Fleet GPS and ELD Basics for a Small Trucking or Delivery Outfit
GPS tracking and electronic logging devices (ELDs) are often sold as one bundle, but they are different things with different rules. An ELD is a regulatory tool. GPS and telematics are management tools. Know which one you are buying and why.
Do you need an ELD at all?
Federal rules in 49 CFR Part 395, Subpart B, require most drivers who must keep records of duty status to use an ELD. There are exceptions, including some short-haul operations, drivers who keep paper logs eight days or fewer in any 30-day period, and certain older engines. The FMCSA publishes the current exemption list, so check it against your actual operation rather than assuming. Many delivery vans under the weight thresholds are not subject to these rules at all, but a vehicle's weight rating and what it carries matter, so read the definitions yourself.
What an ELD must do
Under the rule, an ELD is tied to the vehicle's engine and automatically records, among other things:
- Date and time.
- Vehicle location.
- Engine hours and vehicle miles.
- Driver or authenticated user, vehicle, and carrier identification.
It records these at each duty status change and at least once every hour while the vehicle is moving. It must also let a driver log in, change duty status, and handle edits with an audit trail so the original data is not lost. It must be able to hand records to an officer at roadside, by the methods the rule allows (the rule describes a telematics method and a local method).
Important: the FMCSA does not "approve" ELDs. Manufacturers self-certify, and the agency lists registered devices. Before buying, find the model on the FMCSA's registered ELD list and keep a printout. Devices can be removed from the list.
Telematics data worth watching
- Idle time. Long idling burns fuel and adds engine hours. Look for patterns by route or driver, not single events.
- Fault codes. Engine and emissions fault codes can warn you of a breakdown before it happens. Decide who gets the alert and what the response is.
- Fuel use and miles compared with your own routes.
- Harsh braking and speeding events if the system records them. Use them for coaching conversations, with context.
- Location history for dispatch, proof of delivery times, and theft recovery.
Pick two or three numbers and review them weekly. A dashboard nobody opens is just a monthly fee.
Driver privacy and consent
- Tell drivers in writing what the device records, when, and who sees it. Get their acknowledgment.
- The ELD rules limit use of ELD data and prohibit using the device to harass drivers. Read the harassment provision in 49 CFR 390.36 and the privacy language in Part 395.
- Personal use of a vehicle is handled differently from on-duty time, and the rule reduces location precision in that mode. Check how your device does it.
- Camera or in-cab audio features raise separate consent questions, and state laws vary. Look up your state's rules for recording before turning them on.
Questions to ask a vendor
- Is this exact model on the FMCSA registered ELD list? What is its registration ID?
- What is the full monthly cost per vehicle, and is there a contract term or early termination fee?
- Can I export all my data in a common format if I leave? Who owns it?
- How long is data kept, and how do I get it for audits?
- What happens to logs if the device or cell connection fails?
- Does the hardware work on all my vehicle types and engine years?
- What is the support phone line, and what are its hours?
- What data does the vendor share or sell, and can I turn it off?