All records referred to below must be kept at the carrier's registered office in Saskatchewan.
A personnel file for each driver containing:
- Copy of a valid driver's licence and photo card.
- Driver Abstract issued within the last 12 months.
- Proof of valid dangerous goods training certificates, if applicable.
- Record of traffic and criminal driving convictions, while operating the employer's commercial vehicle.
- Records of all collisions involving the carrier's commercial vehicle, including the name of the driver, date and circumstances of the collision, the nature and amount of damage sustained and information identifying the commercial vehicle involved.
A driver must report and supply to the employer copies of, any convictions, accident reports, on-road or terminal inspections at least once every 14 days.
Hours of service
- Copies of daily logs (federal and provincial) for each driver on file for the last 6 months.
- The carrier is required to retain any supporting documents such as accommodation, fuel and toll receipts.
- Driver/owner payroll records to verify hours worked.
- Carriers are responsible for monitoring the driver's daily logs for violations. Evidence of monitoring must be on file.
- Daily logs are required to be handed in to the home terminal within 20 days.
Both federal and provincial carriers must ensure that they and their drivers are in compliance with the hours of service regulations.
Provincial hours of service regulations
Drivers of commercial vehicles are limited in the number of hours they may drive. Saskatchewan has provincial hours of service regulations. These regulations apply to drivers of commercial vehicles who operate totally within province.
According to provincial legislation daily logs are not required by a driver or motor carrier where:
- The vehicle is operated within a radius of 160 km of the home terminal; and
- The driver is on duty for not more than 15 hours and returns to the home terminal to begin off-duty time; and
- The carrier retains, for a period of 6 months, accurate records showing the driver's on duty hours.
Federal hours of service regulations
There are also federal hours of service regulations. These regulations apply to drivers who cross provincial or international boundaries with one of more vehicles during their normal business operations.
According to federal legislation daily logs are not required by a driver or motor carrier where:
- The driver operates or is instructed to operate a commercial vehicle within a radius of 160 km of the home terminal;
- The driver returns to the home terminal each day to begin a minimum of 8 consecutive hours of off-duty time;
- The motor carrier maintains accurate and legible records showing, for each day, the driver's duty status and elected cycle, the hour at which each duty status begins and ends and the total number of hours spent in each status and keeps those records for a minimum period of 6 months after the day on which they were recorded; and
- The driver is not driving under a permit issued under these regulations.
- Copy of monthly reports of regular and continuous inspections and maintenance for all of the carrier's commercial vehicles.
- Copies of trip inspections (must be retained for 6 months).
- Copies of all on-road and terminal inspection reports.
- Copies of all Periodic Motor Vehicle Inspection (PMVI) programs (6 month/annual safeties).
- Copies of inspections performed in other jurisdictions.
- Written record of defects received from any manufacturer of a commercial vehicle and records showing that the defect has been corrected.
- Written record of the carrier's existing public liability insurance coverage for all of the carrier's commercial vehicles.