Safety & Fuel Tax Guide

1
 LoadMaster: Safety & Fuel Tax Guide version 9.3.0

Copyright © 2009 Tom McLeod Software Corporation

McLeod Software, LoadMaster and their logos are trademarks of Tom McLeod Software Corporation. All
other trademarks used herein are the properties of their respective owners and are used for identification
purposes only.

Information in this document is subject to change without notice. The documentation found in this manual
is specific to LoadMaster Enterprise version 9.3.0. You may see differences between the material con-
tained in this document and other versions of LoadMaster.

No part of this book may be reproduced or transmitted in any form or by any means, graphic, electronic, or
mechanical, including photocopying, recording, taping, or by any information storage or retrieval system,
without written permission from Tom McLeod Software Corporation.

Printed February 8, 2010

For information, contact:

McLeod Software
2550 Acton Road
PO Box 43200
Birmingham, AL 35243-0200
www.mcleodsoftware.com

Printed in the United States of America

2 McLeod Software
Chapter 1
Introduction to
LoadMaster :
®

Safety & Fuel Tax

3
4 McLeod Software
1 Introduction to LoadMaster : ®

Safety & Fuel Tax

Introduction
Welcome to LoadMaster Safety & Fuel Tax Guide - your guide to the set up, mainte-
nance and daily use of the Safety and Fuel Tax module. This module provides you with
the tools to track driver information, set up equipment files and to manage your fuel tax
computation for use with the LoadMaster Transportation Management Software. The
Safety & Fuel Tax Guide:

• Explains the function of each Safety & Fuel Tax screen and its components.
• Provides step-by step instructions for using the screens.

What You Need to Know to Use this Guide

In order to use the LoadMaster Safety & Fuel Tax Guide, you must be familiar with the
terminology, screens, procedures, commands and shortcuts described in the LoadMas-
ter User Guide.

Introduction 5
Standard Symbols Used in this Guide

You will see certain symbols used throughout this Guide. These symbols are used to
abbreviate certain instructions. The symbols, the actions to perform and examples of
how to perform these steps are listed below:

Right Arrow Instructions written as “From the main menu, select Safety &
Used to indicate sequen- Fuel Tax Master Files Tractors” is translated into the fol-
tial items to be selected lowing steps:
from a menu. 1 Select the Safety & Fuel Tax menu from the main menu.
2 Select the Master Files sub-menu from the Safety & Fuel
Tax menu.
3 Select the Tractors option from the Master Files sub-
menu.
Check Box, Selected A step written as “Select the Total field” is instructing you
Used to turn an option on to click the check box beside the Total field until you see a
or to answer a question check mark in the box. This tells both you and the program
with “yes”. that an account type is used for account totals, only.

or Check Box, Cleared A step written as “Clear ( or ) the Active field” is

Used to turn an option instructing you to click the check box beside the Active field
off, or to answer a ques- until you see either a question mark in the box or a blank box.
tion with “no”.
Option Button, Selected A step written as “Select Vendor code” is instructing you to
Used to choose one click the option button beside the Vendor code field until a dot
option from a group of appears in the center of the button. “Select either All ven-
mutually exclusive dors, Single vendor or Range of vendors” is instructing you to
fields. select one option from the three choices. When one field is
selected, the other fields are cleared .
Browse Button A step written as “Select the event to view from the Event
Used to select a value field” is instructing you to click the browse button located in
from a group of user- the field and select one (or more) options from the list.
defined values.
Combo Box Button A step written as “Select the entity to pay in the Payee
Used to select a value option field” is instructing you to click the combo box button
from a group of either located in the field and select one option from the list.
user-defined or system-
defined values.

6 McLeod Software
 Date Button A step written as “Select the active date in the Date field”
Used to select a date is instructing you to click the date button located in the field
value. and select the date from the calender or the clock (for the cur-
rent date).
Instructions This symbol indicates the start of detailed, step-by-step
instructions.

Tip This symbol indicates a note to help you apply the information
described in the text.

Caution This symbol advises you that failure to take or avoid a speci-
fied action could result in the loss of data or system functional-
ity, or to inform you of the importance of a particular action.

Warning This symbol advises you that failure to take or avoid a speci-
fied action will result in the loss of data or system functional-
ity.

Tip: There are several ways of adding a value to a field containing a browse button,
drop-down arrow button or a date button. Please refer to the User Guide for more
detailed information about populating fields using these buttons.

Throughout this book, field names display in blue text. For example, Tractor number
indicates a field name. Field options appear in bold text. For example, Active or Inactive
would indicate options that can be selected from a list. The names of keys on your
computer keyboard are also highlighted differently. The control key on your keyboard
is written as Ctrl.

How this Document is Organized

The LoadMaster Safety & Fuel Tax Guide first contains a section explaining how to
use this Guide. The following chapters address each Safety & Fuel Tax screen. These
are presented in the order that they appear on the LoadMaster Safety & Fuel Tax menu.
This allows you to quickly locate a particular screen without this document dictating

Introduction 7
 specific company operating procedures. Your company should develop operating pro-
cedures specific to your accounting processes.

Each section of the Safety & Fuel Tax Guide provides:

1 An overview of the menu item.

2 Instructions on opening the menu item and related sub-menus.

3 For each sub-menu:

• An in-depth description of the screens, tabs and fields.

• Step-by-step instructions for creating new records or using the screens. This
“How to” section can be used to rapidly add or use records after you understand
a description of the screen, tabs, fields and buttons.

Tip: If you want to understand how a particular screen is organized, then read the
detailed information and field descriptions listed under the screen’s heading. If you
want a quick listing of the steps to take when performing a task, then refer to that
screen’s “How To” section.

8 McLeod Software
Contacting Tom McLeod Software Corporation

Corporate Headquarters
Address: 2550 Acton Road
PO Box 43200
Birmingham, AL 35243-0200
Telephone: 205-823-5100
Fax: 205-823-0000
Web: www.mcleodsoftware.com
Office hours: Monday to Friday
7:00 A.M to 5:30 P.M. Central Time

Sales

Tom McLeod Software Corporation’s professional sales staff is ready to answer your
sales questions Monday through Friday from 7:00 A.M. to 5:30 P.M. Central Time.

Contact your account representative for information about the latest McLeod Software
products, upgrade options and prices, and more. If you have a technical question or
problem, please contact Customer Support (see next section).

Customer Support

Tom McLeod Software Corporation is committed to providing you with the best over-
all product experience. This includes intuitive technical products AND flexible options
to fit your support needs. Our products are designed with superior quality and ease of

Contacting Tom McLeod Software Corporation 9

 use in mind, but we understand that issues do arise from time to time that need the
backing of our support resources.

Tip: Tom McLeod Software Corporation support services are subject to the prices,
terms, and conditions in place at the time you use the service.

• For current hours of operation and details about all support offerings, please
access McLeod Software’s Web site at www.mcleodsoftware.com. For com-
plete access to all of the Web site options, please call your Customer Support
Representative for a login identification number and password.
• Send an email to Customer Support at support@mcleodsoftware.com.
• For installation issues and priority support, you can call us at 205-823-5100.

Documentation Feedback

At Tom McLeod Software Corporation, we strive to produce the highest quality docu-
mentation products and welcome your feedback. If you have comments or suggestions,
you can email us. Please send documentation email messages to:

documentation@mcleodsoftware.com

Keep in mind, this email address is only for documentation feedback; you will not
receive a reply. If you have a technical question, please contact Customer Support.

Please include the following information with your feedback:

• Product name and version number.

• Documentation title and page number.
• Brief description of content (for example, are you reviewing step-by-step
instructions that are inaccurate, grammatical errors in a specific paragraph,
information that requires clarification, inaccurate screen shots, etc.).
• Your suggestion for how to correct/improve the documentation.

10 McLeod Software
Ideas/Suggestions

We welcome any of your ideas or suggestions for how to improve our product. If you
would like to see features added to LoadMaster, please send your comments to:

dreammaster@mcleodsoftware.com

Keep in mind, this email address is only for ideas or suggestions; you will not receive a
reply. If you have a technical question, please contact Customer Support.

11
12 McLeod Software
Chapter 2
Accidents & Injuries

Contacting Tom McLeod Software Corporation 13

14 McLeod Software
2 Accidents & Injuries

Accidents & Injuries Overview

The Accidents & Injuries section of the Safety Module allows you to record and track
personal injuries and motor vehicle accidents. You may choose to keep records on
Department of Transportation reportable accidents only, or you may also record non-
reportable incidents.

Display the Accidents & Injuries Sub-Menu

To display the Accidents & Injuries sub-menu from the main menu, click Safety &
Fuel Tax Accidents & Injuries. The Accidents & Injuries sub-menu displays:

Accidents &
Injuries
Sub-Menu

Accidents & Injuries Overview 15

Motor Vehicle Accidents
The Motor Vehicle Accidents screen allows you to record and track motor vehicle acci-
dents involving your equipment. It is also used to prompt you to complete any filings
required by the Department of Transportation and applicable state authority.

To open the Motor Vehicle Accidents screen from the main menu, click Safety & Fuel
Tax Accidents & Injuries Motor Vehicle Accidents. The Motor Vehicle Accidents
screen displays:

Motor Vehi-
cle
Accidents
Screen

Motor Vehicle Accidents Screen Fields

Report number

16 McLeod Software
The Report number field displays the unique number assigned to the accident. The
report number contains ten digits and is automatically added by the program when you
save the record.

Tip: The program automatically adds the report number by using the current year
followed by the next available sequence number. For example if this is the first acci-
dent record for year 2009 then the report number would be 200900001. The second
accident record would be 200900002, etc.

Tractor

The tractor number of the tractor involved in the accident displays in the Tractor field.

Tractor fleet

The fleet of the tractor involved in the accident displays in the Tractor fleet field.

Driver

The driver code of the driver involved in the accident displays in the Driver field. The
driver’s name display to the right of the field.

Driver fleet

The fleet of the driver of the tractor involved in the accident displays in the Driver fleet
field.

Tip: The driver fleet represents the Group field in the Driver file.

Driver type

The Driver type field indicates whether the driver is a Company driver or an Owner
operator.

Motor Vehicle Accidents 17

 Accident date

The date the accident occurred displays in the Accident date field.

Trailer

The trailer number of the trailer involved in the accident displays in the Trailer field.

Dispatcher

The Dispatcher field indicates the user ID of the dispatcher.

Driver manager

The Driver manager field indicates the user ID of the driver’s manager.

Team

If the Team field is selected, it indicates that the driver is a part of a team.

Status

The Status field indicates whether the accident is Open (under investigation) or is
Closed.

Closed date

The Closed date field indicates the date the accident’s status is closed.

Order

The order number (if any) that the tractor was dispatched on displays in the Order field.
This field is validated against existing order numbers.

18 McLeod Software
Main Tab

Accident code

The safety code representing the accident category displays in the Accident code field.

Day

The week day that the accident occurred displays in the Day field.

Time of day

The safety code representing the time of day when the accident occurred displays in the
Time of day field.

Address

The Address field identifies the street address where the accident occurred.

City/state

The City/state field displays the city and state name where the accident occurred.

Previous accidents

The number of previous accidents that the driver has had displays in the Previous acci-
dents field.

Motor Vehicle Accidents 19

Details Tab

Motor Vehi-
cle
Accidents -
Details Tab

Insurance reportable

If the Insurance reportable field is selected, it indicates that the accident has been
reported to your insurance company.

Preventable

If the accident is considered to have been preventable, then the Preventable field is
selected.

Vehicles towed

The Vehicles towed field indicates the number of motor vehicles that were towed from
the accident site.

Trailer type

The Trailer type field indicates the trailer configuration or trailer type that was being
hauled during the accident.

20 McLeod Software
Unit type

The type of unit (Bobtail, Dump, Tractor/Trailer, etc.) displays in the Unit type field.

Location type

A brief description of the accident scene displays in the Location type field.

Road condition

A brief description of the road condition where the accident occurred displays in the
Road condition field.

Road type

A brief description of the type of road where the accident occurred displays in the Road
type field.

Weather condition

A brief description of the weather conditions that contributed to the accident displays
in the Weather condition field.

DOT reportable

If the accident should be reported to the U. S. Department of Transportation, then the

DOT reportable field is selected.

Hazardous materials

If the Hazardous materials field is selected, it indicates that the tractor was transporting
hazardous materials at the time of the accident.

Loaded

If the Loaded field is selected, it indicates that the tractor was loaded at the time of the
accident.

Fatalities

The Fatalities field indicates the number deaths that occurred as a result of the accident.

Motor Vehicle Accidents 21

 Driver’s hire date

The date the driver was hired by your company displays in the Driver’s hire date field.

Service range

A brief description of the driver’s range of service for your company displays in the
Service range field.

Driver’s birthdate

The driver’s date of birth displays in the Driver’s birthdate field.

Age range

A range (in years) of the driver’s age displays in the Age range field.

Contacts Tab

The contact information for people related to this accident displays in the Contacts tab.

Motor Vehi-
cle
Accidents -
Contacts
Tab

22 McLeod Software
Contact

The employee within your company to contact for information about the accident dis-
plays in the Contact field.

Phone

The telephone number of the person listed in the Contact field displays in the Phone
field. The field may automatically be formatted to the company format set on the Com-
pany Codes screen. Click this link “Company Codes” of the System Administration
Guide for more information.

Police report

If the Police report field is selected, it indicates that a police report was filed for this
accident.

Citation issued

If the Citation issued field is selected, it indicates that the driver was given a police cita-
tion for the accident.

Officer’s name

The name of the police officer investigating the accident (issued the report or citation)
displays in the Officer’s name field.

Police report number

The police report number displays in the Police report number field.

Police department

The name of the police department of the investigating officer displays in the Police
departmentfield.

Internal contact

The name of the person to contact within the police department regarding this accident
displays in the Internal contact field.

Motor Vehicle Accidents 23

 Police phone

The telephone number of the person listed in the Internal contact field displays in the
Police phone field. The field may automatically be formatted to the company format set
on the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

Lien holder information: Name

The name of the person who owns the vehicle involved in the accident displays in the
Name field.

Lien holder information: Address

The address of the person who owns the vehicle involved in the accident displays in the
Address field.

Lien holder information: City, State, Zip

The city, state and Zip Code of the person who owns the vehicle involved in the acci-
dent displays in the City, State, Zip field.

Lien holder information: Phone

The telephone number of the person who owns the vehicle involved in the accident dis-
plays in the Phone field. The field may automatically be formatted to the company for-
mat set on the Company Codes screen. Click this link “Company Codes” of the
System Administration Guide for more information.

Policy Holder Tab

The Policy Holder tab displays the tractor’s insurance information. Click the Policy
Holders tab and a screen similar to the following displays:

24 McLeod Software
Sample
Motor Vehi-
cle
Accidents
Screen -
Policy
Holder Tab

Policy holder

The identification number of the insurance policy covering the vehicle displays in the
Policy holder field. The name and address of the insuring company displays to the right
of the field.

Year

The Year field displays the year the vehicle was built.

Model

The insured vehicle’s model displays in the Model field.

Make

The insured vehicle’s make displays in the Make field.

VIN #

The insured vehicle’s vehicle identification number displays in the VIN # field.

Motor Vehicle Accidents 25

 Owner, if different from driver

If the owner is different from the driver, the name of the vehicle’s owner displays in the
Owner, if different from driver field.

Address

If the owner is different from the driver, the address of the vehicle’s owner displays in
the Address field.

City, State, Zip

If the owner is different from the driver, the city, state and Zip Code of the vehicle’s
owner displays in the City, State, Zip field.

Phone

If the owner is different from the driver, the telephone number of the vehicle’s owner
displays in the Phone field. The field may automatically be formatted to the company
format set on the Company Codes screen. Click this link “Company Codes” of the
System Administration Guide for more information.

Damage area

The area of the tractor that was damaged in the accident displays in the Damage area
field.

Damage amount

The total dollar value of the damage to the tractor displays in the Damage amount field.

Injuries Tab

The Injuries tab summarizes all injuries that occurred because of the accident. Click the
Injuries tab and a screen similar to the following displays:

26 McLeod Software
Sample
Motor Vehi-
cle
Accidents
Screen -
Injuries Tab

Name

The name of the person injured in the accident displays in the Name column.

Phone

The telephone number of the injured party displays in the Phone column. The field may
automatically be formatted to the company format set on the Company Codes screen.
Click this link “Company Codes” of the System Administration Guide for more
information.

Injury

A brief description of the type of injury sustained displays in the Injury column.

Care facility

The name of the hospital or care facility that the injured party was taken to displays in
the Care facility column.

Motor Vehicle Accidents 27

Damage Tab

The Damage tab summarizes all property damage that occurred because of the acci-
dent. Click the Damage tab and a screen similar to the following displays:

Sample
Motor Vehi-
cle
Accidents
Screen -
Damage
Tab

Name

The name of the person who owns the property damaged in the accident displays in the
Name column.

Driver

The name of the person driving the property damaged in the accident displays in the
Driver column.

Insurance company

The name of the damaged property’s insurance company displays in the Insurance
company column.

Damage

A brief description of the damage to the property displays in the Damage column.

28 McLeod Software
Witnesses Tab

The Witnesses tab summarizes all of the people who witnessed the accident. Click the
Witnesses tab and a screen similar to the following displays:

Sample
Motor Vehi-
cle
Accidents
Screen -
Witnesses
Tab

Name

The name of the person who witnessed the accident displays in the Name column.

Address

The address of the person who witnessed the accident displays in the Address column.

City, State, Zip

The city, state and Zip Code of the person who witnessed the accident displays in the
City, State, Zip column.

Phone

The telephone number of the person who witnessed the accident displays in the Phone
column. The field may automatically be formatted to the company format set on the

Motor Vehicle Accidents 29

 Company Codes screen. Click this link “Company Codes” of the System Administra-
tion Guide for more information.

Type

A brief description of the role of the witness to the accident displays in the Type col-
umn.

Description Tab

The Description tab summarizing what caused the accident. Click the Description tab
and a screen similar to the following displays:

Sample
Motor Vehi-
cle
Accidents
Screen -
Description
Tab

Short description

The Short description field displays a brief explanation of what caused the accident.

Description

The Description field is a free-form, unlimited text field describing the accident in
detail.

30 McLeod Software
Description Info Tab

The Description Info tab provides additional information regarding the accident. Click
the Description Info tab and a screen similar to the following displays:

Sample
Motor Vehi-
cle
Accidents
Screen -
Description
Info Tab

Alcohol test performed on our driver

If the Alcohol test performed on our driver field is selected, it indicates that an alcohol
test was performed on our driver after the accident.

Drug test performed on our driver

If the Drug test performed on our driver field is selected, it indicates that a drug test was
performed on our driver after the accident.

Seatbelt worn by our driver

If the Seatbelt worn by our driver field is selected, it indicates that our driver was wear-
ing a seatbelt during the accident.

Motor Vehicle Accidents 31

 Photos taken

If the Photos taken field is selected, it indicates that photographs were taken of the acci-
dent.

Photos taken by

The Photos taken by field indicates who took photographs of the accident.

Costs Tab

The Costs tab provides additional information regarding the accident. Click the Costs
tab and a screen similar to the following displays:

Sample
Motor Vehi-
cle
Accidents
Screen -
Costs Tab

Cost type

The Cost type column displays a brief description of the type of cost incurred by your
company as a result of the accident.

32 McLeod Software
 Vendor

The Vendor column displays the vendor name who provided services to your company
as a result of the accident.

Invoice number

The vendor’s invoice number displays in the Invoice number field.

Amount

The dollar amount charged to your company by the vendor as a result of the accident
displays in the Amount field.

Cost reimbursement

The amount of the cost reimbursed to your company by the insurance company dis-
plays in the Cost reimbursement field.

Comments Tab

The Comments tab provides space to record any free-form, descriptive information
about the accident. The comments are display-only, meaning they are not included in
any report or referenced on any other screen. An example of a comment would be a
physical description of the accident. You can also attach files to the comment, such as a
document or a photo. The actual Comments tab displays, in parenthesis, the number of
comments that have been added to the file. Click the Comments tab and a screen simi-
lar to the following displays:

Motor Vehicle Accidents 33

Sample
Motor Vehi-
cle
Accidents
Screen -
Comments
Tab

34 McLeod Software
How to Use the Motor Vehicle Accident Screen

Add a Motor Vehicle Accident Record

1.1 Open the Motor Vehicle Accident screen from the main menu by clicking Safety
& Fuel Tax Accident & Injuries Motor Vehicle Accidents.

1.2 Click Add . A blank Motor Vehicle Accident entry screen displays.
Required fields display on the screen in red text. You cannot save the record
without entering a value in the required fields. All other fields are optional.

Add a
Motor Vehi-
cle Accident
Record

1.3 Type or select the tractor code of the tractor involved in the accident in the
Tractor field.

Motor Vehicle Accidents 35

 1.4 Type the tractor fleet of the tractor involved in the accident in the Tractor fleet
field.

1.5 Type or select the driver code of the driver involved in the accident in the
Driver field. The Driver fleet, Driver type and Driver manager fields will be auto-
matically populated from the driver record.

1.6 If a team was driving the tractor, select the Team field. Otherwise, leave this
field cleared .

1.7 Type or select the date of the accident in the Accident date field.

1.8 Type or select the trailer code of the trailer being hauled during the accident
in the Trailer field.

1.9 Type the tractor’s order number in the Order field. This must be a valid order. If
you do not know the order number, click Order to search for a valid number.

1.10 Type or select Open or Closed in the Status field.

1.11 If you selected Closed in step 1.9, type or select the date the case was closed
in the Closed date field. Otherwise, skip this step.

Main Tab

2.1 Click the Main tab.

2.2 Type or select the code that best describes the accident in the Accident code
field.

Caution: Accident codes are not preloaded. You must first setup Safety Codes with a
Code Type of Accident Code. Click this link “Safety Codes” on page 55 of this
guide for more information.

2.3 The day of the week that the accident occurred automatically displays in the Day
field based on your selection in the Accident date field. Type or select the

36 McLeod Software
 code that best describes the time of day the accident occurred in the Time of day
field.

2.4 Type the street address where the accident occurred in the Address field.

2.5 Type the city name and state abbreviation where the accident occurred in the
City, State field.

2.6 The Previous accidents field automatically displays the number of previous
accidents that the driver (from the Driver field) has had entered into your Load-
Master database.

Details Tab

3.1 Click the Details Tab.

Add a
Motor Vehi-
cle Accident
Record -
Details Tab

3.2 If the accident was reported to your insurance, select the Insurance report-
able field. Otherwise, leave this field cleared .

3.3 If the accident could have been prevented by the tractor’s driver, select the
Preventable field. Otherwise, leave this field cleared .

Motor Vehicle Accidents 37

 3.4 Type the number of vehicles that were towed from the accident in the Vehicles
towed field.

3.5 Type or select the user-defined trailer type involved in the accident in the
Trailer type field.

3.6 Type or select the user-defined unit type involved in the accident in the Unit
type field.

3.7 Type or select the user-defined location type of the accident in the Location
type field.

3.8 Type or select the user-defined road conditions at the time of the accident in
the Road condition field.

3.9 Type or select the user-defined road type involved in the accident in the
Road type field.

3.10 Type or select the user-defined weather conditions at the time of the acci-
dent in the Weather condition field.

3.11 Type or select any user-defined contribution factors at the time of the acci-
dent in the Contributing factors field.

3.12 If the accident is reportable to the US Department of Transportation, select

the DOT field. Otherwise, leave this field cleared .

3.13 If hazardous materials were being hauled at the time of the accident, select
the Hazardous materials field. Otherwise, leave this field cleared .

3.14 If the order was loaded at the time of the accident, select the Loaded field.
Otherwise, leave this field cleared .

3.15 Type the number of fatalities caused by the accident in the Fatalities field.

3.16 The driver’s hire date (based on the driver code entered in the Driver field) dis-
play in the Driver’s hire date field. The number of years of service displays next
to this field.

3.17 Type or select the user-defined driver’s length of service range in the Service
range field.

38 McLeod Software
 3.18 The driver’s birth date (based on the driver code entered in the Driver field) dis-
play in the Driver’s birthdate field. The driver’s age displays next to this field.

3.19 Type or select the user-defined driver’s age range in the Age range field.

Contacts Tab

4.1 Click the Contacts Tab.

Add a
Motor Vehi-
cle Accident
Record -
Contacts
Tab

4.2 Type the name of your contact person for this accident in the Contact field.

4.3 Type the phone number of your contact person for this accident in the Phone
field. The field may automatically be formatted to the company format set on
the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

4.4 If a police report was issued for the accident, select the Police report field.
Otherwise, leave this field cleared .

4.5 If the driver received a citation for the accident, select the Citation issued
field. Otherwise, leave this field cleared .

Motor Vehicle Accidents 39

 4.6 Type the name of the police officer filing the report in the Officer’s name field.

4.7 Type the police report number in the Police report number field.

4.8 Type the police department name in the Police department field.

4.9 Type the name of the police department contact in the Internal contact field.

4.10 Type the telephone number of the police department contact in the Police phone
field. The field may automatically be formatted to the company format set on
the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

4.11 Type the name of the person who owns the tractor in the Lien holder information
- Name field.

4.12 Type the address of the person who owns the tractor in the Lien holder informa-
tion - Address field.

4.13 Type the city name, state abbreviation and Zip Code of the person who owns the
tractor in the Lien holder information - City, State, Zip field.

4.14 Type the telephone number of the person who owns the tractor in the Lien
holder information - Phone field. The field may automatically be formatted to
the company format set on the Company Codes screen. Click this link “Com-
pany Codes” of the System Administration Guide for more information.

Policy Holder Tab

5.1 Click the Policy Holder Tab.

40 McLeod Software
Add a
Motor Vehi-
cle Accident
Record -
Policy
Holder Tab

5.2 Type or select the damaged vehicle’s policy holder in the Policy holder field.
The policy holder’s name and address will display to the right of the field.

5.3 Type the year of the vehicle’s manufacture in the Year field.

5.4 Type the vehicle’s model in the Model field.

5.5 Type the vehicle’s make in the Make field.

5.6 Type the vehicle’s vehicle identification number in the VIN field.

5.7 If the vehicle’s owner is different from the driver, type the owner’s name in the
Owner, if different from driver field. If the driver is the owner, leave this field
blank.

5.8 If you entered a value in step 5.7, type the owner’s address in the Address field.

5.9 If you entered a value in step 5.7, type the owner’s city name, state abbreviation
and Zip Code in the City, State, Zip field.

5.10 If you entered a value in step 5.7, type the owner’s telephone number in the
Phone field. The field may automatically be formatted to the company format
set on the Company Codes screen. Click this link “Company Codes” of the
System Administration Guide for more information.

Motor Vehicle Accidents 41

 5.11 Type a brief description of the vehicle area that was damaged in the Damage area
field.

5.12 Type a brief description of the amount of damage that occurred in the Damage
amount field.

Injuries Tab

6.1 If injuries occurred because of the accident, click the Injuries tab.

6.2 Click Add. The following screen displays:

Add a
Motor Vehi-
cle Accident
Record -
Personal
Injuries

6.3 Type the name of the person injured during the accident in the Name field.

6.4 Type the address of the person injured during the accident in the Address field.

6.5 Type the city name, state abbreviation and Zip Code of the person injured during
the accident in the City, State, Zip field.

6.6 Type the telephone number of the person injured during the accident in the
Phone field. The field may automatically be formatted to the company format
set on the Company Codes screen. Click this link “Company Codes” of the
System Administration Guide for more information.

42 McLeod Software
 6.7 Type or select the user-defined code that best describes the injury in the
Injury field.

6.8 Type the name of the facility that treated the injury in the Care facility field.

6.9 Type the name of the company or person who transported the injured party to
the care facility in the Taken by field.

6.10 Click OK.

6.11 Repeat steps 6.2 through 6.10 for each injured person.

Damage Tab

7.1 Click the Damage Tab.

7.2 Click Add. The following screen displays:

Motor Vehicle Accidents 43

Add a
Motor Vehi-
cle Accident
Record -
Property
Damage

7.3 Type the damaged property owner’s name in the Owner - Name field.

7.4 Type the damaged property owner’s address in the Owner - Address field.

7.5 Type the damaged property owner’s city name, state abbreviation and Zip Code
in the Owner - City, State, Zip field.

7.6 Type the damaged property owner’s telephone number in the Owner - Phone
field. The field may automatically be formatted to the company format set on
the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

7.7 Type the damaged property driver’s name in the Driver - Name field.

7.8 Type the damaged property driver’s address in the Driver - Address field.

44 McLeod Software
 7.9 Type the damaged property driver’s city name, state abbreviation and Zip Code
in the Driver - City, State, Zip field.

7.10 Type the damaged property driver’s telephone number in the Driver - Phone
field. The field may automatically be formatted to the company format set on
the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

7.11 If the damaged property was a vehicle, type the year the damaged vehicle was
manufactured in the Year field.

7.12 If the damaged property was a vehicle, type the make of the damaged vehicle in
the Make field.

7.13 If the damaged property was a vehicle, type the model of the damaged vehicle in
the Model field.

7.14 If the damaged property was a vehicle, type the tag number of the damaged
vehicle in the Plate number field.

7.15 If the damaged property was a vehicle, type or select the issuing state of the
tag of the damaged vehicle in the State field.

7.16 Type the name of the damaged property’s insurance company in the Insurance
company field.

7.17 Type the policy number of the damaged property’s insurance policy in the Policy
# field.

7.18 Type a brief description of the damage to the property in the Damage field.

7.19 Click OK.

7.20 Repeat steps 7.2 through 7.19 for each piece of damaged property.

Witnesses Tab

8.1 Click the Witness tab.

Motor Vehicle Accidents 45

 8.2 Click Add. The following screen displays:

Add a
Motor Vehi-
cle Accident
Record -
Witness

8.3 Type the name of the witness in the Name field.

8.4 Type the witness’ address in the Address field.

8.5 Type the witness’ city name, state abbreviation and Zip Code in the City, State,
Zip field.

8.6 Type the witness’ telephone number in the Phone field. The field may automati-
cally be formatted to the company format set on the Company Codes screen.
Click this link “Company Codes” of the System Administration Guide for
more information.

8.7 Type or select the type of witness in the Witness field.

8.8 Click OK.

8.9 Repeat steps 8.2 through 8.8 for each witness.

Description Tab

9.1 Click the Description tab.

46 McLeod Software
Add a
Motor Vehi-
cle Accident
Record -
Description
Tab

9.2 Type a brief description of the accident in the Short description field.

9.3 In the next field, type an unlimited amount of text to describe the accident.

Description Info Tab

10.1 Click the Description Info tab.

Motor Vehicle Accidents 47

Add a
Motor Vehi-
cle Accident
Record -
Description
Info Tab

10.2 If an alcohol test was performed on your driver after the accident, select the
Alcohol test performed on our driver field. Otherwise, leave this field cleared .

10.3 If a drug test was performed on your driver after the accident, select the Drug
test performed on our driver field. Otherwise, leave this field cleared .

10.4 If your driver was wearing a seat belt during the accident, select the Seatbelt
worn by our driver field.
Otherwise, leave this field cleared .

10.5 If photos were taken of the accident, select the Photos taken field. Other-
wise, leave this field cleared .

10.6 Type the name of the person who took any photos in the Photos taken by field.

Costs Tab

11.1 Click the Costs tab.

11.2 Click Add. The following screen displays:

48 McLeod Software
Add a
Motor Vehi-
cle Accident
Record -
Accident
Costs

11.3 Type or select the code that best represents the type of cost incurred in the
Cost Type field.

11.4 Type the name of the person or company to be paid in the Vendor field.

11.5 Type the invoice number in the Invoice number field.

11.6 Type the total monetary amount owed to the vendor in the Costs field.

11.7 Type the monetary amount reimbursed by the insurance company in the Cost
reimbursement field.

11.8 Click OK.

11.9 Repeat steps 11.2 through 11.8 for each expense associated with the accident.

Comments Tab

12.1 Click the Comments tab.

12.2 Click the Add grid button . The Comment Detail screen displays:

Motor Vehicle Accidents 49

Add a
Motor Vehi-
cle Accident
Record -
Comment
Detail
Screen

12.3 Skip the Entered by field and the next field.

12.4 Type or select the comment type in the Type field.

12.5 Type any free-form information in the Comments field.

12.6 To look for a document to attach to the comment:

• Click Browse.
• Locate and highlight the document to attach.
• Or, copy the attachment to your computer’s clipboard and click Paste attach-
ment.

12.7 Click OK.

12.8 Repeat steps 12.2 through 12.7 for each comment you want to add.

Save the Motor Vehicle Accident Record

13.1 Click Execute .

50 McLeod Software
Create a Motor Accident Report

1 Open the Motor Vehicle Accident screen from the main menu by clicking Safety &
Fuel Tax Accident & Injuries Motor Vehicle Accidents.

2 Display the desired Motor Vehicle Accident record.

3 Click Accident Report . A report similar to the following displays:

Motor Vehi-
cle Accident
Report

4 Click the link and follow the printing directions found at “How to Use a Parame-
ter Screen” of the User Guide.

5 Close the report screen.

Motor Vehicle Accidents 51

View Cargo Claim

1 Open the Motor Vehicle Accident screen from the main menu by clicking Safety &
Fuel Tax Accident & Injuries Motor Vehicle Accidents.

2 Display the desired Motor Vehicle Accident record.

3 Click Show Claim . If there are any claims for the order associated with the
accident, a screen similar to the following displays:

Cargo
Claim

52 McLeod Software
Print File Label

1 Open the Motor Vehicle Accident screen from the main menu by clicking Safety &
Fuel Tax Accident & Injuries Motor Vehicle Accidents.

2 Display the desired Motor Vehicle Accident record.

3 Click File Label . A screen similar to the following displays containing the
accident report number, tractor code and driver ID:

File Label

4 Insert the file labels into your printer and print the label.

Tip: Accident Labels are created in the Document Designer using a document type
of Label and a preloaded template of Label Accident Report.

Motor Vehicle Accidents 53

View a Summary of Accident Costs

1 Open the Motor Vehicle Accident screen from the main menu by clicking Safety &
Fuel Tax Accident & Injuries Motor Vehicle Accidents.

2 Display the desired Motor Vehicle Accident record.

3 Click Summarize Costs . A screen similar to the following displays:

Cost
Summary

54 McLeod Software
Safety Codes
The Safety Codes screen defines a variety of codes used throughout the Safety module.
These include Accident Types, Age Ranges, Contributing Factors, Cost Types, Injury
Types, Location, Road Conditions, Road Types, Weather Conditions, Service Range,
Time of Day, Trailer Configurations, Unit Types and Witness Types.

To open the Safety Codes screen from the main menu, click Safety & Fuel Tax Acci-
dents & Injuries Safety Codes. The Safety Codes screen displays:

Sample
Safety
Codes
Screen

Safety Codes Screen Fields

Code type

The Code type field defines the class of code that will be used within the Safety mod-
ule.

Active

If the Active field is selected , it indicates that the code may be used to enter infor-
mation in the Safety module.

Code

The Code field displays the unique, user-defined identification code for the safety type.
This field can contain up to eight alpha-numeric characters. Use only letters (A through
Z) and/or numbers (0 through 9) to define the code. An example of a accident class
code might be SPEED for an accident that occurred while speeding.

Safety Codes 55
 Description

A label or name for the accident class code displays in the Description field. This field
can contain up to 78 alpha-numeric characters.

56 McLeod Software
How to Add a Safety Code Record

1 Open the Safety Code screen from the main menu by clicking Safety & Fuel Tax
Accidents & Injuries Safety Codes.

2 Click Add . A blank Safety Code entry screen displays. Required fields dis-
play on the screen in red text. You cannot save the record without entering a value
in these fields. All other fields are optional.

Add a Safety
Code
Record

3 Type or select the classification for the code in the Code type field.

4 To allow users to use the safety code, leave the Active field selected . To disable
the code, clear this field.

5 Type up to eight alpha-numeric characters for the code’s unique identification code
in the Code field. Use only letters (A through Z) and/or numbers (0 through 9) to
define the code.

6 Type up to 78 characters for the accident class code’s name in the Description field.

7 Click Execute .

Safety Codes 57
Policy Holder
The Policy Holder screen allows you to record any policy holders for your tractors. To
open the Policy Holder screen from the main menu, click Safety & Fuel Tax Acci-
dents & Injuries Policy Holder. The Policy Holder screen displays:

Sample Pol-
icy Holder
Screen

Policy Holder Screen Fields

Policy code

The code of the insurance policy displays in the Policy code field.

Active

If the Active field is selected , it indicates that the policy holder may be used to enter
information in the Safety module.

Name

The name of the policy holder displays in the Name field.

Address

The address of the policy holder displays in the Address field.

58 McLeod Software
City, State, Zip

The city, state and Zip Code of the policy holder displays in the City, State, Zip field.

Phone

The telephone number of the policy holder displays in the Phone field. The field may
automatically be formatted to the company format set on the Company Codes screen.
Click this link “Company Codes” of the System Administration Guide for more
information.

Policy number

The insurance policy number displays in the Policy number field.

Policy Holder 59
How to Add a Policy Holder Record

1 Open the Policy Holder screen from the main menu by clicking Safety & Fuel Tax
Accident & Injuries Policy Holder.

2 Click Add . A blank Policy Holder screen displays. Required fields display on
the screen in red text. You cannot save the record without entering a value in the
required fields. All other fields are optional.

Add a Pol-
icy Holder
Record

3 Type the policy code in the Policy code field.

4 To allow users to use the policy holder, leave the Active field selected . To dis-
able the code, clear this field.

5 Type the name of the policy holder in the Name field.

6 Type the policy holder’s address in the Address field.

7 Type the policy holder’s city name, state abbreviation and Zip Code in the City,
State, Zip field.

8 Type the policy holder’s telephone number in the Phone field. The field may auto-
matically be formatted to the company format set on the Company Codes screen.
Click this link “Company Codes” of the System Administration Guide for more
information.

60 McLeod Software
 9 Type the policy number of the insurance company in the Policy number field.

10 Click Execute .

Accident Register

The Accident Register parameter screen allows you to print a summary of accidents
that have been recorded in the LoadMaster database, by date.

To open the Accident Register parameter screen from the main menu, click Safety &
Fuel Tax Accidents & Injuries Accident Register. The Accident Register parameter
screen displays:

Accident
Register
Parameter
Screen

Accident Register Parameter Screen Fields

Dates group box

The Dates group box allows you to specify the date parameters of the accident data to
include in the summary.

Policy Holder 61
How to Create an Accident Register

1 Open the Accident Register parameter screen from the main menu by clicking
Safety & Fuel Tax Accidents & Injuries Accident Register.

Accident
Register
Parameter
Screen

2 In the Dates group box, select the accident date option and type or select the
desired dates to include in the report.

3 Click OK.

4 Select the print option from the Print dialog box and click OK to generate the
report or Cancel to exit the dialog box and return to the parameter screen. If you
clicked OK, a report similar to the following is generated:

62 McLeod Software
Sample
Accident
Register

5 If you previewed the Accident Register, close the preview window.

Policy Holder 63
Motor Accident Report
The Motor Accident parameter screen allows you to print an accident report for acci-
dents that have been recorded in the LoadMaster database. You can also print this
report from within the Motor Vehicle Accident screen using the Accident Report com-
mand.

To open the Accident Report parameter screen from the main menu, click Safety &
Fuel Tax Accidents & Injuries Accident Report. The Accident Report parameter
screen displays:

Accident
Report
Parameter
Screen

Motor Accident Report Parameter Screen Fields

Motor accident number

The Motor accident number field defines the accident report number that you want to
view.

64 McLeod Software
How to Create a Motor Accident Report

1 Open the Accident Report parameter screen from the main menu by clicking
Safety & Fuel Tax Accidents & Injuries Accident Report.

Accident
Report
Parameter
Screen

2 Type or select the accident report number in the Motor accident number field.

3 Click OK.

4 Select the print option from the Print dialog box and click OK to generate the
report or Cancel to exit the dialog box and return to the parameter screen. If you
clicked OK, a report similar to the following is generated:

Motor Accident Report 65

Sample
Accident
Report

5 If you previewed the Accident Report, close the preview window.

66 McLeod Software
Accident By Report
The Accident By parameter screen allows you to print a summary of accidents that
have been recorded in the LoadMaster database, by a particular parameter. For exam-
ple, you can print a summary of accidents by driver’s age range, by day of the week
that the accident occurred, by road conditions where the accident occurred, etc.

To open the Accident By parameter screen from the main menu, click Safety & Fuel
Tax Accidents & Injuries Accident By. The Accident By parameter screen displays:

Accident By
Parameter
Screen

Accident By Parameter Screen Fields

Dates group box

The Dates group box allows you to specify the date parameters of the accident data to
include in the summary.

Accident By Report 67
 Report by

The Report by fields allows you to pick one parameter to use to summarize accidents
that have occurred within the specified date or date range. The options include Age,
Day of week, Hazardous material, Location type, Length of service, Preventability,
Insurance reportable, DOT reportable, Road condition, Road type, Time, Trailer con-
figuration, Accident type, Unit type, Weather condition and Loaded/Empty.

68 McLeod Software
How to Create an Accident By Report

1 Open the Accident By parameter screen from the main menu by clicking Safety &
Fuel Tax Accidents & Injuries Accident By.

Accident By
Parameter
Screen

2 In the Dates group box, select the accident date option and type or select the
desired dates to include in the report.

3 Select one option from the Report by fields.

4 Click OK.

5 Click OK. To view the Accident By Report on screen and/or print the reports, fol-
low the printing directions found by clicking this link “How to Use a Parameter
Screen” of the User Guide. A report similar to the following displays:

Accident By Report 69
Sample
Accident By
Report

6 If you previewed the Accident By Report, close the preview window.

70 McLeod Software
Accident Rate Report
The Accident Rate parameter screen allows you to produce a report that measures the
accident rate. This is defined as (Reportable Accidents * 1,000,000 miles) / Total Miles
Traveled. The report can be generated by ship, delivery or bill dates, driver fleets,
driver manager, tractor fleet, or tractor dispatcher. Additionally the report can include
preventable, DOT reportable, and insurance reportable accidents. The report can also
be filtered by any of the filtering options.

To open the Accident Rate parameter screen from the main menu, click Safety & Fuel
Tax Accidents & Injuries Accident Rate. A screen similar to the following displays:

Accident
Rate
Parameter
Screen

Accident Rate Report 71

Accident Rate Parameter Screen Fields

Dates group box

The Dates group box allows you to specify the date parameters by ship date or delivery
date of the accident data to include in the summary.

Tractor fleet group box

The Tractor fleet group box allows you to filter the report by tractor fleets of the acci-
dent data to include in the summary.

Driver fleet group box

The Driver fleet group box allows you to filter the report by driver fleets of the accident
data to include in the summary.

Dispatcher group box

The Dispatcher group box allows you to filter the report by dispatcher of the accident
data to include in the summary.

Driver manager group box

The Driver manager group box allows you to filter the report by driver managers of the
accident data to include in the summary.

Include accidents

The Include accidents field allows you to filter the report by the following options:

Preventable Accidents that are preventable.

DOT Reportable Accidents that are reported to the Department of
Transportation.
Insurance Reportable Accidents that are reported to the insurance company.

72 McLeod Software
Group by

The Group by field allows you to produce sub-totals for the report by Tractor fleet,
Driver fleet, Dispatcher and Driver manager.

Accident Rate Report 73

How to Create an Accident Rate Report

1 Open the Accident By parameter screen from the main menu by clicking Safety &
Fuel Tax Accidents & Injuries Accident Rate.

Accident
Rate
Parameter
Screen

2 In the Dates group box, select the accident date option and type or select the
desired dates to include in the report.

3 In the Tractor fleets group box, select the tractor fleets option and type the
desired tractor fleets to include in the report.

4 In the Driver fleets group box, select the driver fleets option and type the desired
driver fleets to include in the report.

5 In the Dispatcher group box, select the dispatcher option and type or select
the desired dispatchers to include in the report.

74 McLeod Software
 6 In the Driver manager group box, select the driver manager option and type or
select the desired driver managers to include in the report.

7 In the Include accidents field, select the accident type to include in the report.

8 In the Group by field, select the desired grouping for sub-totals for the report.

9 Click OK.

10 Click OK. To view the Accident Rates Report on screen and/or print the reports,
follow the printing directions found by clicking this link “How to Use a Parame-
ter Screen” of the User Guide. A report similar to the following displays:

Sample
Accident
Rate Report

11 If you previewed the Accident Rate Report, close the preview window.

75
76 McLeod Software
Chapter 3
Drug & Alcohol Tests

Accident Rate Report 77

78 McLeod Software
3 Drug & Alcohol Tests

Drug & Alcohol Tests Overview

The Drug & Alcohol section of the Safety & Fuel Tax module provides tools to select
participants for drug and alcohol testing and to record the results of the tests.

Display the Drug & Alcohol Tests Sub-Menu

To display the Drug & Alcohol Tests sub-menu from the main menu, click Safety &
Fuel Tax Drug & Alcohol Tests. The Drug & Alcohol Tests sub-menu displays:

Drug &
Alcohol
Tests Sub-
Menu

Drug & Alcohol Tests Overview 79

Drug Tests Results
The Drug Tests Results screen is used to record the results of each drug test adminis-
tered. Trucking companies are required to randomly test for controlled substances. The
test must include a defined percentage of current employees who wish to remain CDL
drivers in compliance with the Federal Motor Carrier Association Safety Administra-
tion’s regulations. Also, all applicants for employment on a permanent or temporary
basis as a CMV driver must be given pre-employment tests for controlled substances.

Tip: See www.fmcsa.dot.gov for more information. Please note that these regula-
tions and requirements are subject to change from time to time.

The Random Drug Test Selection program may be used to randomly select drivers for
testing to help you comply with the requirements. The random selection routine only
selects from Driver records that are marked as Active. When you generate the Random
Drug Test Selection, the program automatically creates one Drug Test Results record
for each driver selected, with the Result field left blank. Once a driver has completed a
test, you should retrieve this record and update it with the results.

You may also manually add records using the Drug Test Results screen, as needed, in
order to keep a history of all drug tests administered to drivers in your fleet. For exam-
ple, you may manually add records for pre-employment screening, post accident, sus-
pected drug use, out sourced random selections or as a follow-up to a previous drug
test.

To open the Drug Tests Results screen from the main menu, click Safety & Fuel Tax
Drug & Alcohol Tests Drug Tests Results. The Drug Tests Results screen displays:

80 McLeod Software
Sample
Drug Tests
Results
Screen

Drug Tests Results Screen Fields

Test type

The Test type field displays the type of test that was administered. The options are:

Pre-employment Test was administered for pre-employment screening.

Post-accident Test was administered following an accident.
Reasonable suspicion Test was administered due to drug use suspicion.
Return to duty Test was administered prior to the driver returning to
work.
MRO-generated ran- Test was administered to drivers randomly selected by
dom the Medical Review Officer.
Follow-up Test was administered as a follow-up after a prior
failed test.

Drug Tests Results 81

 Random Test was administered to active drivers selected by the
LoadMaster Random Drug Test Selection program.

Driver

The Driver field displays the driver code of the person tested. The driver’s name dis-
plays to the right of the field.

Selection date

If the Test type field is Random, then the Selection date field displays the date the per-
son was randomly selected for testing. If the Test type field is anything else, then the
field displays the date the incident (pre-hiring screening, accident, suspicious activity,
etc.) occurred that prompted the testing.

Scheduled date

The scheduled date of the test displays in the Scheduled date field.

Test completed

The date that the test was administered displays in the Test completed field.

Result

The Result field indicates whether the person Passed or Failed the test.

Comment

Any comments regarding the test display in the Comment field.

82 McLeod Software
How to Manually Add a Drug Tests Result

1 Open the Drug Test Results screen from the main menu by clicking Safety & Fuel
tax Drug & Alcohol Tests Drug Test Results.

2 Click Add . A blank Drug Test Results entry screen displays. Required fields
display on the screen in red text. You cannot save the record without entering a
value in the required fields. All other fields are optional.

Add a Drug
Test Results
Record

3 Type or select the reason for the test in the Test type field.

4 Type or select the driver code of the driver tested in the Driver field. The
driver’s name displays to the right of the field.

5 Type or select the date that the selection was made, or the date that the event
occurred prompting the test in the Selection date field. The field defaults to the cur-
rent date.

6 Type or select the date the test is scheduled in the Scheduled date field.

7 Type or select the date the test was administered in the Test completed field.

Drug Tests Results 83

 8 Type or select the results of the test in the Results field.

9 Type any comments regarding the test in the Comment field.

10 Click Execute .

84 McLeod Software
Drug Tests Results Report
The Drug Tests Results Report provides you with a summary of drug tests administered
during a user-defined time.

To open the Drug Tests Results Report parameter screen from the main menu, click
Safety & Fuel Tax Drug & Alcohol Tests Drug Tests Results Report. The Drug
Tests Results Report parameter screen displays:

Sample
Drug Tests
Results
Report
Parameter
Screen

Drug Tests Results Report Parameter Screen Fields

Selection dates group box

The Selection dates group box allows you to specify the selection date parameters of
the data to include in the report.

Test type

The Test type field displays the type of test that was administered. The options are:

Pre-employment Test was administered for pre-employment screening.

Post-accident Test was administered following an accident.

Drug Tests Results Report 85

 Reasonable suspicion Test was administered due to suspicion of drug use.
Return to duty Test was administered prior to the driver returning to
work.
MRO-generated ran- Test was administered to drivers randomly selected by
dom the Medical Review Officer.
Follow-up Test was administered as a follow-up after a prior
failed test.
Random Test was administered to active drivers selected by the
LoadMaster Random Drug Test Selection program.

86 McLeod Software
How to Run the Drug Tests Results Report

1 Open the Drug Test Results Report parameter screen from the main menu by click-
ing Safety & Fuel tax Drug & Alcohol Tests Drug Test Results Report. The
Drug Test Results report parameter screen displays:

Drug Test
Results
Report
Parameter
Screen

2 In the Selection dates group box, select the selection date option and type or
select the desired selection date to include in the report.

3 Type or select the reason that the test was administered in the Test type field.

4 Click OK.

5 Click OK. To view the Accident Rates Report on screen and/or print the reports,
follow the printing directions found by clicking this link “How to Use a Parame-
ter Screen” of the User Guide. A report similar to the following displays:

Drug Tests Results Report 87

Sample
Drug Test
Results
Report

6 If you previewed the Drug Test Results Report, close the preview window.

88 McLeod Software
Random Drug Test Selection
The Random Drug Test Selection screen allows you to generate a random list of active
drivers to be administered drug tests. The selection parameters for the test are set up on
the Random Drug Test Control screen This screen controls how often you can generate
the driver drug test selections. For example, if the Random Drug Test Control screen is
set up to generate the driver selections monthly, then you cannot generate the selection
more than once a month. This limitation on re-running the selection process is provided
to help verify to an auditor that results are truly random, and have not been manipu-
lated by office staff. For example, the program will not allow you to re-run the random
selection process just to avoid testing one or more drivers selected on a particular ran-
dom selection list.

Tip:Click this link “Random Drug Test Control” of the System Administration
Guide.

When you generate a Random Drug Test Selection, the program creates one Drug Test
Results record for each driver selected. Once the test results are in, you should update
the Drug Test Results record with the results of the test.

To open the Random Drug Test Selection screen from the main menu, click Safety &
Fuel Tax Drug & Alcohol Tests Random Drug Test Selection. The Random Drug
Test Selection screen displays:

Sample
Random
Drug Test
Selection
Screen

Random Drug Test Selection 89

Random Drug Test Selection Screen Fields

Selection frequency

The Selection frequency field displays how often the Random Drug Test Selection
Report can be generated, based on the settings in the Random Drug Test Selection Con-
trol file. The options may be monthly, bi-monthly or quarterly.

Annual selection

The Annual selection field displays the total yearly percentage of active drivers that can
be selected for drug use testing. Trucking companies are currently required to perform
random drug testing on their active drivers at certain annual rates, depending on the
carrier type and other factors (for more information on current regulations, see
www.fmcsa.dot.gov). For example, your company may be required to test drivers at a
50% annual rate. If you have 120 active drivers on file, and you run your random test
selection monthly, then each month the system will randomly select five drivers for
testing. After twelve months you will have tested 60 drivers, which is 50% of your
active driver population. Your actual number of active drivers may fluctuate from
month to month, but each month the program will select the number of drivers required
to meet the annual rate requirement you have selected (50% in this example) for the
number of active drivers on file that month. Please note that since the selections are
truly random each time, the program may select a driver more than once during the
twelve month period.

Last selection date

The Last selection date field displays the last date the Random Drug Test Selection list
was generated.

90 McLeod Software
How to Generate Random Drug Tests Selection

1 Open the Drug Test Results screen from the main menu by clicking Safety & Fuel
tax Drug & Alcohol Tests Random Drug Test Selection. The Random Drug
Test Selection entry screen displays:

Sample
Random
Drug Test
Selection
Screen

2 Click OK to view the Random Drug Test Selection Report on screen and/or follow
the printing directions found at “How to Use a Parameter Screen” of the User
Guide. The system creates a report similar to the following:

Random Drug Test Selection 91

Sample
Random
Drug Test
Selection
Report

3 If you previewed the report, close the preview window.

92 McLeod Software
Alcohol Tests Results
The Alcohol Tests Results screen is used to record the results of each alcohol test
administered to drivers. Trucking companies are required to randomly test for con-
trolled substances. This requirement includes a defined percentage of current employ-
ees who wish to remain CDL drivers in compliance with the Federal Motor Carrier
Association Safety Administration’s regulations. Also, all applicants for employment
on a permanent or temporary basis as a CMV driver must be given pre-employment
tests for controlled substances.

Tip: See www.fmcsa.dot.gov for more information. Please note that these regula-
tions and requirements are subject to change from time to time.

The Random Alcohol Test Selection program may be used to randomly select drivers
for testing to help you comply with the requirements. The random selection routine
only selects from Driver records that are marked as Active. When you generate the
Random Alcohol Test Selection, the program automatically creates one Alcohol Test
Results record for each driver selected, with the Result field left blank. Once a driver
has completed a test, you should retrieve this record and update it with the results.

You may also manually add records to the Alcohol Test Results screen, as needed, in
order to keep a history of all alcohol tests administered to drivers in your fleet. For
example, you may manually add records for pre-employment screening, post accident,
suspected alcohol use, out sourced random selections or as a follow-up to a previous
alcohol test.

To open the Alcohol Tests Results screen from the main menu, click Safety & Fuel Tax
Drug & Alcohol Tests Alcohol Tests Results. The Alcohol Tests Results screen dis-
plays:

Alcohol Tests Results 93

Sample
Alcohol
Tests
Results
Screen

Alcohol Tests Results Screen Fields

Test type

The Test type field displays the type of test that was administered. The options are:

Pre-employment The test was administered for screening prior to

employment.
Post-accident The test was administered following an accident.
Reasonable suspicion The test was administered due to suspicion of drug
use.
Return to duty The test was administered prior to the driver returning
to work.
MRO-generated ran- The test was administered to drivers randomly
dom selected by the Medical Review Officer.
Follow-up The test was administered as a follow-up after a prior
failed test.

94 McLeod Software
 Random The test was administered to drivers selected by the
LoadMaster Random Alcohol Test Selection program.

Driver

The Driver field displays the driver code of the person tested. The driver’s name dis-
plays to the right of the field.

Selection date

If the Test type field is Random, then the Selection date field displays the date the per-
son was randomly selected for testing. If the Test type field is anything else, then the
field displays the date the incident (pre-hiring screening, accident, suspicious activity,
etc.) occurred that prompted the testing.

Scheduled date

The scheduled date of the test displays in the Scheduled date field.

Test completed

The date that the test was administered displays in the Test completed field.

Result

The Result field indicates whether the person Passed or Failed the test.

Comment

Any comments regarding the test display in the Comment field.

Alcohol Tests Results 95

How to Manually Add Alcohol Tests Results

1 Open the Alcohol Test Results screen from the main menu by clicking Safety &
Fuel tax Drug & Alcohol Tests Alcohol Test Results.

2 Click Add . A blank Alcohol Test Results entry screen displays. Required
fields display on the screen in red text. You cannot save the record without entering
a value in the required fields. All other fields are optional.

Add an
Alcohol Test
Results
Record

3 Type or select the reason for the test in the Test type field.

4 Type or select the driver code of the driver tested in the Driver field. The
driver’s name displays to the right of the field.

5 Type or select the date that the selection was made, or the date that the event
occurred prompting the test in the Selection date field. The field defaults to the cur-
rent date.

6 Type or select the date the test is scheduled in the Scheduled date field.

7 Type or select the date the test was administered in the Test completed field.

96 McLeod Software
8 Type or select the results of the test in the Results field.

9 Type any comments regarding the test in the Comment field.

10 Click Execute .

Alcohol Tests Results 97

Alcohol Test Results Report
The Alcohol Tests Results Report provides you with a summary of alcohol tests admin-
istered during a user-defined time.

To open the Alcohol Tests Results Report parameter screen from the main menu, click
Safety & Fuel Tax Drug & Alcohol Tests Alcohol Tests Results Report. The Alco-
hol Tests Results Report parameter screen displays:

Sample
Alcohol
Tests
Results
Report
Parameter
Screen

Alcohol Tests Results Report Parameter Screen Fields

Selection dates group box

The Selection dates group box allows you to specify the selection date parameters of
the data to include in the report.

Test type

The Test type field displays the type of test that was administered. The options are:

Pre-employment The test was administered for screening prior to

employment.

98 McLeod Software
Post-accident The test was administered following an accident.
Reasonable suspicion The test was administered due to suspicion of drug
use.
Return to duty The test was administered prior to the driver returning
to work.
MRO-generated ran- The test was administered to drivers randomly
dom selected by the Medical Review Officer.
Follow-up The test was administered as a follow-up after a prior
failed test.
Random The test was administered to drivers selected by the-
LoadMaster Random Alcohol Test Selection program.

Alcohol Test Results Report 99

How to Run the Alcohol Tests Results Report

1 Open the Alcohol Test Results Report parameter screen from the main menu by
clicking Safety & Fuel tax Drug & Alcohol Tests Alcohol Test Results Report.
The Alcohol Test Results report parameter screen displays:

Alcohol Test
Results
Report
Parameter
Screen

2 In the Selection dates group box, select a selection date option and type or
select the selection date(s) to include in the report.

3 Type or select the reason that the test was administered in the Test type field.

4 Click OK.

5 Click OK to view the Alcohol Tests Results Report on screen and/or follow the
printing directions found at “How to Use a Parameter Screen” of the User
Guide. The system creates a report similar to the following:

100 McLeod Software

Sample
Alcohol Test
Results
Report

6 If you previewed the Alcohol Test Results Report, close the preview window.

Alcohol Test Results Report 101

Random Alcohol Test Selection
The Random Alcohol Test Selection screen allows you to generate a random list of
active drivers to be administered alcohol tests. The selection parameters for the test are
set up on the Random Alcohol Test Control screen. This screen controls how often you
can generate the driver selections. For example, if the Random Alcohol Test Control
screen is set up to generate the driver selections monthly, then you cannot generate the
selection more than once a month. This limitation on re-running the selection process is
provided to help verify to an auditor that results are truly random, and have not been
manipulated by office staff. For example, the program will not allow you to re-run the
random selection process just to avoid testing one or more drivers selected on a partic-
ular random selection list.

Tip:Click this link “Random Alcohol Test Control” of the System Administration
Guide for more information.

When you generate a Random Alcohol Test Selection, the program creates one Alcohol
Test Results record for each driver selected. Once the test results are in, you should
update the Alcohol Test Results record with the results of the test.

To open the Random Alcohol Test Selection screen from the main menu, click Safety
& Fuel Tax Drug & Alcohol Tests Random Alcohol Test Selection. The Random
Alcohol Test Selection screen displays:

Sample
Random
Alcohol Test
Selection
Screen

102 McLeod Software

Random Alcohol Test Selection Screen Fields

Selection frequency

The Selection frequency field displays how often the Random Alcohol Test Selection
Report can be generated, based on the settings in the Random Alcohol Test Selection
Control file. The options may be monthly, bi-monthly or quarterly.

Annual selection

The Annual selection field displays the total yearly percentage of active drivers that can
be selected for alcohol use testing. Trucking companies are currently required to per-
form random alcohol testing on their active drivers at certain annual rates, depending
on the carrier type and other factors (for more information on current regulations, see
www.fmcsa.dot.gov). For example, your company may be required to test drivers at a
10% annual rate. If you have 120 active drivers on file, and you run your random test
selection monthly, then each month the system will randomly select five drivers for
testing. After twelve months you will have tested 12 drivers, which is 10% of your
active driver population. Your actual number of active drivers may fluctuate from
month to month, but each month the program will select the number of drivers required
to meet the annual rate requirement you have selected (10% in this example) for the
number of active drivers on file that month. Please note that since the selections are
truly random each time, the program may select a driver more than once during the
twelve month period.

Last selection date

The Last selection date field displays the last date the Random Alcohol Test Selection
list was generated.

Random Alcohol Test Selection 103

How to Generate Random Alcohol Tests Selection

1 Open the Alcohol Test Results screen from the main menu by clicking Safety &
Fuel tax Drug & Alcohol Tests Random Alcohol Test Results. The Random
Alcohol Test Results entry screen displays:

Sample
Random
Alcohol Test
Selection
Screen

2 Click OK to view the Random Alcohol Test Selection Report on screen and/or fol-
low the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system creates a report similar to the following:

104 McLeod Software

Sample
Random
Alcohol Test
Selection
Report

3 If you previewed the report, close the preview window.

105
106 McLeod Software
Chapter 4
Fuel Tax

Random Alcohol Test Selection 107

108 McLeod Software
4 Fuel Tax

Fuel Tax Overview

The Fuel Tax section of the Safety a & Fuel tax module provides tools to transfer mile-
age information from the Dispatch module, to record mileage on tripsheets if you pre-
fer not to transfer the information from Dispatch, to record fuel purchases if you do not
utilize the Fuel module and to create fuel tax history records from the mileage informa-
tion (from either Dispatch or the Tripsheet Entry screen) and fuel information (from
either the Fuel Entry screens or the Fuel module). It also enables you to calculate and
record both tractor and fleet miles per gallon. Finally, you can use the Fuel Mileage by
State and Fuel Mileage by Tractor report parameter screens to create reports detailing
the fuel tax owed by state and by tractor.

Tip: If you utilize a fuel tax reporting service (such as Comdata, Inter-Tax, J.J.
Keller & Associates, ALK Technologies, etc.) and have purchased the optional Load-
Master Fuel Tax Interface module, you do not need to use any of the screens listed
under the Fuel Tax sub-menu of Safety & Fuel Tax. Instead use the screens listed
under the Fuel Tax Interface sub-menu.

Display the Fuel Tax Sub-Menu

To display the Fuel Tax sub-menu from the main menu, click Safety & Fuel Tax Fuel
Tax. The Fuel Tax sub-menu displays:

Fuel Tax Overview 109

Fuel Tax
Sub-Menu

110 McLeod Software

Transfer to Fuel Tax
The Transfer to Fuel Tax screen allows you to transfer fuel tax information from Dis-
patch and create Fuel Tax History Records. This screen displays parameters allowing
you to select the movement records to transfer by using the tractor and date filters. A
separate fuel tax history record is created for each state within a movement. Once you
have transferred a movement’s fuel tax information, you cannot transfer again unless
the corresponding fuel tax history record is voided.

Caution: If you manually create tripsheets, you should not use the Transfer to Fuel
Tax feature.

Tip: If a tractor record is set up so that another company is responsible for the fuel
tax (the Tractor is dispatched by other company field is selected), then that tractor’s
mileage information does not transfer.

To open the Transfer to Fuel Tax screen from the main menu, click Safety & Fuel Tax
Fuel Tax Transfer to Fuel Tax. The Transfer to Fuel Tax screen displays:

Transfer to
Fuel Tax
Screen

Transfer to Fuel Tax 111

Transfer to Fuel Tax Screen Fields

Tractor group box

The Tractor group box allows you to specify the tractor(s) for the mileage information
to transfer.

Date group box

The Date group box allows you to specify the movement date(s) of the mileage infor-
mation to transfer.

MC state distance

The MC state distance field displays when you have the optional GPS Fuel Tax module
licensed. If the MC state distance field is selected , it indicates that you want to use
the GPS (Mobile Communications) state distance rather than the fuel distance setting
in the Distance Control File.

Print edit list

If the Print edit list field is selected then the program will create the Fuel Tax Edit
List by Tractor. If there are any exceptions noted on the Edit List, the Fuel Tax Post
Exceptions window displays after you close the Edit List, allowing you to correct the
exceptions before posting.

Transfer transactions

If the Transfer transactions field is selected , transfer options create state mileage
entries by tractor as it examines each of the movement records in Dispatch, creating
fuel tax history records and display the Fuel Tax Posting Report by Tractor.

112 McLeod Software

How to Transfer Fuel Tax Records

1 Open the Transfer to Fuel Tax screen from the main menu by clicking Safety &
Fuel Tax Fuel Tax Transfer to Fuel Tax. The Fuel Tax Processing screen dis-
plays:

Fuel Tax
Processing
Screen

2 In the Tractors group box fields, select the tractor option and type or select
the tractor number(s) of the fuel tax/mileage information to transfer from Dispatch.

3 In the Date group box fields, select the date option and type or select the
date of the fuel tax/mileage information to transfer from Dispatch.

4 To use the GPS State Distance, select the MC state distance field.

5 To create a Fuel Tax Edit List, leave the Print edit list field selected .

6 To transfer the fuel tax records, select the Transfer transactions field.

7 Click OK. To view the Fuel Tax Edit List by Tractor on screen and/or print the
report, click the link and follow the printing directions found at “How to Use a
Parameter Screen” of the User Guide. The system displays the Fuel Tax Edit List
by Tractor, similar to the following:

Transfer to Fuel Tax 113

Sample Fuel
Tax Edit
List by
Tractor

8 If you previewed the Fuel Tax Edit List by Tractor, close the preview window. If
there are exceptions that cannot be posted, a screen similar to the following dis-
plays:

114 McLeod Software

Fuel Tax
Post
Exceptions

To resolve any exceptions, double-click on the row containing the exception. The
Movement screen displays allowing you to enter your corrections. Once you have
corrected the exception, close the Fuel Tax Post Exceptions screen and continue to
step 9.

9 The following message displays:

Fuel Taxes
Posted
Message

10 Click Yes. A message similar to the following displays:

Posting
Successful
Message

11 Click OK.

Transfer to Fuel Tax 115

 12 To view the Fuel Tax Posting List by Tractor on screen and/or print the report, click
the link and follow the printing directions found at “How to Use a Parameter
Screen” of the User Guide. The system creates a report, similar to the following:

Sample Fuel
Tax Posting
List by
Tractor
Report

13 If you previewed the Fuel tax Posting List by Tractor, close the preview window.

116 McLeod Software

Tripsheet Entry
The Tripsheet Entry screen allows you to manually enter mileage for fuel tax reporting.
If you use the Transfer to Fuel Tax feature of the Safety & Fuel Tax module, you would
typically not use the Tripsheet Entry screen. The exception to this would be when you
have a movement where the driver went out-of-route and you need to capture these
miles.

You use the Print/Post Tripsheets command to access the Tripsheet Processing screen.
When you post tripsheets, you are posting the mileage to the Fuel Tax file and to Trip-
sheet History.

To open the Tripsheet Entry screen from the main menu, click Safety & Fuel Tax
Fuel Tax Tripsheet Entry. The Tripsheet Entry screen displays:

Tripsheet
Entry
Screen

Tripsheet Entry 117

Tripsheet Entry Screen Fields

Tractor number

The tractor number whose mileage is recorded displays in the Tractor number field.

Driver code

The driver of the tractor’s ID code displays in the Driver code field.

Trip number

The order number that the tractor was dispatched on displays in the Trip number field.

Date

The beginning date of the trip displays in the Date field.

Begin hub

The odometer reading at the beginning of the trip displays in the Begin hub field. This
field is automatically populated when you add a record based on the tractor’s prior trip-
sheets ending hub.

End hub

The odometer reading at the end of the trip displays in the End hub field. This field is
automatically populated when you add the odometer reading in the State/Mileage grid.

User ID

The user ID of the person recording the trip displays in the User ID field.

State/Mileage grid

The State/mileage grid displays each state that was traveled during the trip and the
mileage traveled within that state.

118 McLeod Software

State

The State column displays the two-character abbreviation of the state(s) traveled.

Toll

If the mileage recorded was driven on a toll road, then the letter Y displays in the Toll
column. Otherwise, the letter N displays in this column.

Loaded miles

The total number of loaded miles for a given state displays in the Loaded miles column.

Empty miles

The total number of deadhead miles for a given state displays in the Empty miles col-
umn.

Total move miles

The Total move miles field displays the total number of miles driven within the state for
this trip. This field is automatically populated when you enter the odometer reading.

Total trip miles

The Total trip miles field displays the cumulative number of miles driven for this trip.
This field is automatically populated when you enter the odometer reading.

Tip: IFTA jurisdictions may require reporting based on US measurements. Kilome-

ters may be converted to miles by using the conversion rate of 1 kilometer = 0.62137
miles.

Tripsheet Entry 119

How to Use the Enter Tripsheets Screen

Add a Tripsheet

1 Open the Tripsheet Entry screen from the main menu by clicking Safety & Fuel
Tax Fuel Tax Tripsheet Entry.

2 Click Add for a blank entry screen. View the blank Tripsheet entry screen on
your monitor. Required fields display on the screen in red text. You cannot save the
record without entering a value in these fields. All other fields are optional.

Add a Trip-
sheet
Record

3 Type or select the unit number of the tractor that was driven in the Tractor num-
berfield.

4 Type or select the driver of the tractor’s driver code in the Driver number field.
The driver’s name will display to the left of the field.

120 McLeod Software

 5 Type the driver’s order number at the time of the trip in the Trip number field.

6 Type or select the beginning date of the trip in the Date field.

7 If prior tripsheets have been entered for the tractor, the Beg hub field will be auto-
matically populated. If the haven’t, then type the odometer reading as of the begin-
ning of the trip into the Beg hub field.

8 Skip the End hub and User Id fields.

9 Click the Add grid button . The Trip Miles Screen displays:

Trip Miles
Screen

10 Type the two-character state abbreviation of the state where the trip began in the
State field.

11 If the road traveled within the state was a toll road, select the Toll field. Other-
wise, skip this step.

12 Type the number of loaded miles traveled in the state in the Loaded miles field.

13 Type the number of deadhead miles traveled in the state in the Empty miles field.

14 Click OK.

15 Repeat steps 9 through 14 for each state traveled during this trip, in the order in
which they were traveled.

16 Click Execute .

Tripsheet Entry 121

Post Tripsheets

1 Open the Tripsheet screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Tripsheet Entry.

2 Click Print/Post Tripsheet . The Tripsheet Processing screen

displays:

Tripsheet
Processing
Screen

3 In the Tractors group box fields, select the tractor option and type or select
the desired tractor number(s) of the tripsheets to print/post.

4 In the Date group box fields, select the tripsheet date and type or select the
desired tripsheet date(s) to print/post.

5 To post tripsheets entered by all users, leave the asterisk (*) in the User id field. To
post only the tripsheets that you entered, click the User id button . To
switch back from your login ID to all users, click the Default login button
. To post tripsheets that another user entered, type the user’s login ID in
the User id field.

6 To create a Tripsheet Edit List, leave the Print edit list field selected .

7 To post the tripsheets select the Post transactions field.

8 Click OK. If there are exceptions that cannot be posted, a screen similar to the fol-
lowing displays:

122 McLeod Software

Tripsheet
Exceptions

To resolve any exceptions, double-click on the row containing the exception. The
Tripsheet Entry screen displays allowing you to enter your corrections. Once you
have corrected the exception, close the Tripsheet Exceptions screen and continue to
step 9.

9 To view the Tripsheet Edit List on screen and/or print the report, click the link and
follow the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system displays the Tripsheet Edit List, similar to the following:

Sample
Tripsheet
Edit List

Tripsheet Entry 123

 10 If you previewed the Tripsheet Edit List, close the preview window. The following
message displays:

Tripsheet
Ready to
Post
Message

11 Click Ok. The following message displays:

Tripsheets
Posted
Message

12 To view the Tripsheet Posting Register on screen and/or print the report, click the
link and follow the printing directions found at “How to Use a Parameter
Screen” of the User Guide. The system creates a report, similar to the following:

Sample
Tripsheet
Posting
Register

124 McLeod Software

13 If you previewed the Tripsheet Posting Register, close the preview window.

14 Click Cancel to close the Tripsheet Processing screen.

Tripsheet Entry 125

Tripsheet History
The Tripsheet History screen displays tripsheet records that were entered using the
Tripsheet Entry screen that have been posted. This screen is for viewing purposes, only.

To open the Tripsheet History screen from the main menu, click Safety & Fuel Tax
Fuel Tax Tripsheet History. The Tripsheet History screen displays:

Tripsheet
History
Screen

Tripsheet History Screen Fields

The fields displayed on the Tripsheet History screen are the same as those displayed on
the Tripsheet Entry screen, with two exceptions. The bottom of the screen displays the
total number of miles for the trip. Also, if the tripsheet has been voided, then the date it
was voided displays in the Void date field. For more information, see “Tripsheet Entry
Screen Fields” on page 118 of this Guide.

126 McLeod Software

How to Display a Tripsheet History Record

1 Open the Trip sheet History screen from the main menu by clicking Safety & Fuel
Tax Fuel Tax Tripsheet History.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

Tripsheet History 127

Fuel Ticket Entry
The Fuel Ticket Entry screen allows you to manually enter fuel tickets. You would not
use this screen if you download fuel purchases using the LoadMaster Fuel Module,
unless the fuel was purchased with cash or if you are recording terminal fuel.

You use the Print/Post Fuel Ticket command to access the Fuel Ticket Processing
screen. When you post fuel, you are posting the mileage to the Fuel Tax file and to Fuel
Ticket History.

To open the Fuel Ticket Entry screen from the main menu, click Safety & Fuel Tax
Fuel Tax Fuel Ticket Entry. The Fuel Ticket Entry screen displays:

Fuel Ticket
Entry
Screen

Fuel Ticket Entry Screen Fields

Date

The Date indicates the date that the transaction took place.

Order

The Order field indicates the driver’s order number at the time of the transaction.

128 McLeod Software

Tractor number

The Tractor number field reflects the tractor unit number that was refueled.

Driver number

The driver code of the person purchasing the fuel displays in the Driver number field.

Driver name

The Driver name field displays the name of the person who purchased the fuel.

Trailer number

The Trailer number field displays the trailer being pulled at the time of the transaction.

Reefer number

The Reefer number field displays the unit number of the reefer being pulled at the time
of the transaction.

Invoice number

The Invoice number field displays the truck stop’s invoice number.

Fuel stop code

The Fuel stop code field displays the truck stop number where the transaction took
place.

Fuel stop name

The Fuel stop name field displays the name of the truck stop.

City/State

The City/State field displays where the transaction took place. It is important that the
state is accurate for fuel tax reporting purposes.

Fuel Ticket Entry 129

 Hub reading

The Hub reading field displays the tractor’s current hub (or odometer) reading at the
time of the transaction. If this information is not provided, then the program cannot cal-
culate the year-to-date MPG and MPG for this fill up using the Calculate MPG screen.

User

The user ID of the person entering the fuel ticket automatically displays in the User
field.

Gallons purchased

The number of gallons of fuel purchased for this transaction displays in the Gallons
purchased field.

Tip: IFTA jurisdictions may require reporting based on United States measure-
ments. Liters may be converted to gallons by using the conversion rate of 1 liter =
0.2642 gallons.

Highway

If the Highway field is selected , it indicates that the fuel is highway fuel (will be
used for driving as opposed to reefer fuel, for example).

Price per gallon

The Price per gallon field displays the price per gallon of the fuel.

Total

The Total field displays the amount paid for the fuel.

Problem

If the Problem field is selected , it indicates that the there is no movement record
indicating that the tractor drove any miles within the state that the fuel was purchased
in on the purchase date. If this field is selected, it will display with red text, but will not
prevent you from posting the fuel ticket.

130 McLeod Software

Caution: If the Fuel Tax Control file is not set to post problem fuel tickets, it will
prevent you from posting the record.

Fuel Ticket Entry 131

How to Use the Enter Fuel Tickets Screen

Add a Fuel Ticket

1 Open the Fuel Ticket screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Ticket Entry.

2 Click Add for a blank entry screen. View the blank Fuel entry screen on your
monitor. Required fields display on the screen in red text. You cannot save the
record without entering a value in these fields. All other fields are optional.

Add a Fuel
Ticket
Record

3 Type or select the transaction date of the purchase in the Date field.

132 McLeod Software

4 Type the driver’s order number at the time of the transaction in the Order field.

Tip: The order number entered must be valid. If it is not, the following message
displays:

5 Type or select the unit number of the tractor that was fueled in the Tractor num-
ber field.

Tip: The Tractor must be dispatched on a movement associated with the order.

6 Type or select the driver of the tractor’s driver code in the Driver number field.
The Driver name field will be automatically populated.

Tip: The driver must be dispatched on a movement associated with the order.

7 Type or select the trailer code of the trailer being hauled in the Trailer number
field. Or, type the code of the reefer being hauled in the Reefer number field.

Tip: The trailer must be dispatched on a movement associated with the order.

Fuel Ticket Entry 133

 8 Type the truck stop’s transaction number in the Invoice number field.

9 Type or select the code of the truck stop where fuel was purchased in the Fuel
stop code field. The Fuel stop name and the City/St fields will be automatically pop-
ulated.

Tip: If you choose not to setup fuel stops, you can leave the fuel stop name blank but
you must fill in the city and state.

10 To calculate the year-to-date MPG and MPG for this fill up using the Calculate
MPG screen type the odometer reading at the time of purchase in the Hub reading
field.

11 Type the number of gallons of fuel purchased in the Gallons purchased field.

12 Type the cost per unit of the fuel purchased in the Price per gallon field. The Total
field will be automatically populated.

13 If the fuel purchased is to be used for driving the tractor, leave the Highway field
selected . If the fuel is for other purposes (such as reefer fuel), clear this
field.

14 The User field will be automatically populated.

15 Click Execute . If the tractor that you entered does not have any movements
indicating that it drove through the state (displayed in the City/St field) during the
week surrounding the date (displayed in the Date field), a message similar to the
following will display:

Fuel Ticket
Entry Prob-
lem
Message.

134 McLeod Software

 To continue adding the fuel ticket, click Yes. The Problem field will be selected and
display with red text. To abort the fuel ticket entry, click No.

If you entered more than 400 gallons of gasoline purchased, the following message
displays:

Fuel Volume
Warning
Message

To continue adding the fuel ticket, click Yes.

Post Fuel Tickets

1 Open the Fuel Ticket screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Ticket Entry.

2 Click Print/Post Fuel Ticket . The Fuel Ticket Processing screen dis-
plays:

Fuel Ticket
Processing
Screen

Fuel Ticket Entry 135

 3 In the Tractors group box fields, select the tractor option and type or select
the tractor number(s) of the fuel tickets to print/post.

4 In the Drivers group box fields, select the driver option and type or select
the driver number(s) of the fuel tickets to print/post.

5 In the Date group box fields, select the date option and type or select the
transaction date(s) of the fuel tickets to print/post.

6 To post fuel tickets entered by all users, leave the asterisk (*) in the User id field.
To post only the fuel tickets that you entered, click the User id button .
To switch back from your login ID to all users, click the Default login button
. To post fuel tickets that another user entered, type the user’s login ID in
the User id field.

7 In the Sort by field, select or type the sort by option for sorting the edit list.

8 To create a Fuel Ticket Edit List, leave the Print edit list field selected .

9 To post the transactions, select the Post transactions field.

10 Click OK. If there are exceptions that cannot be posted, a screen similar to the fol-
lowing displays:

Fuel Ticket
Exceptions

To resolve any exceptions, double-click on the row containing the exception. The
Fuel Ticket Entry screen displays allowing you to enter your corrections. Once you

136 McLeod Software

 have corrected the exception, close the Tripsheet Exceptions screen and continue to
step 11.

11 Click OK. To view the Fuel Ticket Edit List on screen and/or print the report, click
the link and follow the printing directions found at “How to Use a Parameter
Screen” of the User Guide. The system displays the Fuel Ticket Edit List, similar
to the following:

Sample Fuel
Ticket Edit
List

12 If you previewed the Fuel Ticket Edit List, close the preview window. The follow-
ing message displays:

Fuel Ticket
Posting
Success
Message

Fuel Ticket Entry 137

 13 To view the Fuel Ticket Posting List on screen and/or print the report, click the link
and follow the printing directions found at “How to Use a Parameter Screen” of
the User Guide. The system creates a report, similar to the following:

Sample Fuel
Ticket Post-
ing List

14 If you previewed the Fuel Ticket Posting List, close the preview window.

15 Click Cancel to close the Fuel Ticket Processing screen.

138 McLeod Software

Fuel Ticket History
The Fuel Ticket History screen displays fuel ticket records that were entered using the
Fuel Ticket Entry screen that have been posted. It also displays fuel transaction records
that were posted using the Fuel module. This screen is for viewing purposes, only.

To open the Fuel Ticket History screen from the main menu, click Safety & Fuel Tax
Fuel Tax Fuel Ticket History. The Fuel Ticket History screen displays:

Fuel Ticket
History
Screen

Fuel Ticket History Screen Fields

The fields displayed on the Fuel Ticket History screen are the same as those displayed
on the Fuel Ticket Entry screen with one exception. If the tripsheet has been voided,
then the date it was voided displays in the Void date field on the bottom of the screen.
For more information about the Fuel Ticket Entry fields, see “Fuel Ticket Entry
Screen Fields” on page 128 of this Guide.

Fuel Ticket History 139

How to Display a Fuel Ticket History Record

1 Open the Fuel tax rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Ticket History.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

140 McLeod Software

How to Update the Hub on a Fuel Ticket History
Record

1 Open the Fuel tax rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Ticket History.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

5 Click Update Hub .

6 A screen similar to the following displays:

Update Hub
Field
Screen

7 Type the new hub reading in the New hub reading field.

8 Click Ok.

9 Click Execute .

Fuel Ticket History 141

How to Update the Driver on a Fuel Ticket History
Record

1 Open the Fuel tax rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Ticket History.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

5 Click Update Driver .

6 A screen similar to the following displays:

Update
Driver Field
Screen

7 Type the new driver in the New driver field.

8 Click Ok.

9 Click Execute .

142 McLeod Software

Fuel Stops
The Fuel Stop screen allows you to predefine fuel stops where your drivers frequently
purchase fuel. This assists in speeding up fuel ticket entry by eliminating the need to
enter fuel stop names and locations. You can also use this screen to record directions to
the stop, pricing information, hours of operation, amenities, etc.

To open the Fuel Stops screen from the main menu, click Safety & Fuel Tax Fuel Tax
Fuel Stops. The Fuel Stops screen displays:

Fuel Stops
Screen

Fuel Stops Screen Fields

Fuel stop code

The unique code representing the fuel stop displays in the Fuel stop code field. This
field can contain up to six alpha-numeric characters. Use only letters (A through Z)
and/or numbers (0 through 9) to define the code.

Fuel Stops 143

 Name

The Name field indicates the name of the fuel stop. This field can contain up to 40
alpha-numeric characters.

Address

The Address field reflects the fuel stop’s street address. This field can contain up to 40
alpha-numeric characters.

City/St

The city and state that the fuel stop is located in displays in the City/St field. When you
enter data into this field, the program checks your entry against the City and State
tables to make sure you have entered a valid city and state.

Phone

The Phone field displays the telephone number of the fuel stop. The field may automat-
ically be formatted to the company format set on the Company Codes screen. Click this
link “Company Codes” of the System Administration Guide for more information.

East-West

The East-West field displays the nearest route, highway or interstate, running east to
west, nearest the truck stop. This field is for informational purposes only.

North-South

The North-South field displays the nearest route, highway or interstate, running north to
south, nearest the truck stop. This field is for informational purposes only.

Other

The Other field displays any other routes, highways or interstates near the truck stop.

Latitude

The Latitude field displays the latitude of the truck stop’s location. This field is for
informational purposes only.

144 McLeod Software

 Longitude

The Latitude field displays the longitude of the truck stop’s location. This field is for
informational purposes only.

Comments Tab

As the name suggests, the Comments tab displays any comments you have entered
about the truck stop.

Pricing Tab

The Pricing tab provides a tab to record specific pricing information for this fuel stop.
The information displayed on the Pricing tab is for informational purposes only. Click
the Pricing tab and view a screen similar to the following on your monitor:

Sample Fuel
Stop Screen
- Pricing
Tab

Hours of Operation Tab

The Hours of Operation tab displays the fuel stop’s opening and closing time for each
week day. The information displayed on the Hours of Operation tab is for informa-
tional purposes only. Click the Hours of Operation tab and view a screen similar to the
following on your monitor:

Fuel Stops 145

Sample Fuel
Stop Screen
- Hours of
Operation
Tab

Characteristics Tab

The Characteristics tab provides a tab to record specific characteristics of this fuel stop.
The information displayed on the Characteristics tab is for informational purposes only.
Click the Characteristics tab and view a screen similar to the following on your moni-
tor:

Sample Fuel
Stop Screen
- Character-
istics Tab

Amenities Tab

The Amenities tab provides a tab to record information about the amenities offered by
this fuel stop. The information displayed on the Amenities tab is for informational pur-
poses only. Click the Amenities tab and view a screen similar to the following on your
monitor:

146 McLeod Software

Sample Fuel
Stop Screen
- Amenities
Tab

Services Tab

The Services tab provides a tab to record information about the services offered by this
fuel stop. The information displayed on the Services tab is for informational purposes
only. Click the Services tab and view a screen similar to the following on your monitor:

Sample Fuel
Stop Screen
- Services
Tab

Fuel Stops 147

How to Enter Fuel Stop Records

1 Open the Fuel Stop screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Stops.

2 Click Add for a blank entry screen. View the blank Fuel Stop entry screen on
your monitor. Required fields display on the screen in red text. You cannot save the
record without entering a value in these fields. All other fields are optional.

Add a Fuel
Stop Record

3 Type up to six alpha-numeric characters to represent the fuel stop in the Fuel stop
code field. Use only letters (A through Z) and/or numbers (0 through 9) to define
the code.

4 Type up to 40 alpha-numeric characters for the fuel stop’s name in the Name field.

5 Type up to 40 alpha-numeric characters for the fuel stop’s street address in the
Address field.

148 McLeod Software

6 Type the city name and two character state abbreviation for the fuels stop’s state in
the City/State field.

7 Enter information in the remaining fields as desired.

Tip: The remaining fields are for informational purposes only.

8 Click Execute .

Fuel Stops 149

Tractor MPG
The Tractor MPG screen records are automatically generated when you run the Calcu-
late MPG routine and are for viewing and reference purposes only. It displays the
results of the Calculate MPG routine that calculates miles per gallon for each tractor
and fleet, by tractor. The program uses this information when you create the Fuel Mile-
age by Tractor Report.

To open the Tractor MPG screen from the main menu, click Safety & Fuel Tax Fuel
Tax Tractor MPG. The Tractor MPG screen displays:

Tractor
MPG
Screen

Tractor MPG Screen Fields

Tractor number

The tractor number of the tractor whose miles per gallon were calculated displays in
the Tractor number field.

Calculation date range/to

The date range (beginning and ending dates) used to calculate the miles per gallon dis-
play in the Calculation date range and to fields.

Fleet MPG

150 McLeod Software

The average miles per gallon for this tractor’s fleet, during the calculation date range
displays in the Fleet MPG field.

Tractor MPG

The average miles per gallon for this tractor, during the calculation date range displays
in the Tractor MPG field.

Tractor MPG 151

How to Display a Tractor MPG Record

1 Open the Tractor MPG screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Tractor MPG.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

152 McLeod Software

Driver MPG Report
The Driver MPG Report uses the fuel ticket history records to create a report showing
actual odometer miles versus actual gallons purchased for a time period. Commands
are available in the Fuel Ticket History screen that allow you to update the driver or
odometer amounts on a posted fuel ticket. Click the link “How to Update the Hub on
a Fuel Ticket History Record” on page 141 or “How to Update the Driver on a
Fuel Ticket History Record” on page 142 to update these fields.

To open the Driver MPG Report screen from the main menu, click Safety & Fuel Tax
Fuel Tax Driver MPG Report. A screen similar to the following displays:

Driver
MPG
Screen

Driver MPG Screen Fields

Dates group box

The Dates group box allows you to specify the date or date range to include in the sum-
mary.

Driver group box

The Driver group box allows you to filter the data by driver to include on the report.

Driver MPG Report 153

 Driver manager group box

The Driver manager group box allows you to filter the data by driver manager to
include on the report.

Group by

The Group by field allows you to produce sub-totals for the report by Driver and Driver
manager.

Report type

The Report type field allows you to produce a Detailed or Summary report.

154 McLeod Software

How to Generate the Driver MPG Report

1 Open the Driver MPG Report screen from the main menu by clicking Safety &
Fuel Tax Fuel Tax Driver MPG Report. A screen similar to the following dis-
plays:

Driver
MPG
Screen

2 In the Dates range box, select the dates desired to include in the report.

3 In the Drivers group box, select the driver option and type or select the
desired drivers to include in the report.

4 In the Driver manager group box, select the driver manager option and type or
select the desired driver managers to include in the report.

5 In the Group by field, select the desired grouping for sub-totals for the report.

6 In the Report by field, select whether a detailed or summary report is desired.

7 Click OK to view the Driver MPG Report on screen and/or click the link and fol-
low the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system creates a report similar to the following:

Driver MPG Report 155

Sample
Driver
MPG
Report

8 If you previewed the report, close the preview window.

156 McLeod Software

Fuel Tax Rates
The rates entered on the Fuel Tax Rates screen are used by the Fuel Mileage by State
and Fuel Mileage by Tractor reports to calculate the approximate fuel tax owed to the
state for each tractor’s IFTA fuel taxes. The rates charged by each state are displayed on
this screen.

The formula used to calculate fuel tax amounts is as follows:

Fuel Tax = (Gallons Consumed multiplied by Fuel Tax Rate) plus (Gallons Consumed
multiplied by Fuel Surcharge*) less (Gallons Purchased multiplied by Fuel Credit
Rate)

Where Gallons Consumed = Miles divided by Fleet MPG

*Where applicable. A fuel surcharge is an additional charge that may apply to an

order. It is designed to accommodate rapidly changing fuel prices that may occur
between the time that an order is placed and when it is delivered.

Caution: If you believe a state’s calculation is different from the above, please con-
tact your account manager at McLeod Software.

On the Fuel Mileage by State Report, this calculation is made for each state by tractor,
then total fuel tax owed to or due from the state is printed.

Caution: Be very careful with the information entered on this screen and make sure
that you keep the information up-to-date. States may change their rates or method of
calculation. Mistakes may cause you to over or under charge owner operators.

Fuel Tax Rates 157

 Tip: The Fuel Tax Reporting module is currently designed to compute total miles
and total fuel consumed and purchased in each state, to allow you to transfer these
totals to the required IFTA and state reports. Other information may be required to
complete the reports for some states (for example, information for a highway use tax
or a ton mile tax).

The Loaded and Empty tax rates on the Fuel Tax Rate file are for informational pur-
poses only. However, the Loaded and Empty Miles are reported on the Fuel Tax
Report and can be used for a manual highway use tax calculation.

To open the Fuel Tax Rates screen from the main menu, click Safety & Fuel Tax Fuel
Tax Fuel Tax Rate. The Fuel Tax Rates screen displays:

Fuel Tax
Rates
Screen

Fuel Tax Rates Screen Fields

State

The fuel tax state’s two-character state abbreviation displays in the State field.

Fuel tax rate

The monetary amount of taxes charged per gallon of fuel consumed in this state dis-
plays in the Fuel tax rate field.

158 McLeod Software

Fuel credit rate

The monetary amount of credit (in dollars) that the state allows per gallon of fuel pur-
chased in this state displays in the Fuel credit rate field.

Loaded mile tax

The monetary amount of taxes charged per loaded mile driven in this state displays in
the Loaded mile tax field. This field is for informational purposes only and, although
loaded and empty miles are displayed on the Fuel Mileage by State Report and the Fuel
Mileage by Tractor Report, it is not included in any calculation of fuel tax information.

Empty mile tax

The monetary amount of taxes charged per empty mile driven in this state displays in
the Empty mile tax field. This field is for informational purposes only and, although
loaded and empty miles are displayed on the Fuel Mileage by State Report and the Fuel
Mileage by Tractor Report, it is not included in any calculation of fuel tax information.

Fuel surcharge

The monetary amount of fuel surcharge taxes per mile driven in this state displays in
the Fuel surcharge field. States that charge a fuel surcharge include Indiana, Kentucky,
Michigan, Ohio and Virginia.

Credit

If the Credit field is selected , it indicates that the state provides a refund if you pur-
chase more fuel than you use within the state. If the field is not selected , then
refunds are not provided. This field is for informational purposes only.

Driver refund

If the Driver refund field is selected , it indicates that you credit a charge back
amount if an owner/operator purchases more fuel than they use within the state. If the
field is not selected , then credits are not provided. This field effects whether the
Fuel Tax Report by Tractor will credit a tractor in the state when fuel purchased is
greater than fuel consumed. This is useful if your company is using the report to
charge back owner-operator tractors for fuel tax. You can choose to give an owner
credit (or not) for over purchasing fuel in the state, whether or not the state will credit
the company for over purchasing fuel in the state fleet as a whole.

Fuel Tax Rates 159

How to Enter Fuel Tax Rates

1 Open the Fuel Tax Rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Tax Rate.

2 Click Add for a blank entry screen. View the blank Fuel Tax Rate entry
screen on your monitor. Required fields display on the screen in red text. You can-
not save the record without entering a value in these fields. All other fields are
optional.

Add a Fuel
Tax Rate
Record

3 Type the two-character state abbreviation for the state in the State field.

4 Type the state’s fuel tax rate for miles traveled within the state in the Fuel tax rate
field. Rates should be entered with four decimal places. For example, a $0.15 tax
rate should be entered as 0.1500.

5 Type the state’s fuel tax credit rate for fuel purchased, but not consumed within the
state in the Fuel credit rate field. Rates should be entered with four decimal places.
For example, a $0.15 tax credit rate should be entered as 0.1500.

6 Skip the Loaded mile tax and Empty mile tax fields.

160 McLeod Software

7 For Indiana, Kentucky, Michigan, Ohio and Virginia, type the fuel surcharge rate in
the Fuel surcharge field. Rates should be entered with four decimal places. For
example, a $0.15 fuel surcharge rate should be entered as 0.1500.

Caution: Any state is subject to change their fuel tax rate and calculation method at
any time. Be sure that you monitor this information with the appropriate agencies.

8 If the state allows refund credit for over-purchasing fuel within the state (your fleet
purchases more fuel than it consumes within the state), select the Credit field.
Otherwise, leave the box blank.

9 If you provide refunds to owner/operators who purchase more fuel than they use
within a state, select the Driver refund field. Otherwise, leave this box blank.

10 Click Execute .

Fuel Tax Rates 161

Fuel Tax History
The Fuel Tax History screen provides a record of all fuel/mileage records used to create
fuel tax information (Fuel Mileage by State and Fuel Mileage by Tractor Reports).
These records may originate from either the Transfer to Fuel Tax process (transferring
mileage information from Dispatch), Posted Tripsheet Entry, Posted Fuel Ticket Entry,
or Fuel Downloads (from the Fuel module).

These records are typically “view-only” records. However, you use this screen to void
a particular fuel tax record. You can also use the Void Fuel Tax Processing screen to
void multiple fuel tax history records. When you void a fuel tax history record, you are
are also updating the supporting documentation. The following table illustrates what is
updated based on the source of the fuel tax history record:

Fuel Tax History Record’s Source Impact of Voiding the Record

Transferred from Dispatch The fuel tax history record is voided and the
movement record’s Fuel Tax field is updated
to reflect no transfer date.
Tripsheet Entry The fuel tax history record and tripsheet his-
tory record are voided.
Fuel Ticket Entry The fuel tax history record and fuel ticket
history record are voided.
Fuel Download The fuel tax history record and fuel ticket
history record are voided.

To open the Fuel Tax History screen from the main menu, click Safety & Fuel Tax
Fuel Tax Fuel Tax History. The Fuel Tax History screen displays:

162 McLeod Software

Fuel Tax
History
Screen

Fuel Tax History Screen Fields

Tractor number

The tractor number associated with the fuel/mileage information displays in the Tractor
number field.

Trailer number

The trailer number (if any) associated with the fuel/mileage information displays in the
Trailer number field.

Source record date

The original date of the transaction creating the fuel tax history record (movement date,
fuel purchase date, etc.) displays in the Source record date field.

Order number

If the data originated from the Transfer to Fuel Tax process, then the order number
associated with the mileage displays in the Order number field.

Move number

If the data originated from the Transfer to Fuel Tax process, then the movement num-
ber associated with the mileage displays in the Move number field.

Fuel Tax History 163

 Posting date

The date the data was posted to the Fuel Tax History program displays in the Posting
date field.

State

The two-character abbreviation of either the state the miles were driven in or the state
the gasoline was purchased in displays in the State field.

Toll

If the Toll field is selected , it indicates that the miles were driven on a toll road.

Gallons

The number of gallons purchased for the record are displayed in the Gallons field.

Empty miles

The number of empty miles driven in the state (recorded in the State field) display in
the Empty miles field.

Loaded miles

The number of loaded miles driven in the state (recorded in the State field) display in
the Loaded miles field.

Source

The Source field indicates the origination point of the Fuel Tax History record. The
options are:

Transferred from dis- The record was created during the Transfer to Fuel Tax
patch process when mileage data was transferred from the
Dispatch module.
Posted trip sheet A tripsheet record was created using the Tripsheet
Entry screen and posted, creating a fuel tax history
record.

164 McLeod Software

 Posted fuel ticket A fuel ticket record was created using the Fuel Ticket
Entry screen and posted, creating a fuel tax history
record.
Posted fuel download A fuel transaction record was created in the Fuel mod-
ule by downloading fuel data. A fuel tax history record
was created when this record was posted.

Void date

If the fuel tax record was voided, then the Void date field displays the date the transac-
tion was voided.

Fuel Tax History 165

How to Use the Fuel Tax History Screen

Display a Fuel Tax History Record

1 Open the Fuel tax rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Tax History.

2 Click Search .

3 Type the parameters for the record you are searching for in the relevant field(s).

4 Click Execute .

Void a Fuel Tax History Record

1 Open the Fuel tax rates screen from the main menu by clicking Safety & Fuel Tax
Fuel Tax Fuel Tax History.

2 Click Search .

3 Type the parameters for the record you want to void in the relevant field(s).

4 Click Execute .

5 Click Void . The program displays the following message:

Fuel Tax
History
Voided
Message

166 McLeod Software

6 Click Ok. The fuel tax history record will now have the current date displayed in
the Void date field.

Tip: You can void multiple fuel tax history records using the Void Fuel Tax Process-
ing screen.

Fuel Tax History 167

Calculate MPG
The Calculate MPG screen reads information posted to the Fuel Tax table (mileage and
gallons purchased) to calculate the fleet and tractor miles-per-gallon.

Caution: You should run this routine before you create the Fuel Mileage by Tractor
Report or the Fuel Mileage by State Report so that the fleet MPG will be accurate.
Also, you should run the report for the same dates that you entered in the Calculate
MPG screen.

To open the Calculate MPG screen from the main menu, click Safety & Fuel Tax
Fuel Tax Calculate MPG. The Calculate MPG screen displays:

Calculate
MPG
Screen

Tip: This screen can also be opened from the Fuel Mileage by Tractor screen and
the Fuel Mileage by State screen using the Edit/Post Tractor MPG command.

168 McLeod Software

Calculate MPG Screen Fields

Date group box

The Date group box allows you to specify the date(s) of the mileage/gallons informa-
tion to use in calculating the fleet and tractor MPG.

Print edit list

If the Print edit list field is selected then the program will create the Tractor MPG
Edit List.

Post transactions

If the Post transactions field is selected then the program will post the fleet and
tractor MPG to the Tractor MPG file, creating Tractor MPG records and display the
Tractor MPG Posting Report.

Calculate MPG 169

How to Use the Calculate MPG Screen

1 Open the Calculate MPG screen from the main menu by clicking Safety & Fuel
Tax Fuel Tax Calculate MPG. The Tractor MPG Processing screen displays:

Tractor
MPG Pro-
cessing
Screen

2 In the Date group box fields, select the Date option and type or select the
mileage/fuel date(s) to use in processing MPG.

3 To create a Tractor MPG Edit List, leave the Print edit list field selected .

4 To post the transactions, select the Post transactions field.

5 Click OK. If there are exceptions that cannot be posted, a screen similar to the fol-
lowing displays:

170 McLeod Software

Tractor
MPG
Report
Exceptions

To resolve any exceptions, double-click on the row containing the exception. The
Fuel Tax Entry screen displays allowing you to enter your corrections. Once you
have corrected the exception, close the Tractor MPG Report Exceptions screen and
continue to step 6.

6 To view the Tractor MPG Edit List on screen and/or print the report, click the link
and follow the printing directions found at “How to Use a Parameter Screen” of
the User Guide. The system displays the Tractor MPG Edit List, similar to the fol-
lowing:

Calculate MPG 171

Sample
Tractor
MPG Edit
List

7 If you previewed the Tractor MPG Edit List, close the preview window. A message
similar to the following displays:

Tractor
MPG Post-
ing Success
Message

8 Click OK. To view the Fuel Ticket Posting List on screen and/or print the report,
click the link and follow the printing directions found at “How to Use a Parame-

172 McLeod Software

 ter Screen” of the User Guide. The system creates a report, similar to the follow-
ing:

Sample
Tractor
MPG Post-
ing List

9 If you previewed the Tractor MPG Posting List, close the preview window.

Calculate MPG 173

Fuel Mileage by State
The Fuel Mileage by State Report parameter screen generates a report that shows the
total miles run and total fuel purchased by state. These totals can be used when com-
pleting fuel tax reports. The report is further sorted and subtotaled by tractor. If current
fuel tax rates are present, this report displays an estimate of your potential fuel tax lia-
bility for each state. This monetary amount should not be transferred directly to the fuel
tax report, but can be useful as a reference to check that the report has been completed
accurately and that the correct rates are on file. The amount on this report may vary
slightly from the amount you file due to rounding differences. You can also use the
report to determine if you are purchasing excess amounts of fuel (purchasing more than
is consumed) in states with higher tax rates.

Caution: Before you run the Fuel Mileage by State Report, it is very important to
calculate the fleet MPG for the same dates as your report. To do this, follow the
instructions listed under “How to Use the Calculate MPG Screen” on page 170
of this guide.

The formula used to calculate fuel tax amounts is as follows:

Fuel Tax = (Gallons Consumed multiplied by Fuel Tax Rate) plus (Gallons Con-
sumed multiplied by Fuel Surcharge*) less (Gallons Purchased multiplied by Fuel
Credit Rate)

Where Gallons Consumed = Miles divided by Fleet MPG

*Where applicable.

Caution: If you believe a state’s calculation is different from the above, please con-
tact your account manager at McLeod Software.

To open the Fuel Mileage by State report parameter screen from the main menu, click
Safety & Fuel Tax Fuel Tax Fuel Mileage by State. The Fuel Mileage by State
report parameter screen displays:

174 McLeod Software

Fuel Mile-
age by State
Report
Parameter
Screen

Fuel Mileage by State Report Parameter Screen Fields

Date group box

The Date group box allows you to specify the date(s) of the mileage/gallons informa-
tion to use in calculating the fuel taxes.

State group box

The State group box allows you to specify the state(s) that you want to include in the
report.

Detailed/Summary

If the Detailed field is selected then the program will create a report showing infor-
mation by state, further broken down by tractor. If the Summary field is selected
then the program will create a report showing total information by state.

Fuel Mileage by State 175

 Edit/Post Tractor MPG

The Edit/Post Tractor MPG command offers a shortcut the Calculate MPG screen. The
command is listed on this screen to encourage you to first calculate the MPG for the
same date range that you want to use in running your report. This encourages you to
correctly calculate the fleet MPG for the date range reported on.

176 McLeod Software

How to Create the Fuel Mileage by State Report

1 Open the Fuel Mileage by State report parameter screen from the main menu by
clicking Safety & Fuel Tax Fuel Tax Fuel Mileage by State. The Fuel Mileage
by State report parameter screen displays:

Fuel Mile-
age by State
Report
Parameter
Screen

2 In the Date group box fields, select a date option and type or select the
date(s) to use in processing the report.

3 In the State group box fields, select a date option and type or select the state
abbreviation(s) to use in processing the report.

4 To create a report that lists state information broken down by tractor, leave the
Detailed field selected . To see the information by state, only, select the Sum-
mary field.

5 If you haven’t already run the Calculate MPG program for the dates indicated in
step 2, click the Edit/Post Tractor MPG command and follow steps 2 through 9
listed under “How to Use the Calculate MPG Screen” on page 170 of this
Guide.

Fuel Mileage by State 177

 6 Click OK. To view the Fuel Mileage Report by State on screen and/or print the
report, click the link and follow the printing directions found at “How to Use a
Parameter Screen” of the User Guide. The system displays the Fuel Mileage
Report by State, similar to the following:

Sample Fuel
Mileage
Report by
State

7 If you previewed the Fuel Mileage Report by State, close the preview window.

178 McLeod Software

Fuel Mileage by Tractor
The Fuel Mileage by Tractor Report parameter screen generates a report that shows the
total miles run and total fuel purchased by tractor. It is further sorted and subtotaled by
state. If current fuel tax rates are present, this report displays your potential fuel tax lia-
bility for each tractor. The primary purpose of this report is to provide you with a

Caution: You should have a fuel tax rate entered for the state(s) that you are report-
ing for. If no fuel tax rate is set up, the calculation on the report will display as (0)
zero.

method of calculating charges or reimbursements for owner/operators for fuel tax.

Caution: Before you run the Fuel Mileage by Tractor Report, it is very important to
calculate the fleet MPG for the same dates as your report. To do this, follow the
instructions listed under “How to Use the Calculate MPG Screen” on page 170
of this guide.

The formula used to calculate fuel tax amounts is as follows:

Fuel Tax = (Gallons Consumed multiplied by Fuel Tax Rate) plus (Gallons Con-
sumed multiplied by Fuel Surcharge*) less (Gallons Purchased multiplied by Fuel
Credit Rate)

Where Gallons Consumed = Miles divided by Fleet MPG

*Where applicable.

Caution: If you believe a state’s calculation is different from the above, please con-
tact your account manager at McLeod Software.

Fuel Mileage by Tractor 179

 To open the Fuel Mileage by Tractor report parameter screen from the main menu,
click Safety & Fuel Tax Fuel Tax Fuel Mileage Report by Tractor. The Fuel Mile-
age by Tractor Report parameter screen displays:

Fuel Mile-
age by
Tractor
Report
Parameter
Screen

Fuel Mileage by Tractor Report Parameter Screen Fields

Date group box

The Date group box allows you to specify the date(s) of the mileage/gallons informa-
tion to use in calculating the MPG.

Tractor group box

The Tractor group box allows you to specify the tractor(s) that you want to include in
the report.

180 McLeod Software

Detailed/Summary

If the Detailed field is selected then the program will create a report showing infor-
mation by state, further broken down by fleet or tractor. If the Summary field is
selected then the program will create a report showing total information by state.

Tax by: Fleet/Tractor

If the Fleet field is selected then the program will create a report showing informa-
tion by fleet. If the Tractor field is selected then the program will create a report
showing by tractor.

Edit/Post Tractor MPG

The Edit/Post Tractor MPG command offers a shortcut the Calculate MPG screen. The
command is listed on this screen to encourage you to first calculate the MPG for the
same date range that you want to use in running your report. This encourages you to
correctly calculate the fleet MPG for the date range reported on.

Fuel Mileage by Tractor 181

How to Create the Fuel Mileage by Tractor Report

1 Open the Fuel Mileage by Tractor report parameter screen from the main menu by
clicking Safety & Fuel Tax Fuel Tax Fuel Mileage by Tractor. The Fuel Mile-
age by Tractor report parameter screen displays:

Fuel Mile-
age by
Tractor
Report
Parameter
Screen

2 In the Date group box fields, select the date option and type or select the
date to use in processing the report.

3 In the Tractor group box fields, select the date option and type or select the
tractor code number to use in processing the report.

4 To create a report that lists tractor information broken down by state, leave the
Detailed field selected . To see the information by tractor, only, select the
Summary field.

5 To create a report that lists fleet information rather than tractor, leave the Fleet field
selected . To see the information by tractor rather than fleet select the Tractor
field.

182 McLeod Software

 6 If you haven’t already run the Calculate MPG program for the dates indicated in
step 2, click the Edit/Post Tractor MPG command and follow steps 2 through 9
listed under “How to Use the Calculate MPG Screen” on page 170 of this
Guide.

7 Click OK. To view the Fuel Mileage Report by Tractor on screen and/or print the
report, click the link and follow the printing directions found at “How to Use a
Parameter Screen” of the User Guide. The system displays the Fuel Mileage
Report by Tractor, similar to the following:

Sample Fuel
Mileage
Report by
Tractor

8 If you previewed the Fuel Mileage Report by Tractor, close the preview window.

Fuel Mileage by Tractor 183

Void from Fuel Tax
The Void from Fuel Tax screen offers you a method to void fuel tax history records.
You can void one fuel tax history record at a time using the Fuel Tax History screen.
The Void from Fuel Tax screen allows you to void multiple records at a time. When
you void a fuel tax history record, you are also updating the supporting documentation.
The following table illustrates what is updated based on the source of the fuel tax his-
tory record:

Fuel Tax History Record’s Source Impact of Voiding the Record

Transferred from Dispatch The fuel tax history record is voided and the
movement record’s Fuel Tax field is updated
to reflect no transfer date.
Tripsheet Entry The fuel tax history record and tripsheet his-
tory record are voided.
Fuel Ticket Entry The fuel tax history record and fuel ticket
history record are voided.
Fuel Download The fuel tax history record and fuel ticket
history record are voided.

To open the Void from Fuel Tax screen from the main menu, click Safety & Fuel Tax
Fuel Tax Void from Fuel Tax. The following screen displays:

Void Fuel
Tax Pro-
cessing
Screen

184 McLeod Software

Void from Fuel Tax Screen Fields

Tractor group box

The Tractor group box allows you to specify the fuel tax history records to be voided
by specific tractor(s).

Date group box

The Date group box allows you to specify the source record date(s) of the fuel tax
records you want to void.

Print edit list

If the Print edit list field is selected then the program will create the Fuel Tax
Voiding Edit List by Tractor.

Void transactions

If the Post transactions field is selected then the program will post the fleet and
tractor MPG to the Tractor MPG file, creating Tractor MPG records and display the
Tractor MPG Posting Report.

Void from Fuel Tax 185

How to Void Multiple Fuel Tax History Records

1 Open the Void Fuel Tax Processing screen from the main menu by clicking Safety
& Fuel Tax Fuel Tax Void from Fuel Tax. The Void Fuel Tax Processing screen
displays:

Void Fuel
Tax Pro-
cessing
Screen

2 In the Tractor group box fields, select the tractor option and type or select
the desired tractor code(s).

3 In the Date group box fields, select the date option and type or select the
date(s) of the fuel tax history records to void.

4 To create a Fuel Tax Voiding Edit List by Tractor, leave the Print edit list field
selected .

5 To post the transactions, select the Void transactions field.

6 Click OK. To view the Fuel Tax Voiding Edit List by Tractor on screen and/or print
the report, click the link and follow the printing directions found at “How to Use a
Parameter Screen” of the User Guide. The system displays the Fuel Tax Voiding
Edit List by Tractor, similar to the following:

186 McLeod Software

Sample Fuel
Tax Voiding
Edit List by
Tractor

7 If you previewed the Fuel Tax Voiding Edit List by Tractor, close the preview win-
dow. The following message displays:

Successful
Void
Message

8 Click OK.

9 To view the Fuel Tax Voiding List by Tractor on screen and/or print the report,
click the link and follow the printing directions found at “How to Use a Parame-

187
 ter Screen” of the User Guide. The system displays the Fuel Tax Voiding List by
Tractor, similar to the following:

Sample Fuel
Tax Voiding
List by
Tractor

10 If you previewed the Fuel Tax Voiding List by Tractor, close the preview window.

188 McLeod Software

Chapter 5
Fuel Tax Interface

Void from Fuel Tax 189

190 McLeod Software
5 Fuel Tax Interface

Fuel Tax Interface Overview

The Fuel Tax Interface is an optional module of the LoadMaster system. It allows you
to setup fuel tax vendors and to transmit fuel and mileage information from your Dis-
patch, Mobile Communications and Fuel modules to these vendors (such as Comdata,
Inter-Tax, J.J. Keller, ALK®, OTS, etc.) for tax reporting purposes. If you utilize a fuel
tax reporting service, you do not need to use any of the screens listed under the Fuel
Tax sub-menu of Safety & Fuel Tax.

Caution: The Fuel Tax Interface sub-menu will not display on the Safety & Fuel Tax
menu unless you have purchased the optionally licensed LoadMaster Fuel Tax Inter-
face module.

Display the Fuel Tax Interface Sub-Menu

To display the Fuel Tax Interface sub-menu from the main menu, click Safety & Fuel
Tax Fuel Tax Interface. The Fuel Tax Interface sub-menu displays:

Fuel Tax
Interface
Sub-Menu

Fuel Tax Interface Overview 191

Fuel Tax Vendor
The Fuel Tax Vendor screen allows you to setup fuel tax vendors and to transmit fuel
and mileage information to these vendors (such as Comdata, Inter-Tax, J.J. Keller,
ALK®, OTS, etc.). This file will be set up by McLeod Software personnel and should
typically not be updated.

To open the Fuel Tax Vendor screen from the main menu, click Safety & Fuel Tax
Fuel Tax Interface Fuel Tax Vendor. A screen similar to the following displays:

Sample Fuel
Tax Vendor
Screen

Fuel Tax Vendor Screen Fields

Vendor ID

The Vendor ID field is the code assigned to an individual fuel tax vendor. This code is
usually an abbreviated form of the fuel tax vendor’s name and can contain up to two
alpha-numeric characters. Use only letters (A through Z) and/or numbers (0 through 9)
to define the code.

Vendor name

The Vendor name field displays the name of the fuel tax vendor. This field can contain
up to twenty alpha-numeric characters.

192 McLeod Software

Ip address

The Ip address field is the mechanism (IP address) that the system uses to route or con-
nect your hardware to the vendor’s hardware. If you were using the Internet connection
type, an example of an IP address would be ftp.motrs.comdata.com. If you were using
the Point-to-Point Protocol connection type, an example of an IP address would be
32.97.122.131.

Port

The Port field is used as an alternate port for the FTP service. Unless there are special
firewall requirements for the FTP service, this field may be left blank.

Vendor directory

The vendor’s FTP directory is where we will send files displays in the Vendor directory
field.

Fuel Tax Vendor 193

How to Add a Fuel Tax Vendor Record

1 Open the Fuel Tax Vendor screen from the Main Menu by clicking Safety & Fuel
Tax Fuel Tax Interface Fuel Tax Vendor.

2 Click Add . View the blank Fuel Tax Vendor screen on your monitor.
Required fields display on the screen in red text. All other fields are optional.

Add a Fuel
Tax Vendor
Record

3 Type up to two alpha-numeric characters for the code’s unique identification code
in the Vendor ID field. Use only letters (A through Z) and/or numbers (0 through 9)
to define the code.

4 Type up to 20 characters for the vendor’s name in the Vendor name field.

5 Type vendor’s IP address in the Ip address field.

6 Type your modem’s tty port in the Port field.

7 Type the vendor’s designated FTP file address in the Vendor directory field.

8 Click Execute .

194 McLeod Software

Fuel Tax Interface
The Fuel Tax Interface screen displays control information about where mileage and
fuel information is stored and the keys needed to transmit the information to your fuel
tax vendor.

This file will be set up by McLeod Software personnel and should typically not be
updated.

To open the Fuel Tax Interface screen from the main menu, click Safety & Fuel Tax
Fuel Tax Interface Fuel Tax Interface. A screen similar to the following displays:

Sample Fuel
Tax Inter-
face Screen

Fuel Tax Interface Screen Fields

Vendor ID

The Vendor ID field indicates the vendor identification number that the control file is
being created for.

Active

If the Active field is selected, it indicates that you currently create and transmit fuel tax
files to the vendor.

Fuel Tax Interface 195

 Account no

The Account no field is the your company’s unique account number provided by the
fuel tax interface vendor.

Email address

The Email address field displays an email address where messages pertaining to the
Fuel Tax Interface can be sent.

Local directory

The Local directory field displays the local directory where the export files will be
saved for transmission to the fuel tax vendor.

Login

The Login field is the your company’s unique login id assigned by the fuel tax interface
vendor.

Password

The Password field displays your unique password assigned by the fuel tax interface
vendor.

196 McLeod Software

Fuel Tax Type
The Fuel Tax Type file displays the type of information you are transmitting to the fuel
tax vendor, how the information is created and how often it is created and transmitted
to the fuel tax vendors.

This file will be set up by McLeod Software personnel and should typically not be
updated.

To open the Fuel Tax Type screen from the main menu, click Safety & Fuel Tax Fuel
Tax Interface Fuel Tax Type. A screen similar to the following displays:

Sample Fuel
Tax Type
Screen

Fuel Tax Type Screen Fields

Vendor ID

The Vendor ID field displays the code assigned to an individual fuel tax vendor.

Fuel Tax Type 197

 File type

The File type field indicates the nature of the file that will be created and transmitted to
the vendor. The options are:

Fuel The file created will contain fuel purchase information

from the fuel ticket history file.
Dispatch The file created will contain mileage information from
the movement file.
Positions The file created will contain tractor position informa-
tion from the position file.
Off highway fuel The file created will contain non-highway fuel pur-
chase information from the fuel ticket history file.
Stops The file created will contain stop information from the
stops table.
Equipment The file created will contain equipment information
from the tractor, trailer or driver file.
Owner operator The file created will contain owner operator informa-
tion from the payee file.
Callins The file created will contain equipment information
from the callin file.
Trailer The file created will contain trailer information from
the trailer file.

Class name

The Class name field displays the class name that parses the fuel tax file.

Package name

The parsing package name displays in the Package name field.

198 McLeod Software

Vendor file name

The actual name of the file that the vendor receives for this file type displays in the
Vendor file name field.

Date Range of Last Run

The Date Range of Last Run fields displays the date range of the information contained
in the last file (of this type) that was sent to the vendor.

Scheduler setup: Lag days

The Lag days field indicates the number of days the program will overlap to allow for
all records of this type to clear.

Scheduler setup: Scheduler interval

The Scheduler interval field indicates how often files of this type will be generated and
transmitted to the vendor. The options are Quarterly, Monthly, Semi-monthly, Bi-
weekly, Weekly and Daily.

Fuel Tax Type 199

Fuel Tax Export Review
The Fuel Tax Export Review screen provides a history of the files that were created and
transmitted to the vendor. This file is automatically created for each file created using
the Fuel Tax Creation screen.

To open the Fuel Tax Export Review screen from the main menu, click Safety & Fuel
Tax Fuel Tax Interface Fuel Tax Export Review. A screen similar to the following
displays:

Sample Fuel
Tax Export
Review

Fuel Tax Export Review Screen Fields

Creation date

The date the fuel tax file was created displays in the Creation date field.

Begin date

The Begin date field displays the beginning date range of the data contained in the file.

200 McLeod Software

End date

The End date field displays the ending date range of the data contained in the file.

File name

The name of the saved fuel tax file displays in the File name field.

File path

The file path name where the file is stored displays in the File path field.

File type

The type of fuel tax file created displays in the File type field.

Vendor ID

The Vendor ID field displays the code assigned to an individual fuel tax vendor.

Status

The Status field displays the current status of the fuel tax file. The options are:

Successful file cre- The file has been successfully created and is not yet
ation transmitted to the vendor.
Unsuccessful file cre- The file encountered problems during its creation and
ation cannot be transmitted.
Successful transmis- The file has been successfully transmitted to the ven-
sion dor.
Unsuccessful trans- The file encountered problems during transmission to
mission the vendor and could not be sent.

Transmit date

The date the fuel tax file was sent to the vendor displays in the Transmit date field.

Fuel Tax Export Review 201

Fuel Tax Creation
The Fuel Tax Creation file creates the fuel tax files and transmits them to your fuel tax
vendor. The files to be created for a particular vendor are based on the fuel tax type
records set up for that vendor. The program determines the dates of the data to be trans-
mitted using a combination of the values in the Date Range of Last Run, Lag days and
Scheduler interval fields on the Fuel Tax type screen. You can edit the date fields to
include data from different dates, as needed.

To open the Fuel Tax Creation screen from the main menu, click Safety & Fuel Tax
Fuel Tax Interface Fuel Tax Creation. A screen similar to the following displays:

Sample Fuel
Tax Cre-
ation Screen

Fuel Tax Creation Screen Fields

Vendor ID

The Vendor ID field displays the code assigned to the fuel tax vendor for these fuel tax
files.

202 McLeod Software

Transmit files

If the Transmit files field is selected , it indicates that when the files are created, they
will be automatically transmitted to your fuel tax vendor. If it is not selected , the
files will be created, but not transmitted.

Create

If the Create row contains the value Y, the file type indicated on the row will be created.
If it contains the value N, the file will not be created.

File type

The File type row indicates the type of file that will be created for this vendor.

Start date

The beginning date of the data to be included in the file displays in the Start date field.
This date is determined by the ending date of the Date Range of Last Run field less the
number of days in the Lag days field on the Fuel Tax Type screen for this vendor’s file
type.

End date

The ending date of the data to be included in the file displays in the End date field. This
date is determined by the ending date of the Date Range of Last Run field less the num-
ber of days in the Lag days field and applying the multiplier listed in the Scheduler
interval field on the Fuel Tax Type screen for this vendor’s file type.

Fuel Tax Creation 203

How to Create and Transmit Fuel Tax Records

1 Open the Create Fuel Tax screen from the main menu by clicking Safety & Fuel
Tax Fuel Tax Interface Fuel Tax Creation. The Create Fuel Tax Files screen dis-
plays:

Create Fuel
Tax Files
Screen

2 Type or select the fuel tax vendor code for the files to be created in the Vendor
ID field. The vendor’s name displays in the next field. The files that have been set
up for this vendor using the Fuel Tax Type screen display in the grid at the bottom
of the screen.

3 To automatically transmit the files after creating them, leave the Transmit files field
selected . To create the files without transmitting them, clear this field.

4 You can update the Start date and End date fields to reflect the date of the data you
want to send. To do this, double-click on the row containing the file you want to
update. A screen similar to the following displays:

204 McLeod Software

Sample
Update File
Create
Parameters
Screen

5 Update the fields as desired.

6 Click OK to create the files and transmit the data.

205
206 McLeod Software
Chapter 6
Recruiting

Fuel Tax Creation 207

208 McLeod Software
6 Recruiting

Recruiting Overview
Safety & Fuel Tax Reports allow you to maintain your driver applications and track
their recruitment status. It also allows you to evaluate your recruitment sources.

Display the Recruiting Sub-Menu

To display the Recruiting sub-menu from the main menu, click Safety & Fuel Tax
Recruiting. The Recruiting sub-menu displays:

Recruiting
Sub-Menu

Recruiting Overview 209

Driver Application
The Driver Application screen contains relevant data about prospective drivers. If your
company uses the LoadMaster Web module, this screen may be automatically popu-
lated if a prospective driver submits an application via your web site.

The data on the screen includes general information about the prospect, including
demographic information, their qualifications and skills, safety issues, contact informa-
tion and work history.

To open the Driver Application screen from the main menu, click Safety & Fuel Tax
Recruiting Driver Application. View the Driver Application screen on your monitor:

Sample
Driver
Application
Screen

210 McLeod Software

Driver Application Screen Fields

Driver code

If the driver is hired by your company, then an abbreviation that identifies the driver is
listed in the Driver code field. This field is populated when you use the Make Driver
command from the Driver Application screen.

Driver type

The Driver type indicates the type of employee the driver wants to be for your company.
The options are:

Owner The driver is either self-employed (owns their tractor)

or is the employee of someone (other than your com-
pany) who owns their tractor.
Company The driver wants to be employed by your company
and does not own their own tractor.

Name (F/M/L)

The driver’s Name (F/M/L) is listed in these three fields, beginning with the first name,
followed by the middle initial and the last name. The first name can contain up to 28
characters, the last name up to 28 characters and the middle initial can contain two
character.

Address

The Address field indicates the driver’s primary mailing address and can contain up to
40 alpha-numeric characters.

City/State/Zip

The city, state and zip code of the driver’s primary mailing address is listed in the next
three fields (labeled City/State/Zip). The city can consist of up to 28 alpha-numeric
characters, the state consists of the two-character state abbreviation, and the zip code
can contain up to ten alpha-numeric characters.

Driver Application 211

 Recruiter

The user ID of the recruiter assigned to this prospect displays in the Recruiter field.

Name

The name of the payee displays in this field. This information is automatically filled in
from the driver payee record.

Status

The Status field displays the driver’s current application status code.

Record source

The Record source field displays the recruiting source the driver’s application.

Date added

The date the driver application was recorded displays in the Date added field.

Application sent

The date an application was sent to the driver displays in the Application sent field.

Application received

The date the application was received by your office displays in the Application
received field.

Assignment desired

The type of assignment that the driver requested displays in the Assignment desired
field. This field can contain up to 15 alpha-numeric characters.

212 McLeod Software

General Tab

As the name suggests, the General tab contains general information about the applicat-
ant. Click the General tab and view a screen similar to the following on your monitor:

Sample
Driver
Application
Screen -
General Tab

Tax ID

The driver’s Social Security Number or Federal Tax identification number displays in
the Tax ID field. Examples are 415849009 or 63123456. This field can contain up to
eleven digits.

Race/Gender

The first of these two fields contains a one character code to represent the driver’s
Race. You can use any alpha-numeric character to represent a race. For example, A
might represent asian or C might represent caucasian. The Gender field has options to
indicate the driver’s gender or (whether the driver is male or female).

Birth date

The Birth date field indicates the driver’s date of birth.

Driver Application 213

 Spouse’s name

If the driver is married, the name of their spouse is reflected in the Spouse’s name field.
This field can contain up to 28 alpha-numeric characters.

License number

The driver’s commercial license number is listed in the License number field. It can
contain up to 16 alpha-numeric characters.

License state

The two character abbreviation for the issuing state of the driver’s commercial license
is listed in License state field.

License date

The License date field indicates the date that the driver’s commercial license was
acquired.

License expiration

The License expiration field indicates the date that the driver’s commercial license will
expire. Certain driver reports reference this date to alert driver managers to initiate a
request for renewal of the license.

Hazardous material

If Hazardous material is selected it indicates that the driver is certified to haul haz-
ardous materials. The date of the driver’s hazardous material endorsement on his com-
mercial driving license displays in the next field.

Drug test date

The date the applicant took a drug test displays in the Drug test date field.

Drug test received

The date the results of the applicant’s drug test were received displays in the Drug test
receivedfield.

214 McLeod Software

Drug test result

The results of the applicant’s drug test displays in the Drug test result field. The options
are:

Passed The applicant passed the drug test.

Failed The applicant failed the drug test.
Retest The applicant needs to be retested.
None No test results have been received.

Credit check

The date the applicant’s credit check was initiated displays in the Credit check field.

Union/Ind

If the applicant belongs to a union, the Union/Ind field displays Union. If the applicant is
not in a union, this field displays Independent.

Hire date

The date that the driver was hired by your company is listed in Hire date field.

Physical requested

The date the applicant was asked to take a physical displays in the Physical requested
field.

Physical date

The date of the driver’s preemployment physical examination is listed in the Physical
datefield.

Physical result code

A one-character code representing the applicant’s physical test results displays in the
Physical result code field.

Driver Application 215

 Introduction letter

The date the company’s introduction letter was sent to the applicant displays in the
Introduction letter field.

DAC date

The date that the DAC Services (a consumer reporting agency that supplies reports
about prospective drivers to its subscribers) report was received displays in the DAC
date field.

MVR report requested

The date your company requested a Motor Vehicle Review report for the applicant dis-
plays in the MVR report requested field.

MVR report received

The date your company received a Motor Vehicle Review report for the applicant dis-
plays in the MVR report received field.

MVR result code

A one-character code representing the applicant’s Motor Vehicle Review report results
displays in the MVR result code field.

Citizen

If the Citizen field is selected , it indicates that the applicant is not a citizen of the
company’s home country.

Right to work

If the Right to work field is selected , it indicates that the applicant is not a citizen of
the company’s home country, but has the appropriate credentials to work in that coun-
try.

216 McLeod Software

Skill Set Tab

The Skill Set tab reflects the driver’s skills. Click the Skill Set tab and view a screen
similar to the following on your monitor:

Driver
Screen -
Skill Set Tab

Years of experience

The applicant’s number of years driving displays in the Years of experience field.

Equipment

The type of equipment that the applicant has experience using displays in the Equip-
ment field.

Engine size

The engine size that the applicant has experience using displays in the Engine size field.

Licenses held in the last three years

The number of licenses held by the applicant in the last three years displays in the
Licenses held in the last three years field.

Driver Application 217

 Tank endorsement

If the Tank endorsement field is selected , it indicates that the applicant’s license is
tank endorsed.

Electronic engine

If the Electronic engine field is selected , it indicates that the applicant has experi-
ence with electronic engines.

Doubles/triples endorsement

If the Doubles/triples endorsement field is selected , it indicates that the applicant’s

license is doubles/triples endorsed.

Safety Tab

The Safety tab reflects driver safety information such as or traffic violations, accidents,
etc. Click the Safety tab and view a screen similar to the following on your monitor:

Driver
Application
Screen -
Safety Tab

218 McLeod Software

Tickets in last 3 years

The number of traffic tickets the applicant has had in the previous three years displays
in the Tickets in last 3 years field.

Explanation

A description or explanation of why the applicant received any traffic tickets in the
prior three years displays in the Explanation field.

Accidents in last 3 years

The number of traffic accidents the applicant has been involved in the previous three
years displays in the Accidents in last 3 years field.

Explanation

A description or explanation of the accidents the applicant was involved in the prior
three years displays in the Explanation field.

Felony conviction

If the Felony conviction field is selected , it indicates that the applicant has had a fel-
ony conviction.

Explanation

A description or explanation of the felony conviction the applicant received displays in

the Explanation field.

License revoked

If the License revoked field is selected , it indicates that the applicant has had their
license revoked at some time.

Explanation

A description or explanation of why the applicant’s license was revoked displays in the
Explanation field.

Driver Application 219

Owner/Operator Tab

If the driver owns their own equipment and wants to driver for you as an owner/opera-
tor, the Owner/Operator tab reflects information about the equipment owned. Click the
Owner/Operator tab and view a screen similar to the following on your monitor:

Sample
Driver
Application
Screen -
Owner/
Operator
Tab

Manufacturer

The manufacturer of the equipment the applicant owns displays in the Manufacturer
field. This field can contain 20 alpha-numeric characters.

Type

The type of equipment the applicant owns displays in the Type field. This field can con-
tain 20 alpha-numeric characters.

Year/Model

The year and model of the equipment that the applicant owns displays in the Year/
model field. This field can contain 20 alpha-numeric characters.

220 McLeod Software

 Maximum RPM

The maximum RPM of the equipment that the applicant owns displays in the Maximum
RPM field. This field can contain ten alpha-numeric characters.

Weight

The total weight of the tractor that the applicant owns displays in the Weight field. This
field can contain ten alpha-numeric characters.

Wheelbase

The wheelbase of the tractor that the applicant owns displays in the Wheelbase field.
This field can contain ten alpha-numeric characters.

Fifth wheel height

The height of the tractor’s fifth wheel displays in the Fifth wheel height field. This field
can contain ten alpha-numeric characters.

Rear end ratio

The rear end differential of the tractor displays in the Rear end ratio field. This field can
contain ten alpha-numeric characters.

Comments Tab

The Comments tab provides space to record any free-form descriptive information
about the driver. This field is an unlimited alpha-numeric field. Click the Comments
tab and view a screen similar to the following screen on your monitor:

Driver Application 221

Sample
Driver
Application
Screen -
Comments
Tab

Contacts Tab

The Contacts tab reflects a grid of information about all of the various ways that an
applicant’s family may be contacted. Click the Contacts tab and a screen similar to the
following displays:

Sample
Driver
Application
Screen -
Contacts
Tab

222 McLeod Software

Name

Name is a 40 character alpha-numeric field that displays the name of the contact.

Description

A description of the person named or nature of the contact displays in the Relationship
field. For example, if the contact is a person or number to call in case of an emergency,
the description might be Emergency contact or Next of kin.

Phone

If there is a telephone number associated with the contact, it displays in the Phone num-
ber field. This field can contain up to 20 alpha-numeric characters. The field may auto-
matically be formatted to the company format set on the Company Codes screen. Click
this link “Company Codes” of the System Administration Guide for more informa-
tion.

Mobile phone number

If there is a cell phone number associated with the contact, it displays in the Mobile
phone number field. This field can contain up to 20 alpha-numeric characters. The field
may automatically be formatted to the company format set on the Company Codes
screen. Click this link “Company Codes” of the System Administration Guide for
more information.

Fax

If there is a facsimile telephone number associated with the contact, it displays in the
Fax number field. This field can contain up to 20 alpha-numeric characters. The field
may automatically be formatted to the company format set on the Company Codes
screen. Click this link “Company Codes” of the System Administration Guide for
more information.

Email

If there is an email address associated with the contact, it displays in the Email field.
This field can contain up to 60 alpha-numeric characters.

Driver Application 223

Work History Tab

The Work History tab reflects information about the applicant’s prior work experience.
Click the Work History tab and a screen similar to the following displays:

Sample
Driver
Application
Screen -
Work His-
tory Tab

Company

The employer that the applicant previously worked for displays in the Company field.
This field can contain 30 alpha-numeric characters.

Address

The employer’s street address that the applicant previously worked for displays in the
Address field. This field can contain 40 alpha-numeric characters.

Address line 2

The second line of the employer’s street address that the applicant previously worked
for displays in the Address line 2 field. This field can contain 40 alpha-numeric charac-
ters.

224 McLeod Software

City

The employer’s city that the applicant previously worked for displays in the City field.
This field can contain 50 alpha-numeric characters.

St

The employer’s two-character state abbreviation that the applicant previously worked
for displays in the St field.

Zip

The employer’s Zip Code that the applicant previously worked for displays in the Zip
field. This field can contain ten alpha-numeric characters.

From

The beginning date of the applicant’s former employment displays in the From field.

to

The ending date of the applicant’s former employment displays in the to field.

Number of states

The total number of states the applicant typically traveled for the prior employer dis-
plays in the Number of states field.

Position

The position the applicant held at the prior employment displays in the Position field.
This field can contain 40 alpha-numeric characters.

Employer phone

The employer’s telephone number that the applicant previously worked for displays in
the Employer phone field. The field may automatically be formatted to the company
format set on the Company Codes screen. Click this link “Company Codes” of the
System Administration Guide for more information.

Driver Application 225

 Reason left

The reason the applicant left the prior position displays in the Reason left field.

Eligible for rehire

If the Eligible for rehire field is selected, it indicates that the applicant is eligible to be
rehired by the former employer.

226 McLeod Software

How to Use the Driver Application Screen

Add a Driver Application Record

1.1 Access the Driver Application screen from the main menu by clicking Safety &
Fuel Tax Recruiting Driver Application.

1.2 Click Add . View your monitor to see a blank Driver Application entry
screen. Required fields display on the screen in red text. You cannot save the
record without entering a value in these fields. All other fields are optional.

Add a
Driver
Application
Record

1.3 Skip the Driver codes screen.

1.4 Type or select the type of driver in the Driver type field.

1.5 Type the applicant’s first name, middle initial and last name in the three Name (F/
M/L) fields.
The field length for the name fields are 28 characters for the first
name, two characters for the middle initial and 28 characters for the last name.

1.6 Type up to 40 alpha-numeric characters for the applicant’s primary mailing

address in the Address field.

1.7 Type up to 28 alpha-numeric characters for the applicant’s home city in City/
State/Zip field, followed by a two character state abbreviation in the next field
and up to ten characters for the zip code in the third field.

1.8 Type or select the recruiter code in the Recruiter field.

Driver Application 227

 1.9 Type or select the applicant status in the Status field.

1.10 Type or select the applicant source in the Record source field.

1.11 Skip the Date added field.

1.12 If an application has been sent to the applicant, type or select the date the
application was sent in the Application sent field.

1.13 If an application has been received, type or select the date the application
was received in the Application received field.

1.14 Type up to 15 characters for the position desired in the Assignment desired field.

General Tab

2.1 Click the General tab and view a screen similar to the following on your moni-
tor:

Add a
Driver
Application
Record -
General Tab

2.2 On the General tab, type up to eleven numbers for the driver’s Social Security
Number or Federal Tax identification number in the Tax id field.

2.3 Type a one-character code to represent the driver’s race in the Race field. Type
or select the driver’s sex in the Gender field.

228 McLeod Software

2.4 Type or select the driver’s date of birth in the Birth date field.

2.5 Type up to 28 characters for the driver’s Spouse’s name.

2.6 Type up to 16 characters for the driver’s commercial license number in the
License number field.

2.7 Type the two character state abbreviation in the License state field.

2.8 Type or select the date the driver’s commercial license will expire in the
License expiration field.

2.9 If the driver is currently certified to haul loads containing hazardous materials,
select Hazardous materials. Type or select the date he last received Haz-
ardous material certification in the next field.

2.10 Type or select the date the applicant took a drug test in the Drug test date
field.

2.11 Type or select the drug test results were received in the Drug test received
field.

2.12 Type or select the results of the applicant’s drug test in the Drug test result
field.

2.13 Type or select the date a credit check was performed on the applicant in the
Credit check field.

2.14 Type or select the Union or Independent in the Union/Ind field.

2.15 Type or select the date that the driver was hired in the Hire date field.

2.16 Type or select the date of the driver’s physical in the Physical requested
field.

2.17 Type or select the date of the driver’s physical exam in the Physical date
field.

2.18 Type one character in the Physical result code field to represent the results of the
applicant’s physical.

Driver Application 229

 2.19 Type or select the date an introduction letter was sent to the applicant in the
Introduction letter field.

2.20 Type or select the date the DAC Services report was received in the DAC
date field.

2.21 Type or select the date that a report was requested for the driver’s Motor
Vehicle Review in the MVR report requested field.

2.22 Type or select the date that a report was received for the driver’s Motor
Vehicle Review in the MVR report received field.

2.23 Type one character in the MVR result code field to represent the results of the
Motor Vehicle Review.

2.24 If the driver is a citizen of your company’s home country, select Citizen.

2.25 If the driver is not a citizen, but has authority to work in your home country,
select Right to work.

Skill Set Tab

3.1 Click the Skill Set tab and view a screen similar to the following:

Add a
Driver
Application
Record -
Skill Set Tab

230 McLeod Software

 3.2 Type the number of years of driving experience the applicant has in the Years of
experience field.

3.3 Type the kind of equipment the applicant has experience on in the Equipment
field.

3.4 Type the kind of engine size the applicant has experience on in the Equipment
field.

3.5 Type the number of licenses the applicant has held in the last three years in the
Licenses held in the last three years field.

3.6 If the applicant’s license is tank endorsed, select the Tank endorsement field.

3.7 If the applicant has experience with electronic engines, select the Electronic
engine field.

3.8 If the applicant’s license is doubles/triples endorsed, select the Doubles/tri-

ples endorsement field.

Safety Tab

4.1 Click the Safety tab and view a screen similar to the following:

Add a
Driver
Application
Record -
Safety Tab

Driver Application 231

 4.2 Type the number of tickets the applicant has had in the previous three years in
the Tickets in the last 3 years field. In the next field, type an explanation for the
tickets.

4.3 Type the number of accidents the applicant has had in the previous three years in
the Accidents in the last 3 years field. In the next field, type an explanation for
the accidents.

4.4 Type the number of accidents the applicant has had in the previous three years in
the Accidents in the last 3 years field. In the next field, type an explanation for
the accidents.

4.5 If the applicant has had any felony convictions, select the Felony conviction
field. In the next field, type an explanation for the conviction.

4.6 If the applicant has had a license revoked, select the License been revoked
field. In the next field, type an explanation for the revocation.

Owner/Operator Tab

5.1 If the applicant is not an owner/operator, skip to step 6.1. Otherwise, click the
Owner/Operator tab and view a screen similar to the following on your screen:

Add a
Driver
Application
Record -
Owner/
Operator
Tab

232 McLeod Software

 5.2 Type up to 20 alpha-numeric characters to list the manufacturer of equipment
the applicant owns in the Manufacturer field.

5.3 Type up to 20 alpha-numeric characters to list the type of equipment the appli-
cant owns in the Type field.

5.4 Type up to 20 alpha-numeric characters to list the year and model of equipment
the applicant owns in the Year/Model field.

5.5 Type up to 10 alpha-numeric characters to list the maximum RPM of the equip-
ment the applicant owns in the Maximum RPM field.

5.6 Type up to 10 alpha-numeric characters to list the weight of the equipment the
applicant owns in the Weight field.

5.7 Type up to 10 alpha-numeric characters to list the wheelbase of the equipment

the applicant owns in the Wheelbase field.

5.8 Type up to 10 alpha-numeric characters to list the height of the tractor’s fifth
wheel of the equipment the applicant owns in the Fifth wheel height field.

5.9 Type up to 10 alpha-numeric characters to list the rear end differential of the
equipment the applicant owns in the Rear end ratio field.

Comments Tab

6.1 Click the Comments tab.

Driver Application 233

Add a
Driver
Application
Record -
Comments
Tab

6.2 Type any notations or comments about the applicant that you want to keep as a
record in the Remark field. This is an unlimited text field.

Contacts Tab

7.1 Click the Contacts tab and view a screen similar to the following on your screen:

Add a
Driver
Application
Record -
Contacts
Tab

234 McLeod Software

 7.2 To record the various methods of contacting the applicant or various people to
contact for the driver, click the Add grid button in the Driver contact
information grid. The Contact Detail dialog box displays:

Contact
Detail Dia-
log Box

7.3 In the Driver Contact Detail dialog box, type the name of the contact in the
Name field.

7.4 Type the relationship of the contact to the driver or description of the contact in
the Title field.

7.5 Type the telephone number of the contact in the Phone field. The field may auto-
matically be formatted to the company format set on the Company Codes
screen. Click this link “Company Codes” of the System Administration Guide
for more information.

7.6 Type the cell phone number of the contact in the Mobile phone field. The field
may automatically be formatted to the company format set on the Company
Codes screen. Click this link “Company Codes” of the System Administration
Guide for more information.

7.7 Type the fax machine telephone number of the contact in the Fax field. The field
may automatically be formatted to the company format set on the Company
Codes screen. Click this link “Company Codes” of the System Administration
Guide for more information.

7.8 Type the email address for the contact in the Email address field.

7.9 Click OK.

Driver Application 235

Work History Tab

8.1 Click the Work History tab and view a screen similar to the following:

Add a
Driver
Application
Records -
Work His-
tory Tab

8.2 To record the various methods of contacting the applicant or various people to
contact for the driver, click the Add grid button in the Driver Work His-
tory information grid. The Driver Employment History Detail dialog box dis-
plays:

Driver
Employ-
ment
History
Dialog Box

236 McLeod Software

8.3 Type up to thirty characters for the name of the applicant’s prior employer in the
Employer name field.

8.4 Type up to 40 characters for the street address of the applicant’s prior employer
in the Address field.

8.5 Type up to 40 characters for the second line of the street address of the appli-
cant’s prior employer in the Address line 2 field.

8.6 Type up to 50 characters for the applicant’s prior employer city in the City field.

8.7 Type a two-character abbreviation for the applicant’s prior employer state in the
State field.

8.8 Type up to ten characters for the applicant’s prior employer Zip Code in the Zip
field.

8.9 Type or select the beginning date of the applicants prior employment in the
From field.

8.10 Type or select the ending date of the applicants prior employment in the to
field.

8.11 Type the number of states the applicant typically traveled in the Number of states
field.

8.12 Type up to 40 characters for the applicant’s prior position in the Position held
field.

8.13 Type the applicant’s prior employer telephone number in the Employer phone
field. The field may automatically be formatted to the company format set on
the Company Codes screen. Click this link “Company Codes” of the System
Administration Guide for more information.

8.14 Type the reason the applicant left the prior employer in the Reason left field.

8.15 If the applicant is eligible to be rehired by the prior employer, select the Eli-
gible for rehire field.

Driver Application 237

Save the Driver Application Record

9.1 Click Execute .

Create a Driver Record from a Driver Application

Record

The Make Driver command allows you to create a driver record for the applicant after
the driver application record is created. Use this command when you create a driver
application record and want to create a driver record that does not yet exist.

Tip: The actual Make Driver command is not accessible in Add mode.

1 Access the Driver Application screen from the main menu by clicking Safety &
Fuel Tax Master Files Driver Application.

2 Search for and display the driver application record that you are creating from.

3 Click Make Driver . The Make Driver Dialog Box displays:

Driver
Application
- Make
Driver Dia-
log Box

4 Type the driver’s identification code in the Driver code field blank. This can be up
to eight alpha-numeric characters and is a required field. Use only letters (A
through Z) and/or numbers (0 through 9) to define the code.

238 McLeod Software

5 Click OK. The message similar to the following displays:

Tip: If you use the Master Code Generation for drivers, you can click OK. The pro-
gram will generate the code for you. Depending on your setting, the program will
add the driver record and create the code or if a duplicate is determined, you can
manually enter the driver code.

6 Click OK and a preliminary driver record is created.

Driver Application 239

Recruit Status
The Recruit Status screen is used to define the various phases that a prospective
employee undergoes during the recruitment process. Recruit status is used on the
Driver Application screen.

To open the Recruit Status screen from the Main Menu, click Safety & Fuel Tax
Recruiting Recruit Status. View the Recruit Status screen on your monitor:

Sample
Recruit Sta-
tus Screen

Recruit Status Screen Fields

Code

The Code field displays the unique, user-defined code for the recruit status. The code
can contain up to four alpha-numeric characters and is a required field. Use only letters
(A through Z) and/or numbers (0 through 9) to define the code

Description

A label or name for the recruit status displays in the Description field. This field can
contain up to 40 alpha-numeric characters.

240 McLeod Software

How to a Add Recruit Status Record

1 Open the Recruit Status screen from the Main Menu by clicking Safety & Fuel Tax
Recruiting Recruit Status.

2 Click Add . View the blank Recruit Status screen on your monitor. Required
fields display on the screen in red text. All other fields are optional.

Add a
Recruit Sta-
tus Record

3 Type up to three alpha-numeric characters for the status’ unique identification code
in the Code field. Use only letters (A through Z) and/or numbers (0 through 9) to
define the code.

4 Type up to 40 characters for the recruit status name in the Description field.

5 Click Execute .

Recruit Status 241

Recruit Source
The Recruit Source screen is used to define the source for prospective employees.
Recruit source is used on the Driver Application screen.

To open the Recruit Source screen from the Main Menu, click Safety & Fuel Tax
Recruiting Recruit Source. View the Recruit Source screen on your monitor:

Sample
Recruit
Source
Screen

Recruit Source Screen Fields

Code

The Code field displays the unique, user-defined code for the recruit source. The code
can contain up to four alpha-numeric characters and is a required field. Use only letters
(A through Z) and/or numbers (0 through 9) to define the code.

242 McLeod Software

Description

A label or name for the recruit status displays in the Description field. This field can
contain up to 30 alpha-numeric characters.

Company name

The recruit’s company name displays in the Company name field. This field can contain
up to 40 alpha-numeric characters.

Contact name

The recruit’s name displays in the Contact name field. This field can contain up to 40
alpha-numeric characters.

Address

The Address fields indicates the recruit’s primary mailing address and each field can
contain up to 40 alpha-numeric characters.

City/State/Zip

The city, state and zip code of the recruit’s primary mailing address is listed in the next
three fields (labeled City/State/Zip). The city can consist of up to 50 alpha-numeric
characters, the state consists of the two-character state abbreviation, and the Zip Code
can contain up to ten alpha-numeric characters.

Phone

The telephone number associated with the recruit displays in the Phone number field.
This field can contain up to 20 alpha-numeric characters. The field may automatically
be formatted to the company format set on the Company Codes screen. Click this link
“Company Codes” of the System Administration Guide for more information.

Fax number

If there is a facsimile telephone number associated with the recruit, it displays in the
Fax number field. This field can contain up to 20 alpha-numeric characters. The field
may automatically be formatted to the company format set on the Company Codes
screen. Click this link “Company Codes” of the System Administration Guide for
more information.

Recruit Source 243

 Email

If there is an email address associated with the recruit, it displays in the Email field.
This field can contain up to 70 alpha-numeric characters.

244 McLeod Software

How to Add a Recruit Source Record

1 Open the Recruit Source screen from the Main Menu by clicking Safety & Fuel
Tax Recruiting Recruit Source.

2 Click Add . View the blank Recruit Source screen on your monitor. Required
fields display on the screen in red text. All other fields are optional.

Add a
Recruit
Source
Record

3 Type up to four alpha-numeric characters for the source’s unique identification

code in the Code field. Use only letters (A through Z) and/or numbers (0 through 9)
to define the code.

4 Type up to 30 characters to describe the recruit source in the Description field.

5 Type up to 40 characters for the recruit source company name in the Company
name field.

6 Type up to 40 characters for the recruit source’s contact person in the Contact name
field.

7 Type up to 40 characters for the recruits source’s address in the Address field. Type
up to 40 characters in the next field if an additional line is needed for the address.

245
 8 Type the source’s city, state abbreviation and Zip Code in the City/St/Zip field.

9 Type the source’s telephone number in the Phone field.

10 Type the source’s fax telephone number in the Fax field.

11 Type the source’s email address in the Email field.

12 Click Execute .

246 McLeod Software

Chapter 7
Reports

Recruit Source 247

248 McLeod Software
7 Reports

Reports Overview
Safety & Fuel Tax Reports allow you to generate reports concerning your company’s
drivers. These reports include the Driver Seniority, Tractor Assignment, Fuel Costs per
Mile and Driver Turnover Reports.

Display the Reports Sub-Menu

To display the Reports sub-menu from the main menu, click Safety & Fuel Tax
Reports. The Reports sub-menu displays:

Reports
Sub-Menu

Reports Overview 249

Driver Seniority Report
The Driver Seniority Report identifies your drivers by seniority, or hire date.

To open the Driver Seniority report parameter screen from the main menu, click Safety
& Fuel Tax Reports Driver Seniority. The Driver Seniority report parameter screen
displays:

Driver
Seniority
Report
Parameter
Screen

Driver Seniority Report Parameter Screen Fields

Groups group box

The Groups group box allows you to specify the driver assignment group to include in
the report. Driver assignment groups are free-form groups added on the Operations tab
of the Driver file.

Dispatchers group box

The Dispatchers group box allows you to specify the users to include in the report.

250 McLeod Software

Hire dates group box

The Hire dates group box allows you to specify the hiring dates of drivers to include in
the report.

Drivers group box

The Drivers group box allows you to specify the drivers to include in the report.

Driver status

Driver status provides three mutually exclusive options defining what information will
be included on the report. The options are:

All drivers Indicates that the report will include information for
all drivers defined by the remaining report parameters,
regardless of their status.
Active Indicates that the report will include information for
active drivers defined by the remaining report parame-
ters.
Inactive Indicates that the report will include information for
inactive drivers defined by the remaining report
parameters.

Driver type

Driver type provides three mutually exclusive options defining what information will be
included on the report. The options are:

Company and owner Indicates that the report will include information for
all drivers defined by the remaining report parameters,
regardless of their type.
Company Indicates that the report will include information for
company drivers defined by the remaining report
parameters.

Driver Seniority Report 251

 Owner operator Indicates that the report will include information for
owner operator drivers defined by the remaining
report parameters.

Sort by

Sort by provides three mutually exclusive options defining how the information will
appear on the report. The options are:

Seniority Indicates that the report will list the driver information
by seniority.
Dr. code Indicates that the report will list the driver information
numerically and then alphabetically by driver code.
Dr. name Indicates that the report will list the driver information
alphabetically by driver name.

Report type

Report type provides two mutually exclusive options defining how much information
will display on the report. The options are:

Detailed Indicates that the report will include detailed driver

information such as demographics, license and Social
Security numbers, hire date and assignments such as
group, fleet, dispatcher and tractor.
Summary Indicates that the report will only list the driver code,
name, telephone number, hire date and assigned trac-
tor.

252 McLeod Software

How to Create a Driver Seniority Report

1 Open the Driver Seniority report parameter screen from the main menu by clicking
Safety & Fuel Tax Reports Driver Seniority. The Driver Seniority report
parameter screen displays:

Driver
Seniority
Report
Parameter
Screen

2 In the Groups group box, select the group option and type the driver assignment
group code(s) to include in the report.

3 In the Dispatcher group box, select the dispatch option and type or select
the user ID of the dispatcher(s) to include in the report.

4 In the Hire dates group box, select the hire date(s) option and type or select
the hire date(s) of the drivers to include in the report.

5 In the Drivers group box, select the driver option and type or select the
driver code(s) to include in the report.

6 Select the information to include in the report from the Driver status: All drivers,
or Driver status: Inactive fields. Driver status: All drivers is the
Driver status: Active
default option.

Driver Seniority Report 253

 7 Select the information to include in the report from the Driver type: Company
and owner, Driver type: Company or Driver type: Owner operator fields. Driver type:
Company and owners is the default option.

8 Select how the report should sort or present the information from the Sort by:
Seniority, Sort by: Dr. code or
the Sort by: Dr. name field. Sort by: Seniority is the
default option.

9 Select the level of detail for the report from either the Report type: Detailed or
Report type: Summary field. Report type: Detailed is the default option.

10 Click OK to view the Driver Seniority Report on screen and/or click the link and
follow the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system creates a report similar to the following:

Sample
Driver
Seniority
Report

11 If you previewed the report, close the preview window.

254 McLeod Software

Tractor Assignment Report
The Tractor Assignment Report indicates the drivers/orders that are assigned to each
tractor. The report shows vital tractor assignment information relative to it’s service
status, driver assignment, in and out of service dates and types. The report can be fil-
tered and grouped by tractor fleet or dispatcher. The tractor’s particular service status
of active, shop or inactive may also be chosen.

To open the Tractor Assignment report parameter screen from the main menu, click
Safety & Fuel Tax Reports Tractor Assignment. The Tractor Assignment report
parameter screen displays:

Tractor
Assignment
Report
Parameter
Screen

Tractor Assignment Report Parameter Screen Fields

Fleets group box

The Fleets group box allows you to specify the tractor fleets to include in the report.

Tractor Assignment Report 255

 Dispatchers group box

The Dispatchers group box allows you to specify the users to include in the report.

Service status

The Service status field indicates whether Active, Shop or Inactive tractors are included
in the report.

Group by

The Group by field allows you to produce sub-totals for the report by Fleet or Dis-
patcher.

256 McLeod Software

How to Create a Tractor Assignment Report

1 Open the Tractor Assignment report parameter screen from the main menu by
clicking Safety & Fuel Tax Reports Tractor Assignment. The Tractor Assign-
ment report parameter screen displays:

Tractor
Assignment
Report
Parameter
Screen

2 In the Fleet group box, select the fleet option and type the desired tractor fleet to
include in the report.

3 In the Dispatcher group box, select the dispatcher option and type or select
the desired dispatchers to include in the report.

4 In the Service status field, select the tractor status to include in the report.

5 In the Group by field, select the desired grouping for sub-totals for the report.

6 Click OK to view the Tractor Assignment Report on screen and/or click the link
and follow the printing directions found at “How to Use a Parameter Screen” of
the User Guide. The system creates a report similar to the following:

Tractor Assignment Report 257

Sample
Tractor
Assignment
Report

7 If you previewed the report, close the preview window.

258 McLeod Software

Fuel Cost per Mile Report
The Fuel Cost per Mile Report can be generated that is based on the ATA’s Establishing
Benchmarks. The report has options to filter the miles by ship or delivery dates, tractor
fleets, tractor dispatchers, or individual tractors. It can produce sub-totals by tractor,
tractor fleet or tractor dispatcher. The MPG can be user defined or based on individual
tractors or tractor fleets.

To open the Fuel Cost per Mile report parameter screen from the main menu, click
Safety & Fuel Tax Reports Fuel Cost per Mile. A screen similar to the following
displays:

Fuel Cost
Per Mile
Report
Parameter
Screen

Fuel Cost per Mile Parameter Screen Fields

Dates group box

The Dates group box allows you to specify the date parameters by ship date or delivery
date of the data to include in the summary.

Fuel Cost per Mile Report 259

 Tractor group box

The Tractor group box allows you to filter the report by tractors to include in the sum-
mary.

Fleet group box

The Fleet group box allows you to filter the report by tractor fleets to include in the
summary.

Dispatcher group box

The Dispatcher group box allows you to filter the report by dispatcher to include in the
summary.

Include non-highway fuel

The Include non-highway fuel field indicates whether to include non-highway fuel in the
calculations for the report.

Group by

The Group by field indicates the sub-totals for the report. These include Fleet and Dis-
patcher.

Sort by

The Sort by field allows you to sort the report by Fuel Cost, Tractors or Total Miles
within the Group by.

MPG

The MPG field indicates what MPG to use in the calculations. These options include:

Manually entered Allows you to manually enter the MPG that is used.
Tractor Use the Tractor MPG records that are automatically
generated when you run the Calculate MPG routine.

260 McLeod Software

Fleet Use the Fleet MPG from the Tractor MPG records that
are automatically generated when you run the Calcu-
late MPG routine.

Fuel Cost per Mile Report 261

How to Create a Fuel Cost per Mile Report

1 Open the Fuel Cost per Mile report parameter screen from the main menu by click-
ing Safety & Fuel Tax Reports Fuel Cost per Mile. A screen similar to the fol-
lowing displays:

Fuel Cost
per Mile
Parameter
Screen

2 In the Dates group box, select the date option desired tractor fleet to include in
the report.

3 In the Tractor group box, select the tractor option and type or select the
desired tractors to include in the report.

4 In the Fleet group box, select the fleet option and type or select the desired
tractor fleet to include in the report.

5 To produce page breaks after each fleet, select the Page break after each fleet
field.

6 In the Dispatcher group box, select the dispatcher option and type or select
the desired tractor dispatcher to include in the report.

262 McLeod Software

 7 To produce page breaks after each dispatcher, select the Page break after each
dispatcher field.

8 Select the Include non-highway fuel field to include non-highway fuel in the cal-
culations on the report.

9 In the Group by field, select the desired grouping for sub-totals for the report.

10 In the Sort by field, select the desired sorting within the grouping for the report.

11 In the MPG field, select the MPG that is used in the calculations for the report.

12 Click OK to view the Fuel Cost per Mile Report on screen and/or click the link and
follow the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system creates a report similar to the following:

Sample Fuel
Cost per
Mile Report

13 If you previewed the report, close the preview window.

Fuel Cost per Mile Report 263

Driver Turnover Report
The Driver Turnover Report indicates the driver turnover for your company. Using the
ATA Establishing Benchmarks calculation, this will provide companies a basis to mea-
sure their performance versus the industry reported averages. The report can be filtered
by date range, driver manager, termination reason, or driver home terminal. It can be
run for company and owner operator drivers.

To open the Driver Turnover report parameter screen from the main menu, click Safety
& Fuel Tax Reports Driver Turnover. A screen similar to the following displays:

Driver
Turnover
Parameter
Screen

Driver Turnover Parameter Screen Fields

Range of dates

The Range of dates field filters drivers that are employed at least one day using the
driver hire date and the termination date to determine employment.

Driver manager group box

The Driver manager group box allows you to filter the report by driver managers.

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Home terminal group box

The Home terminal group box allows you to filter the report by driver home terminals.

Reason code group box

The Reason code group box allows you to filter the report by reasons drivers leave the
company.

Driver type

The Driver type field displays the driver type for the report. The options are:

Owner The driver is either self-employed (owns their tractor)

or is the employee of someone (other than your com-
pany) who owns their tractor.
Company The driver is employed by your company and does not
own their own tractor.
Company and owner Both of the above.

Group by

The Group by field indicates the sub-totals for the report. These include Driver manager,
Home terminal and Group.

Report type

The Report type field allows you to produce a Detailed or Summary report.

Driver Turnover Report 265

How to Create a Driver Turnover Report

1 Open the Driver Turnover report parameter screen from the main menu by clicking
Safety & Fuel Tax Reports Driver Turnover. A screen similar to the following
displays:

Driver
Turnover
Parameter
Screen

2 In the Range of dates field, select the dates desired to include in the report.

3 In the Driver managers group box, select the driver manager option and type or
select the desired driver managers to include in the report.

4 In the Home terminal group box, select the home terminal option and type or
select the desired home terminal to include in the report.

5 In the Reason codes group box, select the reason code option and type or select
the desired reason code to include in the report.

6 In the Driver type field, select the type of driver to include non-highway fuel in
the calculations on the report.

7 In the Group by field, select the desired grouping for sub-totals for the report.

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 8 In the Report by field, select whether a detailed or summary report is desired.

9 Click OK to view the Driver Turnover Report on screen and/or click the link and
follow the printing directions found at “How to Use a Parameter Screen” of the
User Guide. The system creates a report similar to the following:

Sample
Driver
Turnover
Report

10 If you previewed the report, close the preview window.

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Chapter 8
Master Files

Driver Turnover Report 269

270 McLeod Software
8 Master Files

Master Files Overview

Safety & Fuel Tax Master Files allow you to set up and maintain the database records
routinely used to operate the Safety & Fuel Tax module. Safety & Fuel Tax Master
Files screens include Tractor, Trailer, Driver, Status Codes, Driver Events, Termination
Codes and Contact Types.

Display the Safety & Fuel Tax Master Files Sub-

Menu

To display the Safety & Fuel Tax Master Files sub-menu from the main menu, click
Safety & Fuel Tax Master Files. The Master Files sub-menu displays:

Master
Files Sub-
Menu

Master Files Overview 271

Tractors
The Tractor screen contains relevant data about the tractors your company uses. This
includes general information about the tractor, its owner and assigned drivers (if any),
tag and insurance, dispatch history and hubometer (hub) readings. There should be one
tractor record for each tractor that your company uses, regardless of whether or not
your company owns the tractor.

There are three optional tabs (Dispatch Optimization, Agency and ACE) that may dis-
play on the Tractor screen. These tabs will display if you have the add-on modules Dis-
patch Optimization, Agency Access and ACE Manifest. Please see the Dispatch
Optimization, Agency Access and ACE Manifest manuals for information about these
tabs.

Tip: The Tractor screen can also be opened from the Dispatch menu.

To open the Tractor screen from the main menu, click Safety & Fuel Tax Master Files
Tractors. Click the link “Tractors” of the Dispatch Volume 2 Guide for more infor-
mation about setting up a Tractor record.

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Trailer
The Trailer screen contains relevant data about trailers that your company uses. This
includes general information about the trailer, its owner, base and serial number, stor-
age capacity (dimensions), and dispatch history. There should be one trailer record for
each trailer your company uses, regardless of whether or not your company owns the
trailer.

There are two optional tabs (Agency and ACE) that may display on the Trailer screen.
These tabs will display if you have the add-on modules Agency Access and ACE Man-
ifest. Please see the Agency Access and ACE Manifest manuals for information about
these tabs.

Tip: The Trailer screen can also be opened from the Dispatch menu.

To open the Trailer screen from the main menu, click Safety & Fuel Tax Master Files
Trailers. Click on the link “Trailers” of the Dispatch Volume 2 Guide for more infor-
mation about setting up a Trailer record.

Trailer 273
Drivers
The Driver screen contains relevant data about the people who drive for your company.
This includes company drivers, owner/operators and drivers for owner/operators, even
if you do not directly pay them. This screen must be set up for a driver before he or she
can be dispatched.

The data on the screen includes general information about the driver, including who is
paid for their work, their qualifications, safety compliance, assignments, availability,
calls (to your company), contact information and dispatch history.

There are four optional tabs (Agency, ACE, Driver & Load and Drop & Swap) that
may display on the Driver screen. These tabs will display if you have the add-on mod-
ules Agency Access, ACE Manifest, Driver & Load and Drop & Swap. Please see the
optional manuals for information about these tabs

Tip: The Driver screen can also be opened from the Dispatch menu.

To open the Driver screen from the main menu, click Safety & Fuel Tax Master Files
Drivers. Click on the link “Drivers” of the Dispatch Volume 2 Guide for more infor-
mation about setting up a Driver record.

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Status Codes
Status codes are used on the Driver Events screen to describe the reason that a driver is
requesting time off.

To open the Status Codes screen from the Main Menu, click Safety & Fuel Tax Mas-
ter Files Status Codes. View the Status Codes screen on your monitor:

Sample Sta-
tus Codes
Screen

Status Code Screen Fields

Code

The Code field displays the unique, user-defined code for the status. The code can con-
tain up to four alpha-numeric characters and is a required field. Use only letters (A
through Z) and/or numbers (0 through 9) to define the code.

Description

A label or name for the status displays in the Description field. This field can contain up
to 100 alpha-numeric characters.

Status Codes 275

 Type

The Type field allows you to enter a status code for Driver, Tractor or Trailer.

Priority

The order of importance for the status displays in the Priority field. The highest priority
is 1, and the lowest is 3.

Dispatch allowed

The Dispatch allowed field indicates whether the driver may be dispatched on a load
when this status is assigned.

Begin notification days

The Begin notification days field determines when the notification will begin displaying
during dispatch. The event or message will display this many days prior to the start
date.

Close after expiration days

The Close after expiration days field displays when to automatically close an event after
it expires.

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How to Add a Status Code Record

1 Open the Status Codes screen from the Main Menu by clicking Safety & Fuel Tax
Master Files Status Codes.

2 Click Add . View the blank Status Codes screen on your monitor. Required
fields display on the screen in red text. All other fields are optional.

Add a Status
Codes
Record

3 Type up to four alpha-numeric characters for the code’s unique identification code
in the Code field. Use only letters (A through Z) and/or numbers (0 through 9) to
define the code.

4 Type up to 100 characters for the status code’s name in the Description field.

5 Type or select either Driver, Tractor or Trailer in the Type field.

6 Type or select the Priority of the status code.

7 Type or select the Yes to allow dispatching when this status code is applied or
No to disallow it in the Dispatch allowed field.

8 Type the number of days prior to the start of an event to begin displaying the event
at dispatch or preassignment in the Begin notification days field.

Status Codes 277

 9 Type the number of days after an event happens to automatically close the event in
the Close after expiration days field.

10 Click Execute .

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Driver Events
When a driver requests time off at a specific location, a driver events record can be
added to the database. The key to deciding if you need to record this is if the driver has
requested time off and needs to be routed to a specific location or city, on a specific
date. Examples of events might include scheduled vacation time, military leave, per-
sonal time off, etc.

Several screens use information from the Driver Events screen. The Order Planning
and Driver Management screens display the number of days remaining (RDO -
Remaining Days Out) until the most current Approved event. This provides a reminder
of the event to accommodate routing the driver to the appropriate place. The Driver
Management screen reflects a driver’s total number of Approved driver events. The
Driver screen displays the beginning date of the most current event. Both the Driver
and Order Planning screens display the ending date of the most recent Closed event.

Tip: The Driver Events screen can also be opened from the Dispatch menu.

To open the Driver Events screen from the Main Menu, click Safety & Fuel Tax Mas-
ter Files Driver Events. The Driver Events screen displays:

Driver Events 279

Driver
Events
Screen

Driver

The Driver field displays the driver code of the driver requesting the event. The driver’s
name and address display to the field’s right.

Entered by

The login id of the user adding the record displays in the Entered by field. The next
field automatically displays the date the record was added.

Event

The code, representing the type of leave requested, displays in the Event field with a
description of the code to the right.

Status

The Status field lists the current status of the driver event record. The options are:

Unapproved The request was not approved.

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 Approved The request is approved and has not occurred. This
status updates the Order Planning and Driver Manage-
ment screen’s RDO field, the Next home and Last home
fields on the Driver screen and the Last home field on
the Order Planning screen.
Closed The event has past. This status updates the Order Plan-
ning and Driver Management screen’s RDO field, the
Next home and Last home fields on the Driver screen
and the Last home field on the Order Planning screen.
Void The event was cancelled.

Priority

The Priority field reflects the urgency of the driver’s request. The options are:

1 The driver urgently needs the requested time off.

2 The driver wants the requested time off.
3 If possible, the driver wants the requested time off.

Tip:The priority you select will affect how events display if there is more than one
event. Urgent messages (priority 1) display first in a list of messages.

Requested

The date/time that time off was requested displays in the Requested field.

Event dates

The beginning date/time of the requested time off displays in the Event dates field.
When a driver has an Approved open event, the beginning date of the most current
event displays on the Driver screen in the Next home field. The Order Planning and
Driver Management screens also use this field to calculate the RDO (Remaining Days
Out) field.

Driver Events 281

 to

The ending date/time of the requested time off displays in the to field. When a Driver
Event status is changed to Closed, this date for the most recent event displays on the
Driver screen and the Order Planning screen in the Last home fields.

Notification dates

The date to begin notification on an event displays in the Notification dates field.

to

The date to end the notification displays in the to field.

Location

If the driver wants to be routed to a particular place for the event and this place has a
location code, the Location field displays the requested location code. The name of the
location displays to the right. The City & State field is automatically populated.

City & State

If the driver wants to be routed to a particular place and this place does not have a loca-
tion code, the City & State field displays the requested city and state.

Remarks

The Remarks field contains up to 100 characters for any comments about the event.

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How to Add Driver Events Records

1 Open the Driver Events screen from the Main Menu by clicking Safety & Fuel Tax
Master Files Driver Events.

2 Click Add . A blank Driver Events screen appears. Required fields display on
the screen in red text. All other fields are optional.

Add Driver
Status Event

3 Type or select the driver code in the Driver field.

4 Type or select the code for the event type in the Event field.

5 Type or select the Status of the driver events record.

6 Type or select the Priority of the driver events record.

7 Type or select the date/time that the time off was requested in the Requested
field.

Driver Events 283

 8 Type or select the requested time off’s beginning date/time in the Event dates
field.

9 Type or select the requested time off’s ending date/time in the to field.

10 Type or select the date to begin event notification in the Notification dates field.

11 Type or select the date to stop the event notification in the to field.

12 Type or select the location code that the driver wants to be routed to in the
Location field. The description of the code automatically displays in the next field.
The City & State field is populated.

13 If there is no location code for where the driver wants to routed for the time off,
type up to 28 alpha-numeric characters in the City & State field representing the
place that the driver wants to be routed to.

14 Type up to 100 alpha-numeric characters to comment about the requested time off
in the Remarks field.

15 Click Execute .

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How to Add an Event to a Group of Drivers

1 Open the Driver Events screen from the Main Menu by clicking Safety & Fuel Tax
Master Files Driver Events.

2 Perform the steps above for adding a driver event. Once the event has been added
for a driver, the event can be created for a group of drivers.

3 Click Group Event . A blank Group Event screen appears.

Add Group
Event

4 Select the group of drivers that will attend the event in the Group range box.
The options include:

Driver group Creates the event for all drivers in a specific group.
Driver manager Creates the event for all drivers with a specific man-
ager.

5 Click OK to create the event records.

Driver Events 285

Termination Codes
The Termination Codes screen is used to define the various reasons that a driver may
leave employment with your company. Termination codes are used on driver records.

To open the Termination Codes screen from the Main Menu, click Safety & Fuel Tax
Master Files Termination Codes. View the Termination Codes screen on your moni-
tor:

Sample Ter-
mination
Codes
Screen

Termination Codes Screen Fields

Code

The Code field displays the unique, user-defined code for the termination. The code
can contain up to three alpha-numeric characters and is a required field. Use only let-
ters (A through Z) and/or numbers (0 through 9) to define the code.

Description

A label or name for the termination displays in the Description field. This field can con-
tain up to 40 alpha-numeric characters.

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How to Add a Termination Code Record

1 Open the Termination Code screen from the Main Menu by clicking Safety & Fuel
Tax Master Files Termination Codes.

2 Click Add . View the blank Termination Code screen on your monitor.
Required fields display on the screen in red text. All other fields are optional.

Add a Ter-
mination
Code
Record

3 Type up to three alpha-numeric characters for the code’s unique identification code
in the Code field. Use only letters (A through Z) and/or numbers (0 through 9) to
define the code.

4 Type up to 40 characters for the termination code’s name in the Description field.

5 Click Execute .

Termination Codes 287

Comment Types
The Comment Types screen allows you to set up codes to categorize comments. To
open the Comment Types screen from the main menu, click Safety & Fuel Tax Mas-
ter Files Comment Types. The Comment Types screen displays:

Comment
Types
Screen

Comment Types Screen Fields

Code

The Code field is an eight character alpha-numeric code that represents the comment
type. Use only letters (A through Z) and/or numbers (0 through 9) to define the code.

Description

Description is a 28 character alpha-numeric field describing the comments.

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How to Add a Comment Types Record

1 Open the Comment Types screen from the main menu by clicking Safety & Fuel
Tax Master Files Comment Types Codes.

2 Click Add . A blank Comment Types entry screen displays. Required fields
display on the screen in red text. You cannot save the record without entering a
value in these fields. All other fields are optional.

Add a Com-
ment Types
Record

3 Type up to eight characters to identify the comment type in the Code field. Use
only letters (A through Z) and/or numbers (0 through 9) to define the code.

4 Type up to 28 alpha-numeric characters to describe the comment type in the

Description field.

5 Click Execute .

6 Click Exit .

Comment Types 289