TIER 4: TOTAL RISK MANAGEMENT
Protect Your Assets. Minimize Liability. Secure Your Future.
Your fully outsourced Safety Director, Claims Manager, and Tax Specialist.
PODCAST Total Risk Management
Your fully outsourced Safety Director, Claims Manager, and Tax Specialist.
SERVICE OVERVIEW
Total Fleet Risk Management Solution
End-to-end risk management designed to safeguard your fleet through proactive oversight, strategic planning, compliance management, and expert claims handling.
DESIGNED FOR
Who Should Use the Total Risk Management Service?
The Total Risk Management service is ideal for:
Fleets that want an all-inclusive partner
Fleets needing full safety management
Fleets requiring compliance oversight
Fleets that need help with tax filings
Fleets handling high-stakes claims
Accident & Claims
Strategic Safety Policy
Legal
Support
Tax &
Filings
COMPREHENSIVE PROTECTION
More Than Compliance—This is Asset Protection
We go beyond standard safety management. Tier 4 is designed to be your single expert point of contact for all strategic and reactive risk matters. From filing your quarterly IFTA taxes to handling police reports at 3 AM, we act as the shield between your company and liability.
Post-Incident Defense
We take over immediately after an accident, managing claims, interviews, and evidence to protect your interests.
Strategic Planning
We don’t just enforce rules; we write the playbook. We create custom safety plans designed to support your company’s growth
Full Tax Management
Stop worrying about deadlines. We compile your mileage and fuel data to calculate and file your IFTA and HUT returns
Post-Incident Defense
We take over immediately after an accident, managing claims, interviews, and evidence to protect your interests.
Strategic Planning
We don’t just enforce rules; we write the playbook. We create custom safety plans designed to support your company’s growth
Full Tax Management
Stop worrying about deadlines. We compile your mileage and fuel data to calculate and file your IFTA and HUT returns
PRICING
Simple, Transparent Pricing
Professional safety direction at a fraction of the cost of an in-house hire.
Tier 4 Total Risk Management
$1,350/month Retainer
+
$250/month per unit
Key Points:
- Annual UCR & 2290 HVUT Filings
- Biennial MCS-150 Updates
- IRP Account & Registration Management
- Insurance COI Tracking
- Basic Document & Expiration Management
- Daily ELD & HOS Log Auditing
- Real-time CDL Status Monitoring
- HUT Account Administration (Add/Remove Units)
- California CARB (TRUCRS) Management
- Full Driver Lifecycle Management (DQ Files)
- Pre-Hire Driver Evaluation (MVR, PSP)
- Live Driver Onboarding & Policy Training
- CSA Score Management & DataQ Challenges
- Full Audit Preparation
- Full State-Level HUT Tax Filing
- Accident & Claims Management
- Full Insurance & Adjuster Liaison
- Violation & Ticket Support (Legal Coordination)
- Quarterly IFTA Tax Filing
- Custom Company Safety Plan & Policy Creation
- Access to "Claim Terminal" Platform
WHAT THIS PACKAGE COVERS?
Full Breakdown of What’s Included
This package includes every service from the lower tiers, plus full-scale risk management, tax administration, and legal support.
Unified Carrier Registration (UCR)
Synchron Safety will prepare and submit the Client's annual UCR filing. This includes verifying fleet size based on Client-provided data and ensuring timely submission.
2290 HVUT
Synchron Safety will prepare and file the annual IRS Form 2290 (Heavy Vehicle Use Tax) for all applicable vehicles (over 55,000 lbs) reported by the Client. The resulting Stamped Schedule 1 will be digitally provided to the Client.
MCS-150 Biennial Update
Synchron Safety will monitor the Client's 24-month FMCSA update requirement and file the MCS-150 biennial report using Client-provided mileage and fleet data. This service also includes updates for significant operational changes (e.g., change of address) when notified by the Client.
IRP Account Management
Synchron Safety will manage the Client's International Registration Plan (IRP) account, including:
- Processing annual IRP account renewals.
- Processing IRP fleet additions, vehicle deletions, and cab card updates as requested by the Client.
- Submitting required supporting documentation (e.g., 2290 Schedule 1, insurance) to the IRP office on the Client's behalf.
Insurance COI Tracking
Synchron Safety will:
- Maintain a digital log of the Client's provided insurance policy expiration dates (Auto Liability, Cargo, etc.).
- Proactively contact the Client's designated insurance broker 30 days prior to policy expiration to request an updated Certificate of Insurance (COI).
Digital Document Management
Synchron Safety will:
- Establish and maintain a digital folder structure for all active drivers and vehicles (trucks/trailers) reported by the Client.
- Receive, review for legibility, and digitally file essential compliance documents provided by the Client, limited to:
- Driver's CDL
- Driver's Medical Card
- Vehicle Registrations (Cab Cards)
- Vehicle Annual Inspection Reports
Expiration Tracking
Synchron Safety will:
- Maintain an expiration tracking system for the four (4) document types listed following:
- Driver's CDL
- Driver's Medical Card
- Vehicle Registrations (Cab Cards)
- Vehicle Annual Inspection Reports
- Generate and send a monthly "Upcoming Expirations" report to the Client's designated contact.
Primary Point of Contact
Synchron Safety will provide a dedicated safety & compliance email inbox for all document submissions and service inquiries related to this SOW.
Administrative Support
Synchron Safety will provide a designated Point of Contact for administrative support regarding the services listed in this SOW during standard business hours (e.g., 9:00 AM - 5:00 PM EST, Monday-Friday).
Daily ELD Logbook Auditing
Synchron Safety specialists will access the Client's ELD platform daily to review all driver logs for HOS compliance.
Violation & Anomaly Review
Audits will scan for 11/14/30-min/70-hour violations, unassigned driving, improper edits, and form/manner errors.
Driver Correction Notices
Synchron Safety will send correction notices directly to drivers (via ELD, email, or fleet message) for required log corrections. Management will be copied.
HOS Compliance Reporting
The Client will receive weekly and/or monthly reports summarizing fleet-wide HOS performance.
Fuel & Mileage Audit
Synchron Safety will conduct a monthly audit comparing Client-provided fuel receipts against ELD location data to verify logbook accuracy.
Driver Enrollment
Synchron Safety will enroll all Client drivers into a real-time CDL monitoring platform.
Daily Status Monitoring
The platform will provide daily checks on the status of each driver's CDL.
Immediate Alerting
Synchron Safety will receive and immediately act upon alerts for any change in driver status (suspensions, revocations, new violations, expired medical card).
Proactive Response
Upon receiving a critical negative alert, Synchron Safety will immediately notify the Client's designated contact.
HUT Account Management
Synchron Safety will perform administrative management of the Client's Highway Use Tax (HUT) permit accounts for NY, KY, NM, OR, and CT.
Scope of Service
This service is strictly limited to: (a) Adding new vehicles to the Client's active accounts, (b) Removing sold or inactive vehicles from the Client's accounts, and (c) Verifying account status (active/inactive) with the state.
Exclusions
This service explicitly *excludes* the preparation, calculation, and filing of any periodic mileage or tax reports (e.g., quarterly, monthly, or annual HUT/weight-distance tax returns). This service is included in Tier 3.
TRUCRS Account Management
Synchron Safety will manage the Client's TRUCRS account, including registering all applicable units and ensuring compliance with California Air Resources Board (CARB) regulations.
Pre-Hire Driver Evaluation
Manage the full pre-hire process for all driver applicants, including:
- Ordering and reviewing Motor Vehicle Records (MVRs).
- Ordering and reviewing Pre-Employment Screening Program (PSP) reports.
- Conducting all DOT-mandated employment and safety performance verifications.
Driver Onboarding Session
Synchron Safety will schedule and conduct a live, online video call with each newly-hired driver. This session will include a comprehensive review of the Client's provided company policies, safety procedures, and compliance expectations (e.g., HOS, accident reporting, vehicle inspections).
Full Driver Qualification (DQ) File Management
Create, audit, and maintain a 100% compliant DQ file for every driver, including the application, road test, MVR, medical card, and all other required documents.
Annual Driver Evaluation
Conduct and document the FMCSA-required annual review of each driver's performance, MVR, and safety record.
Annual Driver Evaluation
Conduct and document the FMCSA-required annual review of each driver's performance, MVR, and safety record.
High-Risk Driver Overwatch Program
Identify and maintain an internal "High-Risk Watch List" for drivers with poor performance, violations, or high incident frequency.
Driver Safety Interviews
Conduct one-on-one coaching interviews with drivers who receive violations, fail inspections, trigger safety alerts, or demonstrate non-compliance.
CSA Score Analysis & Improvement
Actively monitor all CSA (Compliance, Safety, Accountability) BASIC categories for negative trends. Develop and deliver monthly Corrective Action Plans (CAPs) to Client management.
DataQ Challenges
Investigate, prepare, and submit all eligible DataQ challenges to the FMCSA to remove incorrect, non-preventable, or disputable violations from the Client's safety record.
Safety Inspection Follow-ups
Track all DOT roadside inspections. Coordinate with the Client's maintenance team to receive and file all proof of repair documentation for vehicle violations.
Full Audit Preparation
Maintain 100% audit-ready digital folders for all drivers (DQ), vehicles (Maintenance), and company records. In the event of an FMCSA or insurance audit, Synchron Safety will compile and organize all requested documentation for submission.
Full Highway Use Tax (HUT) Management
Includes all services from Tier 2 (add/remove units, status checks) PLUS the preparation and filing of all periodic mileage and tax reports (e.g., quarterly, monthly) for NY, KY, NM, OR, CT.
Full TMS Access
Provide the Client with full, transparent access to the Synchron Safety Transportation Management System (TMS) for 24/7 visibility into all compliance files.
Dedicated Carrier Coordinator
Assign a dedicated Safety Coordinator to act as the Client's primary, high-level point of contact for all strategic safety and compliance issues.
Moving Violation Assistance
Synchron Safety will log all driver-received moving violations, collect citations, and track court dates.
Legal Coordination (Non-Attorney)
Synchron Safety will act as the administrative liaison for the Client's designated legal team, organizing and submitting documentation to assist in disputing violations.
Incident Response & Investigation
Synchron Safety will act as the primary point of contact for all accident and incident reports, conduct driver interviews, collect evidence, and retrieve police reports.
End-to-End Claim Handling
Synchron Safety will manage the entire claim lifecycle for Liability, Cargo, and Physical Damage claims.
Insurance Liaison & Representation
Synchron Safety will act as the Client's expert representative, communicating directly with insurance adjusters, advocating in disputed-fault cases, and challenging under-valuations.
Insurance Policy Support
Synchron Safety will manage all insurance policy updates (adding/deleting units) and compile safety data to support annual policy renewal.
Custom Safety Plan
Synchron Safety will conduct a comprehensive review of the Client's existing safety policies and company safety plan (if one exists) to identify gaps, outdated information, or areas of non-compliance.
Custom Policy & Safety Plan Creation
Based on the policy review and an analysis of the Client's specific operations and CSA score weaknesses, Synchron Safety will draft, rewrite, or create custom safety policies and a comprehensive company safety plan.
Growth-Minded Implementation
These policies and the safety plan will be designed to proactively address risk, improve safety performance, and support the Client's growth. Synchron Safety will partner with Client management to review and advise on the implementation of new policies (e.g., in driver handbooks, onboarding, and training).
Quarterly IFTA Tax Filing
Synchron Safety will compile all mileage and fuel data (collected via the "Fuel & Mileage Audit" service) to calculate and file the Client's quarterly International Fuel Tax Agreement (IFTA) return.
Claim Terminal Access
In addition to the TMS, the Client will receive, real-time access to the "Claim Terminal" to view the live status, all supporting documents, and communication logs for all open claims.
Unified Carrier Registration (UCR)
Synchron Safety will prepare and submit the Client's annual UCR filing. This includes verifying fleet size based on Client-provided data and ensuring timely submission.
2290 HVUT
Synchron Safety will prepare and file the annual IRS Form 2290 (Heavy Vehicle Use Tax) for all applicable vehicles (over 55,000 lbs) reported by the Client. The resulting Stamped Schedule 1 will be digitally provided to the Client.
MCS-150 Biennial Update
Synchron Safety will monitor the Client's 24-month FMCSA update requirement and file the MCS-150 biennial report using Client-provided mileage and fleet data. This service also includes updates for significant operational changes (e.g., change of address) when notified by the Client.
IRP Account Management
Synchron Safety will manage the Client's International Registration Plan (IRP) account, including:
- Processing annual IRP account renewals.
- Processing IRP fleet additions, vehicle deletions, and cab card updates as requested by the Client.
- Submitting required supporting documentation (e.g., 2290 Schedule 1, insurance) to the IRP office on the Client's behalf.
Insurance COI Tracking
Synchron Safety will:
- Maintain a digital log of the Client's provided insurance policy expiration dates (Auto Liability, Cargo, etc.).
- Proactively contact the Client's designated insurance broker 30 days prior to policy expiration to request an updated Certificate of Insurance (COI).
Digital Document Management
Synchron Safety will:
- Establish and maintain a digital folder structure for all active drivers and vehicles (trucks/trailers) reported by the Client.
- Receive, review for legibility, and digitally file essential compliance documents provided by the Client, limited to:
- Driver's CDL
- Driver's Medical Card
- Vehicle Registrations (Cab Cards)
- Vehicle Annual Inspection Reports
Expiration Tracking
Synchron Safety will:
- Maintain an expiration tracking system for the four (4) document types listed following:
- Driver's CDL
- Driver's Medical Card
- Vehicle Registrations (Cab Cards)
- Vehicle Annual Inspection Reports
- Generate and send a monthly "Upcoming Expirations" report to the Client's designated contact.
Primary Point of Contact
Synchron Safety will provide a dedicated safety & compliance email inbox for all document submissions and service inquiries related to this SOW.
Administrative Support
Synchron Safety will provide a designated Point of Contact for administrative support regarding the services listed in this SOW during standard business hours (e.g., 9:00 AM - 5:00 PM EST, Monday-Friday).
Daily ELD Logbook Auditing
Synchron Safety specialists will access the Client's ELD platform daily to review all driver logs for HOS compliance.
Violation & Anomaly Review
Audits will scan for 11/14/30-min/70-hour violations, unassigned driving, improper edits, and form/manner errors.
Driver Correction Notices
Synchron Safety will send correction notices directly to drivers (via ELD, email, or fleet message) for required log corrections. Management will be copied.
HOS Compliance Reporting
The Client will receive weekly and/or monthly reports summarizing fleet-wide HOS performance.
Fuel & Mileage Audit
Synchron Safety will conduct a monthly audit comparing Client-provided fuel receipts against ELD location data to verify logbook accuracy.
Driver Enrollment
Synchron Safety will enroll all Client drivers into a real-time CDL monitoring platform.
Daily Status Monitoring
The platform will provide daily checks on the status of each driver's CDL.
Immediate Alerting
Synchron Safety will receive and immediately act upon alerts for any change in driver status (suspensions, revocations, new violations, expired medical card).
Proactive Response
Upon receiving a critical negative alert, Synchron Safety will immediately notify the Client's designated contact.
HUT Account Management
Synchron Safety will perform administrative management of the Client's Highway Use Tax (HUT) permit accounts for NY, KY, NM, OR, and CT.
Scope of Service
This service is strictly limited to: (a) Adding new vehicles to the Client's active accounts, (b) Removing sold or inactive vehicles from the Client's accounts, and (c) Verifying account status (active/inactive) with the state.
Exclusions
This service explicitly *excludes* the preparation, calculation, and filing of any periodic mileage or tax reports (e.g., quarterly, monthly, or annual HUT/weight-distance tax returns). This service is included in Tier 3.
TRUCRS Account Management
Synchron Safety will manage the Client's TRUCRS account, including registering all applicable units and ensuring compliance with California Air Resources Board (CARB) regulations.
Pre-Hire Driver Evaluation (MVR, PSP, Verifications)
Live Driver Onboarding & Policy Training
Full Driver Qualification (DQ) File Management
Annual Driver Evaluations & Reviews
High-Risk Driver Overwatch Program
Daily Compliance & Monitoring
Daily ELD & HOS Log Auditing
Real-time CDL Status Monitoring
Safety Inspection Follow-ups (Repairs)
Fuel & Mileage Auditing for Tax
CSA Score Analysis & Corrective Action Plans
DataQ Challenges for Bad Inspections
Full DOT/FMCSA Audit Preparation
Dedicated Carrier Coordinator
Full State-Level HUT Tax Filing (NY, KY, NM, OR, CT)
California CARB (TRUCRS) Management
Annual UCR & 2290 HVUT Filings
Biennial MCS-150 Updates
IRP Account & Registration Management
Insurance COI Tracking
Full TMS Access
Moving Violation Assistance
Synchron Safety will log all driver-received moving violations, collect citations, and track court dates.
Legal Coordination (Non-Attorney)
Synchron Safety will act as the administrative liaison for the Client's designated legal team, organizing and submitting documentation to assist in disputing violations.
Incident Response & Investigation
Synchron Safety will act as the primary point of contact for all accident and incident reports, conduct driver interviews, collect evidence, and retrieve police reports.
End-to-End Claim Handling
Synchron Safety will manage the entire claim lifecycle for Liability, Cargo, and Physical Damage claims.
Insurance Liaison & Representation
Synchron Safety will act as the Client's expert representative, communicating directly with insurance adjusters, advocating in disputed-fault cases, and challenging under-valuations.
Insurance Policy Support
Synchron Safety will manage all insurance policy updates (adding/deleting units) and compile safety data to support annual policy renewal.
Custom Safety Plan
Synchron Safety will conduct a comprehensive review of the Client's existing safety policies and company safety plan (if one exists) to identify gaps, outdated information, or areas of non-compliance.
Custom Policy & Safety Plan Creation
Based on the policy review and an analysis of the Client's specific operations and CSA score weaknesses, Synchron Safety will draft, rewrite, or create custom safety policies and a comprehensive company safety plan.
Growth-Minded Implementation
These policies and the safety plan will be designed to proactively address risk, improve safety performance, and support the Client's growth. Synchron Safety will partner with Client management to review and advise on the implementation of new policies (e.g., in driver handbooks, onboarding, and training).
Quarterly IFTA Tax Filing
Synchron Safety will compile all mileage and fuel data (collected via the "Fuel & Mileage Audit" service) to calculate and file the Client's quarterly International Fuel Tax Agreement (IFTA) return.
Claim Terminal Access
In addition to the TMS, the Client will receive, real-time access to the "Claim Terminal" to view the live status, all supporting documents, and communication logs for all open claims.
SERVICE ASSUMPTIONS & EXCLUSIONS
Not Included in Total Risk Management
This "Total Risk Management" package is a comprehensive administrative and representative service, but it EXPRESSLY EXCLUDES:
NO legal advice or attorney-client privileged communication. Synchron Safety provides 'Legal Coordination' but is not a law firm.
NO payment of fines, court costs, legal fees, taxes due (IFTA/HUT), or claim deductibles. These are the sole responsibility of the Client.
NO dispatching, freight brokerage, or payroll services.
NO on-site driver training or on-site policy implementation. All policy management and onboarding is conducted remotely.
CLIENT RESPONSIBILITIES
Your Role in Compliance
The Client agrees to:
Fulfill all responsibilities outlined in the Tier 1, 2, and 3 SOWs.
Provide all current company policies, handbooks, and safety plans for review.
Provide a complete and accurate driver roster for CDL monitoring
Be responsible for the company-wide dissemination and enforcement of all new policies.
Provide all necessary mileage data and fuel purchase records in a timely manner for the preparation of IFTA tax filings.
Report any and all accidents, incidents, or spills to Synchron Safety within a short time.
Submit all driver-received moving violations or citations to Synchron Safety within 24 hours.
Provide Synchron Safety with full authorization to speak to their insurance broker and adjusters.
Provide contact information for their designated attorney or ticket resolution service.
Understand and agree that the Client is solely responsible for all attorney's fees, court costs, fines, and claim deductibles.
Pay all tax liabilities calculated for IFTA and HUT filings. Synchron Safety is responsible for calculation and filing, but not payment of taxes due.