How to manage compliance with multi-country fleets

Achieving compliance with regulations in a country can already be a challenge for fleet managers to keep an overview of essential policies such as driver's license checks, accident prevention regulations, or fine management. But how does it work when dealing with multi-country fleets, especially with different rules and regulations across countries in place?

Analyze compliance regulations between countries 

To keep up with legal requirements on different levels related to your fleet, vehicles, and drivers, it is first of importance to be aware of the differences other countries require in terms of compliance and where you might have to implement additional processes. 

Regulations in GermanyGerman regulations require fleet managers to take responsibility for regular driver's license checks, driver training, and accident prevention regulations (based on ‘DGUV Vorschrift 70’). The latter also entails the following: 

• Vehicle inspection by an expert (colloquially known as vehicle accident prevention regulations)
• Vehicle inspection by the driving personnel
• Driver instruction (colloquially known as driver accident prevention regulations)

If the manager violates the regulations of the employer’s liability insurance association or operations are non-compliant, there may not only be the threat of a fine, but the employer’s insurance association can refuse to pay benefits. 

In Austria on the other hand, different country regulations apply when it comes to driver’s license checks and make the process more challenging than for example in Germany. For example, based on Section 37 (4) FSG, a minimum fine of €726 is due for driving a motor vehicle even though the driving license has been revoked or a driving ban has been imposed. The amount increases in the case of repeated offenses. 

In addition to the fine, a possible recourse claim by the insurance company in the event of an accident (driver without driving authorization) is a latent risk that should not be underestimated financially and fleet managers can be made liable when managing directors delegate responsibility to them based on §9 VStG. 

In Switzerland, the legal basis is similar. Here, too, not only the driver is liable when driving vehicles without a license, but also the fleet manager if the vehicle is left to the employee (Art. 100 Para. 2 SVG). In Switzerland, the legal basis for the driving license check falls under the Road Traffic Act (SVG). 

Implement strong compliance processes from the beginning

Taking care of single- or multi-country fleets requires a comprehensive system of processes to control compliance. This is not only essential in case of a potential audit but also to review and control compliance regularly and establish the right standard for your fleet. These processes usually include managing big amounts of data and documentation, control and training programs, status and risk analysis, and corrective actions. 

Fleet Managers are responsible to implement systems and control mechanisms to gain a better overview of their fleets and manage compliance accordingly. However, many fleets are still managed via non-cloud-based tools (such as excel) which are more obsolete for data errors. These workflows could result in insufficient overviews and data management and could lead to criminal consequences for the fleet managers.

Make use of fleet software’s to support your compliance efforts

Keeping track and managing compliance subjects can be very time-consuming, especially when doing it manually without a cloud-based solution. Traditional tools like excel may be a very popular tool to manage vehicle fleets, however, they are automatically also more obsolete for errors, and take a lot of time to manage and fill. 

Using a fleet software, such as Avrios, supports managers in setting up compliance processes, automating daily tasks, and storing essential data for your fleets all in one central location enables you to save time, minimize data errors, and gives you a better overview of deadlines and action items to ensure compliance for your fleet.

Stay flexible for change and create compliance value

Rules and regulations are always subject to change in different countries. By making use of a digital solution like Avrios’ software, you can create environmental, risk, and status analyses and give you a better overview of your fleet requirements that enable you to react more quickly to ongoing change. 

Further, staying compliant with multi-country fleets also requires the understanding and efforts of the entire company. Creating a sense of urgency with employees to follow regulations such as regularly undergoing driver's license checks or driver's training helps fleet managers to ensure that requirements are being met on time and the fleets are running in order. 

How Avrios can help you achieve compliance for your fleets

Managing compliance has never been easier. Avrios offers all the relevant tools you will need to stay compliant within one country or with multi-country fleets. From driver training to fine management - the Avrios software enables you to manage and audit your data from multiple fleets in one place. This allows you to always stay on top of different rules and regulations for different countries as well. 

Learn more here.