. Replace anything missing before the truck leaves the yard.

Heavy-duty 2-gauge cables minimum for a 24V truck system. Confirm clamps are clean and not corroded. Tow strap rated for tractor weight, no frayed webbing.

Fifth-wheel plate and slider rails need fresh grease per PM interval. Washer reservoir filled with winter-rated fluid October through March to prevent freeze-up on the windshield.

Part 393 Subpart I: aggregate working load limit must be at least half the cargo weight. Pull any 4" strap with cuts, fraying, knots, or a deformed hook. Log the count of serviceable straps on the unit.

Grade 70 transport chain only. Look for cracked links, bent hooks, or stretched binders. For flatbed steel and machinery, confirm enough corner protectors to prevent strap damage at load edges.

Flatbed: 6' lumber tarp and 8' steel tarp at minimum, plus bungees. Patch any holes over 2" or rotate the tarp out of service. Van/reefer: confirm load bars and cargo nets are stored against the bulkhead.

For live-unload P&D routes. Pump the handle through full travel; confirm forks lift and lower smoothly with no hydraulic leak. Capacity tag must be legible — 5,500 lb is standard.

Final review by the fleet coordinator or shop manager. Any item flagged as missing or expired generates a work order in Fleetio before the unit is dispatched again.

Book the unit with a qualified inspector before the current decal expires. Plan around dispatch — most shops need a half-day window to complete the Part 396 Appendix A inspection and issue the new sticker.

Tag the unit OOS in the TMS so dispatch cannot assign loads. Move the keys to the shop board. An expired annual inspection or insurance lapse is an immediate OOS — there is no grace period at roadside.

ELD malfunction triggers Part 395.34 obligations: driver reverts to paper logs, carrier has 8 days to repair or replace. Open the Fleetio or RTA work order with the malfunction code and serial number so the vendor (Motive, Samsara, Geotab) can ship a replacement.