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Any school transportation system could be flagged for an audit from the state, or even the DOT, regardless of your
numbers. Whether the audit is for a reason, or just random selection, your records need to be immaculate if you're going to avoid penalties.
Transportation software with robust state reporting capabilities can help! By compiling all your transportation data in a central system designed to produce error-free reports, you reduce the chances of human error causing costly mistakes.
Otherwise, you need to focus on the areas most likely to be investigated. Create a checklist built around the most critical aspects of your transportation system, to ensure you're ready.
What Should Be On a State Transportation Audit Checklist?
1 - Maintenance Records
You'll need to be able to show that you're taking proper care of your buses, and maintaining them up to state safety standards. Any maintenance whatsoever, no matter how minor should be logged as it happens, and ready for reporting.
Ideally, you should be tracking the components on your buses individually, to keep track of their lifespan and expected EOL. This isn't merely helpful for reporting purposes; it also allows you to perform preventative maintenance and replace older parts before they fail.
2 - Driver Records
Can you demonstrate that every driver behind the wheel has all the proper licensing, insurance, and other permits? This will undoubtedly be one major focus of an audit. Check up on your drivers' paperwork, to ensure everyone is fully qualified to drive.
Don't solely rely on drivers to keep track of these things. If their license is nearing its expiration date, you should be reminding them at least a couple months in advance.
3 - Drug / Alcohol Testing Records
Both the DOT and most states require pre-employment drug testing for drivers, as well as periodic random testing. These must all be recorded and ready for reporting! The reasons for these tests are obvious; just make sure all your drivers are clean.
4 - Accident Reports
Hopefully, your drivers haven't been involved in any accidents - but if they have, any incidents must be thoroughly documented. This includes any damage done, resulting maintenance, reviews of the incident, and any driver feedback or punishment, as appropriate.
BusBoss can help you improve your state reporting and avoid unnecessary audits. Our full-featured transportation software includes modules for reporting, including the ability to generate exact reports for many states.
Please contact us to learn more about how BusBoss streamlines your bus system.
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PRESIDENT
Sonia has been involved with BusBoss since the late 1990’s, and has personally overseen many projects for various customers ranging from large urban and suburban districts to smaller rural school districts from all over the country.
(484) 941-0820