Cal. Code Regs. Tit. 13, § 1234 - Required Records for Motor Carriers

The following records are required:

(a) Driver's Record. Motor carriers shall require each driver and each codriver to keep a driver's record of duty status (RODS) pursuant to Section 1213. Motor carriers shall keep copies of all drivers' records with any supporting documents, as defined in Section 1201, for 6 months. Drivers' RODS and all supporting documents shall be made available for inspection immediately upon request by an authorized employee of the department. Drivers' records and/or supporting documents not readily available or accessible shall be made available within 3 business days.

(b) Driver's Authorized Vehicles. Motor carriers shall maintain a record of the different types of vehicles and vehicle combinations each driver is capable of driving as specified in Section 1229.

(c) Driver's Records. School bus, SPAB, youth bus, farm labor vehicle, and GPPV carriers shall maintain a record of required documents for each driver they employ. The carrier shall notify each driver of the expiration date of the documents listed in (1) through (4), and the carrier shall ensure each document is renewed prior to expiration. The record shall contain the following data:

(1) Driver's license class, number, restrictions and expiration date.

(2) Driver's certificate restrictions, expiration date, certificate issuance date and driver's date of birth.

(3) Date medical certificate expires.

(4) Expiration date of driver's first aid certificate, license as a physician and surgeon, osteopath, or registered nurse, or certificate as a physician's assistant or emergency medical technician when such certificate or license is used to obtain a waiver of the first aid examination pursuant to Vehicle Code Section 12522.

(5) Date and number of hours of training specified in Education Code Sections 40080- 40090 or Vehicle Code Section 12523 since issuance of the driver's current certificate.

(d) Mileage Records. School bus, SPAB, and youth bus carriers shall keep records of the mileage each bus travels during the fiscal year (July 1 through June 30). These records shall be retained for the current fiscal year plus the previous year.

(e) Daily Vehicle Inspection Reports. Motor carriers shall require drivers to submit a documented daily vehicle inspection report pursuant to Section 1215(c). Reports shall be carefully examined, defects likely to affect the safe operation of the motor vehicle or combination or result in a mechanical breakdown shall be corrected before the vehicle or combination is driven on the highway, and carriers shall retain such reports for at least three months.

(f) Inspection, Maintenance, Lubrication, and Repair Records. Motor carriers shall document each systematic inspection, maintenance, and lubrication, and repair performed for each vehicle under their control. These vehicle records shall be kept at the carrier's maintenance facility or terminal where the vehicle is regularly garaged. Such records shall be retained by the carrier for one year and include at least:

(1) Identification of the vehicle, including make, model, license number or other means of positive identification

(2) Date or mileage and nature of each inspection, maintenance, lubrication, and repair performed

(3) Date or mileage and nature of each inspection, maintenance, and lubrication to be performed; i.e., the inspection, maintenance, and lubrication intervals

(4) The name of the lessor or contractor furnishing any vehicle

(5) On school bus, SPAB, and GPPV records, the signature of the person performing the inspection

(g) Temporarily Assigned Vehicle. When a vehicle is garaged at other than the carrier's regular maintenance facility for periods exceeding normal intervals for inspection, maintenance, and lubrication, carriers shall ensure the record(s) indicating the date or mileage and nature of these operations to be performed, are kept in the vehicle.

(h) School Bus Accident Reports. School bus carriers shall maintain a report of each accident that occurred on public or private property involving a school bus with pupils aboard. The report shall contain pertinent details of the accident and it shall be retained for 12 months from the date of the accident. If the accident was not investigated by the CHP, the carrier shall forward a copy of the report to the local CHP within five business days of the date of the accident.

(i) Employment Applications. Motor carriers shall retain driver employment applications required by Vehicle Code Section 15230 for the length of the driver's employment plus three years. Employment applications shall be made available for inspection immediately upon request by an authorized employee of the department.

Notes

Cal. Code Regs. Tit. 13, § 1234

Note: Authority cited: Sections 31401, 34501, 34501.2, 34501.5 and 34508, Vehicle Code; and Section 39831, Education Code. Reference: Sections 545, 546, 31401, 34501, 34501.2, 34501.5 and 34508, Vehicle Code; and Section 39831, Education Code.

Note: Authority cited: Sections 31401, 34501, 34501.2, 34501.5 and 34508, Vehicle Code; and Section 39831, Education Code. Reference: Sections 545, 546, 15230, 31401, 34501, 34501.2, 34501.5, 34501.12 and 34508, Vehicle Code; and Section 39831, Education Code.

1. New subsection (c)(4) filed 4-3-80; designated effective 7-1-80 (Register 80, No. 14).
2. Amendment filed 4-2-81; effective thirtieth day thereafter (Register 81, No. 14).
3. New subsection (h) filed 8-27-82 effective thirtieth day thereafter (Register 82, No. 35).
4. Amendment of subsections (c) and (d) filed 10-28-82; effective thirtieth day thereafter (Register 82, No. 44).
5. Amendment of subsection (c)(2) filed 4-27-83; effective thirtieth day thereafter (Register 83, No. 18).
6. Amendment of subsection (a) filed 8-31-83; effective thirtieth day thereafter (Register 83, No. 36).
7. Amendment of subsection (e) filed 4-16-86; effective thirtieth day thereafter (Register 86, No. 16).
8. Amendment of subsection (c) filed 10-31-86; effective thirtieth day thereafter (Register 86, No. 44).
9. Amendment of subsections (c) and (f) filed 8-16-88; operative 9-15-88 (Register 88, No. 34).
10. Amendment of subsection (c)(2) filed 12-5-88; operative 1-4-89 (Register 88, No. 51).
11. Change without regulatory effect amending subsection (c)(5) filed 8-29-91 pursuant to section 100, title 1, California Code of Regulations (Register 91, No. 51).
12. Amendment of subsection (e) filed 12-11-97; operative 1-10-98 (Register 97, No. 50).
13. Amendment of subsection (a) and Notefiled 1-8-98; operative 2-7-98 (Register 98, No. 19).
14. Amendment of subsection (a) and amendment of Notefiled 10-12-2007; operative 11-11-2007 (Register 2007, No. 41).
15. Amendment of subsection (i) and Note filed 7-1-2020; operative 10/1/2020 (Register 2020, No. 27).
16. Amendment of subsections (a) and (h) filed 10-30-2023; operative 1/1/2024 (Register 2023, No. 44).