Top Fleet Management Compliance Challenges and Solutions

Fleet compliance involves many moving parts, especially when it comes to ensuring that all fleet vehicles comply with current laws and regulations. In this article, Bob Gonke, a leader in fleet consulting and VP of Client Management, and Natalie Beach, Senior Director of Compliance Services responsible for registration operations, discuss some pressing issues and solutions to keep your fleet compliant. Here are their top challenges and trends:

Delay in DMVs and Ministries of Transportation

Since the COVID-19 pandemic, there have been ongoing delays in various jurisdictions affecting DMVs and Ministries of Transportation. While some improvements have been seen, delays are a significant issue, affecting operations like vehicle registration and renewals.

Keeping Accounts Active

Many states require that customers maintain an “active” status with their DMVs for seamless operations. Failure to maintain an active account can result in registration problems and delays.

Communication with Drivers for Requirements

Fleet managers often need help ensuring drivers fulfill their vehicle emissions testing responsibilities. Some fleet managers inquire about services that would visit a driver’s home to confirm these requirements are met.

Registration in Multiple Jurisdictions

Each jurisdiction may have its own set of rules and protocols, particularly for registration. There is often a wish to simplify the process by registering all vehicles in one jurisdiction, but that’s not always legally viable.

Seasonal Peaks in Renewals

There is a “block season” when many jurisdictions have opted to renew vehicles. This seasonality increases the workload considerably and requires advanced planning and resources to manage effectively.

Digitization and Changing Protocols

With many jurisdictions moving towards online systems and digital documentation, keeping up with these changes is both a challenge and an opportunity. For example, electronic titles and eMSOs (Manufacturer’s Statements of Origin) are now becoming more common.

Tips for Overcoming these Challenges

1. Staying Up to date: Ensure you’re getting regular updates about any delays in jurisdictions. If you are a Wheels client, you can utilize tools like the “Compliance Corner” which can be found in FleetView.
2. Active Accounts: Ensure accounts with DMVs in all operating states are active to avoid unnecessary complications.
3. Driver Communication: Utilize mobile apps such as Wheels’ app or in-house services to communicate directly with drivers about their compliance responsibilities.
4. Know what is Legal: Work closely with your teams to ensure your fleet complies with the laws of each jurisdiction where your vehicles are registered.
5. Plan for the Busy Season: Prepare for the seasonal peaks in renewals, commonly called “block season,” to ensure you have the resources and methods to handle the increased workload.

The landscape of fleet management compliance continues to change. But you can streamline your operations by staying abreast of these challenges, proactively seeking solutions, and using the right tools. If you are already a Wheels client, we invite you to access the appropriate tools such as Compliance Corner. This is a great place for resources and a way to go back and see what’s changed in the compliance space. The Compliance corner is under the Programs & Services section on the top left section of FleetView.

To learn more about how Wheels can help you with compliance challenges, contact us today.