Manual entries

How to record days off

Although drivers aren’t working during holidays or sick days, these days still contribute to their weekly working average, which is an important factor in Tachograph Analysis.

Here are a few situations where this may come into play.

Annual Leave
When calculating WTD average weekly hours for drivers taking their annual leave, each day off should be considered as 8 hours of work.

However, if 5 consecutive days are taken off, the whole week must be considered as 48 hours of work, provided the driver does not engage in any work whatsoever during that week.

Sick Days
Sick days should be considered the same way as annual leave: 8 hours of rest per day, or 48 hours of rest for weeks when 5 days have been taken off consecutively.

Bank Holidays
Bank holidays do not count towards the WTD's weekly averages, so these days can be considered as 0 hours of work - unless, of course, the driver performs any work, in which case it should be treated as a regular day.

Non-contractual days off
Any extra holidays beyond the driver's contractual leave - paid or unpaid - also do not contribute towards the WTD's weekly averages.

Manual entries within FleetGO

Transport Managers must account for any days off their drivers have taken when conducting tachograph analysis. FleetGO offers a "manual entries" option within the Tachograph Analysis feature, making it easier for Transport Managers to review all of a driver’s hours accurately.

Settings
To enable the calculation of working hours by doing manual entries, you’ll need to update the Tachograph Analysis settings. The below steps need to be followed:

Select Tachograph – Data Analysis – Analysis Settings

1. Edit the analysis settings in your account.
2. Set the relevant option to ‘Yes’.

Making manual entries
Once the settings have been set correctly, the next step in line would be making the actual manual entries.

Tachograph – Data Analysis – Driver Activities

• Select ‘new’
  
  
  
  
• Select the driver
• Select the activity for which you would like to make a manual entry (e.g., sick leave, annual leave, other work)
• Determine the start and end date/time for this manual entry.
• Fill in a reason for the manual entry
• Specify the number of hours for which the manual entry should count towards the total working hours for that day.
• Save

Just a note, please make sure to change the activity source to ‘driver card and manual’ once you have saved the manual entry to view the details.

Once this is completed, you’ll be able to view the manual entry in the "Driver activities" section and the updated hours will be reflected in the "Driver working hours" and "Driver working hours average" pages.


Recalculation infringements
Making manual entries in the analysis may trigger some new infringements as a logical consequence. Once all manual entries have been completed, you can recalculate all infringements. This option is available in the following screen:

Tachograph - Data Analysis - Driver infringements