How does the Follow-up letter work?

The Follow-up letter is a letter sent by e-mail every other Monday to all registered recipients of the letter.

The Follow-up letter provides a snapshot of how well at the time the letter was sent your company had kept to the EU regulation on driving times and rest periods, (EC) No 561/2006, and the EU road transport working time directive 2002/15/EC. The follow-up letter contains a number of different fields, which represent different tachograph data categories. In the follow-up letter, you can see quickly and clearly whether your company needs to focus on a specific category.

The colours in the letter indicate how urgent it is to take action in a particular category:

  • Red indicates that action must be taken in the category immediately.
  • Yellow indicates that action must be taken in the category before too long.
  • Green indicates that no action needs to be taken in the category at present.
 
Driving time infringements
3
SHOW
 
 
Working time infringements
0
SHOW
 
 
Delayed downloads
0
VIEW
 
 
Tachograph calibration
0
VISA
 
 
Expiring driver cards
2
SHOW
 
 
Expiring company cards
1
VISA
 
 
Expiring driving licences
2
SHOW
 
 
Company lock problems
0
SHOW
 
 
Invalid files
0
VIEW
 

The colours indicate whether there is something within a certain area which needs to be followed up immediately. The figure shows how many current issues there are within a certain area which need to be followed up. Click Show to access the portal, where you can follow up on what has happened within the category.

Fields in the Follow-up letter

Are you unsure of what the fields in the Follow-up letter indicate?

The instructions below explain what each field signifies, and what the different colours mean in each category.

Driving time infringements and Working time infringements

Driving time infringements are infringements of the EU regulation on driving times and rest times, (EC) No. 561/2006, whereas working time infringements are infringements of the EU road transport working time directive 2002/15/EC. Both these types of infringement may be displayed in the Follow-up letter. In order for working time infringements to be displayed, you need to have activated this option on Scania Tachograph Portal. You can also set how working time infringements are calculated on the portal.

When a new file is transferred to Scania Tachograph Portal, it is analysed to identify new infringements of both these types. The new infringements must be processed and then archived. When you click on the section you get to the Analysis > Infringements page, where you can process the infringements.

The boxes in the Follow-up letter are marked in red if there are infringements that had not been processed at the time the letter was sent. The section is marked in green if there are no infringements to process.

Delayed downloads

Delayed downloads are based on the reminder interval you set on the Settings > Drivers > Download intervals page and the Settings > Vehicles > Reminders page. When you click on the section you get to the Operations > Reminders page, where you can see your company’s delayed downloads.

A file is delayed if both the download interval and reminder interval have passed without the file being transferred to the portal. The section of the Follow-up letter will then be marked in red. The section is marked in green if there are no delayed downloads.

Tachograph calibration

The tachographs in your vehicles must be calibrated every two years. When you click on this section you get to the Settings > Vehicles > Vehicle details page, where you can see when the next calibration of your vehicles needs to take place.

The section is marked in red if any vehicle has gone past the date of its next calibration. The section is marked in yellow when one of your vehicles has less than two months left until the next calibration. The section is marked in green if all of your vehicles have more than two months left until the next calibration. All the details on calibration are based on data from the latest file received.

Expiring driver card, Expiring company card and Expiring driving licence

Driver cards, company cards and driving licences are only valid for a limited period. After this period, the cards need to be replaced.

Note: Expiry dates for driving licences, unlike driver cards and company cards, must be added manually to the portal.

In the fields in the Follow-up letter you will see the number of driver cards, company cards and driving licences which are about to expire. The fields will be marked in yellow when there are cards about to expire. If the fields are marked in red, this means that there are cards which have already expired. These cards should immediately be replaced.

Note: You should ensure that all remaining data has been transferred from the driver cards after they have expired.

Company lock

The tachograph in your vehicles must be locked to a card which belongs to your company. If the tachograph is unlocked, unauthorised persons can access your data. Locking the tachograph is therefore important for the integrity of your company. If the tachograph is locked to a card which does not belong to your company, this may lead to data for your company being missing. Upon being checked, the company then runs the risks of fines, as it is a legal requirement to archive all driver card data.

When you click on this section you get to the Settings > Vehicles > Vehicle details page, where you can see company lock information for your vehicles. The field is marked in red if any of your vehicles is locked incorrectly. This means that the card the tachograph is locked to does not belong to the same company as the card which was used the last time data registered was downloaded. The field is marked in yellow if there are vehicles with tachographs which are not locked. The field is marked in green if there are no vehicles with tachographs which are incorrectly locked or unlocked.

Invalid files

If an invalid file has been transferred to the portal, it will appear in this box. This may be a corrupt file or a vehicle file with no driver data. A corrupt file may be caused by tachograph hardware problems. Contact your local help desk for more information and assistance. If a file has no driver data, the tachograph may be locked to a card that does not belong to your company. To check this, you can use the Settings > Vehicles > Vehicle details page.

When you click this box, you will arrive at the File transfers > File archive page. There, you can see more information about the error and see when the file was downloaded.

The box is marked red if an invalid file has been downloaded in the last 2 weeks. The box is marked green if none of the received files is invalid.

Following up infringements

Is the Follow-up letter showing driving time infringements or working time infringements for your drivers?

If this is the case, you will need to follow these up. First, go to the Analysis > Infringement management page on the portal. Here, you can create a report for each driver listing the infringements committed by the driver. You can then manage the infringements by following the instructions below.

How do I manage infringements?

  1. Print the report describing the infringements.
  2. Go through the infringements with the driver who committed them. It is important to discuss why the infringements were committed and how similar infringements can be avoided in the future.
  3. Make sure that you both understand the infringements and the reason that they occurred. Sign the report and also ask the driver to sign it.
  4. Archive the signed report together with a note on the reason for the infringement. The note should preferably be written on the tachograph printout from the time the infringement was committed. If you are inspected by the authorities, you can show the report as evidence that you have followed up on infringements.

Why should I follow up infringements?

  • The purpose of the regulations on driving times and rest periods and working time is to promote healthy competition in the transport industry and to improve road safety and drivers’ working conditions. By following up on infringements, you are helping to promote this.
  • If you follow up on and discuss infringements with your drivers, you can prevent similar infringements from occurring again. By preventing infringements you and your drivers can also avoid fines and penalties.
  • If you are inspected by the authorities, you can show that you are actively working towards compliance with the regulations on driving times and rest periods and on working time and are aware of what the rules mean.

Note: The Follow-up letter contains information about all infringements transferred to the portal at the time when the letter was sent out. However, there may also be infringements which have not been uploaded to the portal. The letter is thus no guarantee that your drivers have worked in compliance with the laws.

Contact your dealer if you have any questions about how you should act on following up on infringements.