TIER 3: PROACTIVE SAFETY DIRECTOR
Stop Managing Safety. Start Growing Your Fleet.
Get a complete, outsourced safety department to manage your drivers, files, and ELD logs—all while lowering your CSA scores and keeping you 100% audit-ready.
PODCAST Proactive Safety Director
Get a complete, outsourced safety department to manage your drivers, files, and ELD logs—all while lowering your CSA scores and keeping you 100% audit-ready.
SERVICE OVERVIEW
Your All-in-One Safety Management Solution
We become your full-service safety department—covering driver onboarding, FMCSA compliance, HUT tax management, and CSA score oversight—keeping your operations safe, efficient, and audit-ready year-round.
DESIGNED FOR
Who Should Use the Proactive Safety-Director Service?
The Proactive Safety Director package is perfect for:
Established fleets
Fleets needing a complete, outsourced safety department
Teams managing drivers and improving CSA scores
Operations requiring assistance with tax filings
Driver Management
Compliance Monitoring
Filings, Tax & Admin
Safety & Risk Management
COMPLIANCE OVERLOAD?
Struggling with Fleet Compliance?
If these challenges sound familiar, it’s a clear signal that your fleet needs professional compliance support.
Spending nights and weekends auditing ELD logs instead of growing your business.
Buried in driver hiring paperwork and struggling to keep DQ files compliant.
Your CSA scores are creeping up and you don’t know how to fix them.
Constantly worried that a surprise DOT audit could shut you down.
Spending nights and weekends auditing ELD logs instead of growing your business.
Buried in driver hiring paperwork and struggling to keep DQ files compliant.
Your CSA scores are creeping up and you don’t know how to fix them.
Constantly worried that a surprise DOT audit could shut you down.
If these challenges sound familiar, it’s a clear signal that your fleet needs professional compliance support.
PRICING
Simple Pricing for Full Safety Oversight
Know exactly what you’re paying for: expert safety oversight, monitoring, and fleet compliance support.
Tier 3 Proactive Safety Director
$900/month Retainer
+
$175/month per unit
(Per driver or truck, whichever is greater)
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
THE SOLUTION
What's Included in Your "Proactive Safety Director" Package
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.
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.
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.
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
If these challenges sound familiar, it’s a clear signal that your fleet needs professional compliance support.
SERVICE ASSUMPTIONS & EXCLUSIONS
Not Included in Proactive Safety Director
This "Proactive Safety Director" package EXPRESSLY EXCLUDES all claims/accident management and IFTA filing services. Excluded services include, but are not limited to:
NO Quarterly IFTA Tax Filing (Included in Tier 4)
NO accident investigation or evidence collection (Included in Tier 4)
NO claims management (Liability, Cargo, Physical Damage) or liaison with insurance adjusters (Included in Tier 3)
NO moving violation or ticket support (Included in Tier 3)
NO attorney consultations or legal representation
CLIENT RESPONSIBILITIES
Your Role in Compliance
The Client agrees to:
Fulfill all responsibilities from the Tier 1 and Tier 2 SOWs.
Provide Synchron Safety with a complete, current copy of all company policies to be used for driver onboarding.
Make all newly-hired drivers available for the mandatory online onboarding session.
Provide all necessary mileage data and fuel purchase records in a timely manner for the preparation of HUT tax filings
Notify Synchron Safety of all potential driver hires *before* they are approved to drive to allow for the Pre-Hire Evaluation process.
Actively partner with Synchron Safety to implement provided Corrective Action Plans (CAPs).
Provide Synchron Safety with all vehicle maintenance records.
Provide full administrative access to all necessary systems (ELD, dashcams, etc.).
Pay all tax liabilities calculated for HUT filings. Synchron Safety is responsible for calculation and filing, but not payment of taxes due.
SCHEDULE A MEETING
Review Your Safety Director Needs
Connect with a Synchron Safety expert to evaluate your fleet’s safety workflows and compliance gaps, and see how our team can oversee your daily safety management.
TRUSTED BY
Hear From Carriers We’ve Helped
Discover how carriers rely on us to manage safety, compliance, and daily operational challenges.
We just passed our DOT audit with zero violations. The Synchron Safety team had every file perfectly prepared and managed the entire process. I can’t recommend them enough.
Carrier Owner,
15 Trucks
I used to spend my weekends auditing ELD logs. Now, I just get a simple report every Monday. It’s the best money I’ve ever spent on my business. My only regret is not hiring them sooner.
Owner,
9 Truck Fleet
We just passed our DOT audit with zero violations. The Synchron Safety team had every file perfectly prepared and managed the entire process. I can’t recommend them enough.
Carrier Owner,
15 Trucks
I used to spend my weekends auditing ELD logs. Now, I just get a simple report every Monday. It’s the best money I’ve ever spent on my business. My only regret is not hiring them sooner.