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HOS Basics
Federal Hours of Service rules for property-carrying drivers — the most common driver type
11 hrs
Driving limit
Max driving in one shift after a 10-hr off duty reset. Only counts actual engine-on movement.
14 hrs
Shift window
All driving must happen within 14 consecutive hours from first coming on duty — even with stops in between.
30 min
Break required
After 8 cumulative hours of driving, driver must take a minimum 30-minute break (off duty or sleeper berth).
10 hrs
Daily reset
Continuous off duty or sleeper berth time needed to reset both the 11-hr drive limit and the 14-hr window.
60/70 hrs
Weekly limit
Max on-duty hours in 7 days (60 hrs) or 8 days (70 hrs) depending on the carrier's schedule.
34 hrs
Weekly restart
34 consecutive off-duty hours resets the 60/70-hr weekly clock, giving a fresh week of available hours.
Example day — how the 14-hr window works
Example timeline
Driver starts shift at 6:00 AM. The 14-hr window closes at 8:00 PM — even if the driver took a 2-hr break in the middle. Within that window, they have up to 11 hrs of actual driving.
Total driving = 9 hrs (under 11 ✓) · 30-min break taken ✓ · Window closes 8 PM regardless
Key rules to remember
14-hr window does NOT pause for off-duty breaks mid-shift
If a driver pulls over and goes off duty for 2 hours, the 14-hr clock keeps running. It only resets after a full 10-hr break. The only exception is the Split Sleeper Berth rule (see that section).Personal Conveyance does NOT pause the 14-hr window
PC does not stop or extend the shift window. It is only valid when a driver is fully off duty after a delivery — never mid-shift to extend hours.Short-haul drivers may not need an ELD
Drivers operating within 150 air miles of their home terminal who return within 14 hours may use paper logs instead of an ELD. They still must follow all HOS hour limits.🔵
Duty Statuses
All 6 ELD duty statuses — what they count toward and what we can edit
Driving (D)
D
Auto-set by ELD when vehicle moves >5 mph. Counts against 11-hr drive limit AND 14-hr window. Cannot edit — FMCSA locked
On Duty Not Driving
ON
Driver is working but not driving. Loading, inspections, fueling, paperwork. Does NOT count against 11-hr drive limit but counts against 14-hr window. Edit with authorization
Off Duty (OFF)
OFF
Driver is not working. Does not count against drive time or shift window. On its own, does NOT reset the 14-hr clock. Edit with authorization
Sleeper Berth (SB)
SB
In the truck's sleeper cab. Does not count against drive time. Used for the Split Sleeper Berth rule. Truck must have a proper sleeper compartment. Edit with authorization
Personal Conveyance (PC)
PC
Off duty + using truck for personal use, not for carrier benefit. Does not count against drive time or 14-hr window. Must be driver-initiated. Cannot be added retroactively mid-shift. Edit — strict conditions
Yard Moves (YM)
YM
Moving truck within an authorized yard or terminal. Counts as On Duty (affects 14-hr window) but not drive time. Carrier must enable YM. Goes on public road = Driving. Edit with authorization
PC — legal vs not legal
PC is LEGAL when
- Driver is fully off duty after completing a delivery
- Using truck for personal travel (home, hotel, etc.)
- Movement does NOT benefit the carrier
- Driver set PC status themselves before moving
- Driving event is under 30 min (Matrack eligibility threshold)
PC is NOT LEGAL when
- Driver is heading to pick up a new load
- Inserted mid-shift to "extend" available hours
- Used to simulate a reset without actual rest
- Added retroactively to fix a violation (no letter)
- Dispatch or carrier requested it (must be personal use)
PC example — legal vs illegal
Legal ✅ — Driver finishes delivery at 5 PM, goes off duty, then drives 18 miles to their apartment in the company truck. That is valid PC.
Illegal ❌ — Driver is mid-shift with 3.5 hrs left. They want two 20-min driving events changed to PC to "recover" their 14-hr window. That is falsification.
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Split Sleeper Berth Rule
How drivers with a sleeper berth can split their 10-hr rest into two periods
What is the Split Sleeper Berth (SSB) rule?
Instead of taking 10 consecutive hours off duty, a driver with a sleeper berth can split that rest into two periods. Together they replace the full 10-hr reset. Commonly used by team drivers and long-haul solo drivers.The two valid split combinations
Option A — 8 + 2 Split
8 SB + 2 OFF
At least 8 consecutive hours in Sleeper Berth + at least 2 consecutive hours Off Duty or additional SB.
Example
Drive 3 hrs → 8-hr sleeper → drive 2 hrs → 2-hr off duty. Total rest = 10 hrs across two periods. ✅
Option B — 7 + 3 Split
7 SB + 3 OFF
At least 7 consecutive hours in Sleeper Berth + at least 3 consecutive hours Off Duty or additional SB.
Example
3-hr off duty rest first → drive → 7-hr sleeper break. Both periods together complete the reset. ✅
How the SSB "pauses" the 14-hr window
The short rest period (2-hr or 3-hr portion) is excluded from the 14-hr window calculation — effectively extending the available driving window. Neither period alone counts as a reset; they must be paired.
Key point
The 11-hr driving limit and remaining 14-hr window are recalculated fresh from the end of the final rest period in the split pair.What breaks the SSB — common mistakes
| Situation | Effect | Advice |
|---|---|---|
| Driver goes On Duty during the SB period | Breaks the split | SB period is void. Must restart from a new uninterrupted SB period. |
| Short period is under minimum (e.g., 1.5 hrs for the 2-hr slot) | Invalid split | Doesn't qualify. Driver needs a full 10-hr off duty reset. |
| 5+5 split attempted | Not valid | Only 8+2 and 7+3 are FMCSA-recognized. 5+5 does not count. |
| Regular Off Duty used as the long period | Invalid | The 7-hr or 8-hr period must be SB. Regular off duty cannot substitute. |
Team driving with SSB
While Driver A drives, Driver B accumulates SB time. They switch continuously, enabling near-continuous operation. For co-driver edit requests: confirm both drivers are in the system, get a letter with exact time ranges, add co-driver in the portal, then use Reassign for driving events.🛡️
HOS Exemptions
Legal situations where standard HOS rules are modified or do not fully apply
Important for support agents
When a customer claims an exemption, ask them to confirm it in writing. We can note it in the system, but we cannot retroactively edit logs to create exemptions that were not documented at the time of driving.100 & 150 Air-Mile Short-Haul Exemptions
100 Air-Mile Exemption
For CDL drivers operating within 100 air miles of home terminal AND returning within 12 hours.
✅ No ELD required
✅ No mandatory 30-min break
✅ No detailed log entries
⚠️ Still must follow 11-hr drive limit
⚠️ Still must follow 60/70-hr weekly limit
✅ No mandatory 30-min break
✅ No detailed log entries
⚠️ Still must follow 11-hr drive limit
⚠️ Still must follow 60/70-hr weekly limit
Example
Local delivery driver, warehouse start, city deliveries, back to base same day within 12 hrs. No ELD needed.
150 Air-Mile Exemption
For non-CDL drivers within 150 air miles of home terminal who return within 14 hours.
✅ No ELD required
✅ Time records instead of full logs
✅ No mandatory 30-min break
⚠️ Must still follow HOS hour limits
⚠️ Must keep basic duty status records
✅ Time records instead of full logs
✅ No mandatory 30-min break
⚠️ Must still follow HOS hour limits
⚠️ Must keep basic duty status records
Example
Non-CDL driver (truck under 10,001 lbs) doing regional deliveries within 150 miles, returning to base daily.
Adverse Driving Conditions Exemption
What qualifies
Unexpected snow, ice, sleet, fog, or road hazard that the driver could NOT have known about before starting the trip.
Allows drivers to extend driving time by up to 2 extra hours (up to 13 hrs drive, 16 hrs window) to reach a safe stopping point or complete delivery.
Does NOT apply if
Driver knew about conditions before starting. Traffic jams don't count unless from an accident. Cannot exceed 13 hrs driving or 16 hrs window. Driver must document the reason.16-Hour Short-Haul Exception (once a week)
Drivers may use a 16-hour window instead of 14 hours once every 7 days if: they start and end at the same location, haven't used this exception in the past 6 days, and take at least 10 hrs off before the next shift.
Example
Driver normally has a 14-hr window. On Tuesday they have an extra-long day — they can extend to 16 hrs once that week. Next Tuesday they may use it again.
Still subject to the 11-hr driving limit. Only the 14-hr window expands to 16 hrs. Does not apply to drivers using sleeper berth breaks.
Agricultural Exemption
During planting and harvest seasons, agricultural drivers transporting farm supplies within 150 air miles are exempt from HOS rules. Dates and conditions vary by state.
Ask the customer for the specific state exemption reference. Document it in the ticket. Confirm with a senior team member before acting on this exemption.
Emergency Exemption
When a state or federal emergency is declared, FMCSA may issue a waiver suspending HOS rules for drivers in disaster relief or emergency response. Normal HOS limits may not apply during active waivers.
Ask the customer for the FMCSA waiver number. Document it in the ticket. Confirm with a senior team member before making any edits under this exemption.
Passenger-Carrying Drivers (different limits)
| Rule | Property Driver (most common) | Passenger Driver |
|---|---|---|
| Driving limit | 11 hours | 10 hours |
| Shift window | 14 hours | 15 hours |
| Daily reset | 10 hours off duty | 8 hours off duty or sleeper |
| Weekly limit | 60/70 hours | 60/70 hours (same) |
| 30-min break | Required after 8 hrs driving | Not federally required (state rules may vary) |
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What We Can Edit
Legal log edits, documentation required, and what is absolutely off-limits
| Edit Type | Legal? | Requirements | Who handles | Notes |
|---|---|---|---|---|
| Add Off Duty event (missed) | ✓ Yes | Driver/carrier verbal or email confirmation + correct time range | Support agent (portal) | Most common edit. Must not overlap with any driving events. |
| Add On Duty event | ✓ Yes | Written confirmation with reason and time range | Support agent (portal) | E.g., missed inspection entry. Document reason clearly. |
| On Duty → Off Duty (non-drive) | ✓ Yes | Signed letter or email confirming driver was actually off (e.g., truck at mechanic) | Support agent (portal) | E.g., truck at shop — driver not working. Convert with documentation. |
| Add Personal Conveyance (PC) | ⚠ Conditional | Acknowledgment letter, confirm off-duty post-delivery, event under 30 min, not mid-shift | Agent after receiving letter | Matrack threshold: under 30 min event is eligible. No letter = no edit. |
| Co-driver reassign (ELD events) | ✓ Yes | Both drivers in system as team, letter with exact time range, co-driver presence confirmed | Agent adds co-driver first; driver uses Reassign in app | Manual events use Add Past Event method + deactivate on original driver. |
| Deactivate wrongly accepted UDP | ✓ Yes | Driver confirms accepted by mistake | Driver (via Reassign in app); agent guides | Logs → event → Reassign Event → confirm → moves back to UDP list. |
| Fix UDP end time (server bug) | ✓ Yes | Packet data confirming incorrect timestamps + tech team confirms bug | Development/tech team (server-side) | Share packet data with tech team. After fix, driver logs out/in, then rejects. |
| Minor non-drive adjustment (<15 min) | ⚠ Conditional | Non-driving event only, under 15 minutes, written approval from authorized senior team member | Agent, after senior member approves in writing | Internal Matrack guideline. Get written approval before editing. Document in ticket. |
| Edit any Driving (D) event | ✗ Never | — | Nobody | FMCSA mandate. ELD driving events are tamper-proof by law. Refuse all requests, no exceptions. |
| Remove violations (no factual basis) | ✗ Never | — | Nobody | Log falsification. Driver drove those hours — record must remain. No exceptions. |
| Add PC mid-shift to gain hours | ✗ Never | — | Nobody | PC mid-shift with drive events before/after = carrier benefit = falsification. Refuse firmly. |
Authorization requirements at a glance
| Edit | Documentation needed | Who approves |
|---|---|---|
| Off Duty missed | Verbal or email from driver/carrier with time | Support agent can proceed |
| On Duty → Off Duty (truck in shop etc.) | Email or signed letter with time range and reason | Support agent proceeds after receiving doc |
| PC add | Acknowledgment letter. Event under 30 min, off-duty post-delivery. | Support agent proceeds after letter |
| Co-driver reassign | Written letter with exact time range. Both drivers in system. | Agent sets up, driver completes in app |
| Minor non-drive overage <15 min | Written explanation in channel or ticket | Senior agent or authorized team member must confirm in writing before edit |
| UDP bug fix (wrong timestamps) | Packet data showing incorrect timestamps | Development/tech team must correct server-side first |
| Any driving event edit | Never permitted | No one — decline and document in ticket |
Legal reminder — log falsification
Editing ELD records to show a driver was off duty when actually driving, or clearing violations without factual basis, is a federal violation under 49 CFR 395.8. Penalties can reach $16,000 per violation for carriers. As an ELD provider, Matrack must not facilitate falsification — even at the customer's direct request. When in doubt, decline and escalate to a senior team member.⚠️
Violations Guide
Common HOS violations — causes, what can be done, and what cannot
| Violation | Common cause | Fixable? | What to do |
|---|---|---|---|
| 11-hr driving exceeded | Driver drove more than 11 hrs. Sometimes caused by wrongly accepted UDP events. | No (actual driving) | If from real driving: violation stands, inform customer clearly. If UDP-caused: check packet data, get tech team to fix timestamps, driver rejects UDP. |
| 14-hr window exceeded | Driver on duty past 14-hr window. Often from a missing Off Duty event at shift end. | Partial | If non-drive On Duty events caused overage: those can be edited with authorization. If driving events caused it: violation stands. |
| 30-min break not taken | Break not taken after 8 hrs driving. Or break was 29 min 59 sec (1-second rounding). | Sometimes | If 1-second rounding: adjust end time by 1 sec. If break genuinely wasn't taken: violation stands. Driver can also manually edit a driving event to Off Duty in the app. |
| 10-hr reset not completed | Driver came back on duty before 10 continuous hours off. | No | Cannot manufacture drive time. Driver must complete remaining off duty hours before driving again. |
| 60/70-hr weekly limit | Too many accumulated on-duty hours over 7 or 8 days. | No | Driver needs a 34-hr restart to reset the weekly clock. Cannot edit past logs to fix this. |
| Form and manner error | Missing required log fields — location, carrier name, vehicle number. | Yes | Driver can annotate/add missing info through the ELD app. Administrative error only — not a driving violation. |
| ELD malfunction (yellow dot) | Bad UDP timestamps, sensor issue, or connectivity problem causing a malfunction flag. | Conditional | Check UDP events. If bad timestamps: tech fix first → driver rejects UDPs → Help → Clear Malfunction. If hardware issue: escalate to tech team. |
Internal guideline — under 15-minute non-drive adjustments
The 15-minute guideline (non-drive events only)
Matrack internal policy: if a non-driving event is off by less than 15 minutes and would cause a violation, agents can adjust it — but only with written confirmation from an authorized senior team member before making the edit. This is NOT an FMCSA rule. It never applies to driving events.Refusal scripts — what to say when you cannot edit
Driving event edit refusal
"The violation on [date] consists of driving events recorded automatically by the ELD system. Under FMCSA regulations (49 CFR 395), these records are tamper-proof and cannot be edited or removed. The driver drove [X] hours on that date and the record must remain as-is. I'm sorry we are unable to make changes to this."
PC mid-shift refusal
"I can see the driving events are in the middle of an active shift. We are unable to insert Personal Conveyance between active driving events — PC must only be used for personal travel after the driver is fully off duty. Adding it retroactively to recover hours would constitute log falsification under federal regulations. To recover available hours, the driver would need to complete a full 10-hour off duty reset."
When customer insists or escalates
"I completely understand your frustration and I want to help wherever I can. However, this edit is governed by federal ELD regulations and is outside our ability to make, regardless of the request. I've documented your concern in the ticket. If you'd like this reviewed further, I can escalate to a senior team member — but the federal regulations remain the same. Is there anything else I can assist you with today?"
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UDP Events
Unidentified Driver Profile events — what they are, why they happen, and how to handle every scenario
What is a UDP event?
A UDP (Unidentified Driver Profile) event is automatically generated by the ELD when the vehicle moves but no driver is logged in. Under FMCSA rules, all driving must be assigned to a driver. The ELD captures it under "Unidentified" and presents it to drivers to claim (accept) or dispute (reject).The two UDP origins
Origin: Driver
The driver manually created this event. Fully editable and attributable to driver action.
Origin: Auto (ELD-generated)
System-generated when vehicle moved with no logged-in driver. These appear in the UDP queue for accept or reject.
Common UDP scenarios and resolutions
| Scenario | Cause | Resolution |
|---|---|---|
| Driver accepted UDP by mistake | Accepted without reviewing — thought it was their own event | Logs → open UDP event → Reassign Event → confirm popup. Moves back to UDP list. Driver can then properly reject it. |
| UDP shows wrong/extreme duration (7 hrs, 300+ hrs) | Server/tracker bug — ELD recorded an incorrect end timestamp | Collect packet data → escalate to tech team → team corrects timestamps → driver logs out/in → driver can now reject normally. |
| Driver cannot reject UDP at all | Data integrity issue from bad timestamps | Tech fix required first. Do not ask driver to keep retrying rejection until timestamps are corrected. |
| UDP causing malfunction (yellow dot) | Bad UDP timestamps trigger an ELD malfunction flag | Tech fixes times → driver logs out/in → driver rejects UDP → Help → Clear Malfunction. Persist after rejection = re-escalate. |
| UDP belongs to a co-driver | Co-driver not logged in when vehicle moved | Add co-driver to logs in portal first. Then driver uses Reassign Event to attribute to correct co-driver. |
Step-by-step: rejecting a wrongly accepted UDP
- Open the Matrack ELD app and navigate to Logs
- Find the date and time of the wrongly accepted UDP event
- Tap on the UDP driving event to open it
- Select Reassign Event from the event options
- Confirm the popup — the event moves back to the UDP pending list
- Driver can now properly Reject the event from the UDP list
- Check if the violation clears — if not, review remaining events on that date
Rejecting a UDP does NOT always clear violations
If the violation existed before the UDP was accepted (from actual driving), rejecting the UDP will not help. Always identify the root cause of the violation before walking the customer through UDP rejection.📁
Scenario Playbook
Common real-world scenarios with step-by-step handling guides — based on actual customer cases
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Quick Reference
At-a-glance summaries for fast decisions during calls and tickets
✅ We CAN edit
Off Duty (missed)✓ With authorization
On Duty → Off Duty (non-drive)✓ With letter/email
Co-driver reassign (ELD events)✓ Add co-driver first
Wrongly accepted UDP✓ Reassign in app
Minor gap <15 min (non-drive)⚠ Senior approval needed
PC (off-duty, post-delivery)⚠ Letter + <30 min event
UDP bug (wrong timestamps)✓ Tech team handles
30-min break 1-second short✓ Rounding fix
🚫 We CANNOT edit
Any Driving (D) event✗ FMCSA locked
PC mid-shift to gain hours✗ Falsification
11-hr violation from driving✗ Cannot undo
14-hr violation from driving✗ Cannot undo
Add hours without proper reset✗ Cannot manufacture
Edit >15 min, no approval✗ Needs senior sign-off
PC without authorization letter✗ No documentation
Remove violations with no basis✗ Illegal
HOS numbers — instant lookup
11
Max driving hours per shift
14
Hour shift window
10
Hours off for daily reset
30
Min break after 8 hrs driving
60/70
Weekly on-duty hour limit
34
Hours off for weekly restart
Co-driver reassign — full steps
- Get written confirmation from driver or carrier with the exact time range the co-driver was driving
- Verify both drivers are in the Matrack system and linked as a team
- Add the co-driver to the relevant log in the admin portal
- For ELD-generated driving events: Logs → tap event → Reassign Event → select co-driver → save
- For manual events (On Duty / Off Duty): Add Past Event under the co-driver's account, then deactivate those events on the original driver
- Ask the driver to log out and log back in to verify all changes appear correctly
- Confirm with the agent and document the edit in the ticket
Malfunction (yellow dot) — resolution steps
Step 1
Identify the malfunction
Get vehicle and driver username. Check for pending or accepted UDPs with unusual durations.
Step 2
Check UDP events for bad data
Look for UDPs showing 7 hrs, 300 hrs, or other abnormal durations — indicates a server-side timestamp bug.
Step 3
Escalate to development/tech team
Share packet data with the tech team. Wait for server-side timestamp correction before proceeding.
Step 4
Driver logs out and back in
After the tech fix is confirmed, driver must refresh the app to see corrected UDP data.
Step 5
Driver rejects the UDP
Driver taps the corrected UDP → Reject. Should now be possible with correct timestamps.
Step 6
Clear Malfunction
Driver taps Help → Clear Malfunction. Yellow dot should disappear. If it persists, re-escalate to the tech team.