6.2 Manual Entries, Printouts & Equipment Malfunctions

6.2 Manual Entries, Printouts & Equipment Malfunctions

A digital tachograph card only captures data when physically inserted into a Vehicle Unit (VU). Whenever a driver steps away from the vehicle—whether for an overnight rest period, a weekend off, sickness, annual leave, or duties in a depot workshop—the microchip records a gap in activity between card withdrawal and subsequent insertion. Under Regulation (EU) No 165/2014 (as retained in UK legislation), professional PCV drivers are legally required to maintain a continuous, unbroken record of all activities. Any missing time or unrecorded interval is treated by DVSA examiners as an attempt to conceal driving or working hours violations. Drivers must master the manual entry process, understand printout procedures, and know how to maintain legal operation during hardware failures.

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The Critical Necessity of Manual Entries

When a driver inserts their card into a digital tachograph, the VU cross-references the internal clock with the timestamp of the last card withdrawal stored on the chip. It detects an unrecorded time interval and presents an automated prompt: "Add manual entries?" or "Manual addition?".

Why Selecting "NO" is a Catastrophic Error

• Many untrained drivers erroneously select "NO" simply to bypass prompts and move off quickly.
• Selecting "NO" instructs the vehicle unit to leave the entire elapsed time period between the previous withdrawal and current insertion as "unaccounted time" (unexplained gap).
• At a roadside DVSA inspection or police check, an unexplained gap of several hours or days is an immediate red flag. The enforcement officer cannot determine whether the driver was resting, driving an unrecorded vehicle, or working elsewhere. This attracts an on-the-spot £300 graduated fixed penalty fine, potential vehicle immobilisation, and a negative compliance mark against the operator's O-licence risk score (OCRS).
• Drivers must always select "YES" to manual entries and accurately account for the missing period.

[ CARD WITHDRAWN: Fri 18:00 ] ═════════════════════════════► [ CARD INSERTED: Mon 06:00 ]
                                     │
                                     ▼
                        PROMPT: "Add manual entries?"
                                     │
              ┌──────────────────────┴──────────────────────┐
              ▼                                             ▼
       Select: [ NO ]                                Select: [ YES ]
              │                                             │
       60-hour BLANK GAP!                           Continuous Rest 🛏️
       Illegal missing record                       Recorded Fri 18:00 to Mon 05:45
       £300 DVSA Roadside Fine                      Other Work ⚒️ (Walkaround)
       Operator OCRS penalty                        Mon 05:45 to Mon 06:00
                                                    100% Fully Compliant Record!

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Step-by-Step Digital Tachograph Manual Entry Workflow

While interface graphics vary slightly between major manufacturers (such as VDO Continental DTCO and Stoneridge SE5000), the fundamental logical sequence is identical.

Scenario: Resuming Duty After Daily Rest and Depot Walkaround

• Background: Driver Mark withdrew his card yesterday at 18:00. He arrived at the depot this morning at 05:45, carried out a 15-minute walkaround check of his coach, and is now inserting his card into Slot 1 at 06:00.

  [ 1. INSERT CARD ]      ===> Slot 1. Display shows: "Welcome Mark", followed by
                               date and time of last card withdrawal (18:00 UTC yesterday).
           │
  [ 2. MANUAL PROMPT ]    ===> Display shows: "Add manual entries?"
                               Press [OK] to select "YES".
           │
  [ 3. REST PERIOD ]      ===> Display asks: "Rest until now?"
                               Because Mark worked from 05:45 to 06:00, he selects "NO".
           │
  [ 4. ADJUST REST END ]  ===> Display shows Bed symbol: 18:00 yesterday to [06:00 today].
                               Use Down Arrow to adjust end time back to [05:45]. Press [OK].
           │
  [ 5. ENTER OTHER WORK ] ===> Display prompts for activity between 05:45 and 06:00.
                               Use arrow keys to select Crossed Hammers (Other Work).
                               Confirm time 05:45 to 06:00. Press [OK].
           │
  [ 6. COUNTRY SYMBOL ]   ===> Display prompts: "Begin country?".
                               Select "UK" (and regional code if prompted). Press [OK].
           │
  [ 7. CONFIRM ENTRIES ]  ===> Display shows: "Confirm entries?".
                               Press [OK] for "YES". Card locks, data writes, ready to drive.

Key Principles for Manual Entry Success:

1. Use UTC Understanding: Remember that the unit calculates in UTC. If operating in BST (summer), 06:00 clock time is 05:00 UTC.
2. Never Rush: Take the 60 seconds required to step through the prompts methodically. Hitting the back or cancel button by mistake can abort the manual addition and lock out the opportunity to add the missing data.
3. Rest Until Now Shortcut: If the driver performed zero work away from the vehicle and stepped directly into the cab to insert the card, they can simply select "YES" to "Rest until now?", confirm start country "UK", and press confirm. This automatically records continuous rest from card withdrawal to insertion.

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Handling Lost, Stolen, Damaged, or Malfunctioning Cards

A driver smart card is a legal document. When a card is physically compromised, lost, or stolen, strict statutory protocols dictate how the driver may continue to operate legally.

Statutory Deadlines and Notifications

The 15-Calendar-Day Driving Grace Period

Under Article 29 of Regulation (EU) No 165/2014, a driver who has lost their card, had it stolen, or suffered a card malfunction is legally permitted to continue driving an in-scope passenger vehicle without a card for a maximum period of 15 calendar days.

• Base Return Extension: This 15-day period may be extended for a longer duration only if strictly necessary for the driver to return the vehicle to its operational base, provided that the driver can produce proof that they have formally applied for a replacement card.
• Prerequisite: The driver cannot simply drive without records during these 15 days. They must execute the mandatory emergency printout procedure at every shift.

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The Mandatory Emergency Printout Procedure

Whenever a driver is operating without a card (or when an inserted card malfunctions mid-shift), the law mandates a strict paper-based emergency recording routine at the start and end of every single working day.

┌──────────────────────────────────────────────────────────────────────────┐
│                     START-OF-SHIFT EMERGENCY PRINTOUT                    │
├──────────────────────────────────────────────────────────────────────────┤
│ 1. Print "24h Daily Vehicle Unit Printout" from VU at start of shift.   │
│ 2. Turn printout to reverse side (manual recording grid).               │
│ 3. Legibly write in block capitals:                                      │
│    • Full Legal Name: MARK ANTHONY DAVIES                                │
│    • Driving Licence / Driver Card Number: DAVIE805124MA9PK              │
│    • Vehicle Registration Mark (VRM): BF23 XYZ                           │
│    • Starting Odometer Reading: 142,560 km                               │
│    • Start Date & Time (UTC): 16/09/2026 at 05:45 UTC                    │
│    • Handwritten entries of any rest or work prior to takeover.          │
│    • Driver's Full Signature: [ Mark Davies ]                            │
└──────────────────────────────────────────────────────────────────────────┘
                                     │
                                     ▼
                              [ OPERATE SHIFT ]
                 Tachograph records vehicle driving movements.
                 Driver records off-vehicle activities on grid.
                                     │
                                     ▼
┌──────────────────────────────────────────────────────────────────────────┐
│                      END-OF-SHIFT EMERGENCY PRINTOUT                     │
├──────────────────────────────────────────────────────────────────────────┤
│ 1. Print second "24h Daily Vehicle Unit Printout" at end of shift.      │
│ 2. Turn printout to reverse side.                                        │
│ 3. Legibly write in block capitals:                                      │
│    • Full Legal Name and Licence / Card Number                           │
│    • Ending Odometer Reading: 142,985 km (Total: 425 km)                 │
│    • End Date & Time (UTC): 16/09/2026 at 17:15 UTC                      │
│    • Manual breakdown of all activities not captured by VU               │
│      (periods of other work, breaks taken away from cab, POA).           │
│    • Driver's Full Signature: [ Mark Davies ]                            │
└──────────────────────────────────────────────────────────────────────────┘

Carrying and Submitting Printouts

• Roadside Inspection: The driver must carry both start-of-shift and end-of-shift printouts for every day worked during the current day and previous 28 calendar days in the vehicle cab, alongside the DVLA replacement application receipt or police crime reference notice.
• Operator Submission: Within 28 calendar days, all endorsed printouts must be formally submitted to the transport operator, who must archive the physical records (or digital scans) for a minimum of 12 months for auditing by the DVSA.

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Equipment Malfunctions and In-Transit Breakdowns

Vehicle Units, dashboard displays, internal printer mechanisms, and transmission motion sensors are sophisticated electronic devices subject to occasional mechanical or electronic failure.

Common Equipment Faults:

• Sensor Failure (KITAS / Motion Sensor): The tachograph displays "Sensor Fault" or "Motion Data Error", caused by wiring loom damage, electrical surges, or sensor head failure.
• Display / Unit Crash: The digital screen goes blank or freezes, preventing mode selection.
• Printer Mechanism Jam: The paper feed gears jam or the thermal printhead fails to burn text onto the paper.

Driver Duties When Equipment Fails En Route:

1. Maintain Manual Records: If the tachograph breaks down or fails to record accurately while the coach is en route, the driver must immediately record all periods of driving, other work, POA, and rest manually on the reverse of approved tachograph printer paper or on an analogue record sheet.
2. Notify Transport Manager: Contact the transport operator immediately upon discovering the fault.
3. Statutory 7-Day Repair Rule: Under Article 41 of Regulation (EU) No 165/2014:
   • The operator must have the tachograph repaired by an approved tachograph calibration centre as soon as circumstances permit.
   • If the vehicle cannot return to the operating centre within one week (7 calendar days) calculated from the day of the breakdown, the repair must be carried out en route at an authorised tachograph workshop before continuing commercial operations.

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Printer Paper Requirements and Maintenance

Every digital tachograph contains an integrated thermal printer. The paper used is not standard receipt paper; it is subject to rigorous technical approvals.

• Type-Approved Paper: Thermal paper rolls must be officially type-approved, bearing the European approval mark (an "e" inside a rectangle followed by the certifying country code, e.g., e1 for Germany, e11 for the UK). Non-approved paper can jam the printer feed, damage thermal printheads, or fade prematurely.
• Mandatory Cab Carriage: Under transport regulations, the driver must carry at least one spare, type-approved printer roll in the vehicle cab at all times. Best industry practice is to carry two spare rolls in a protective box inside the glove compartment.
• Enforcement Hazard: If stopped by a DVSA examiner and asked to produce a roadside printout, a driver whose tachograph runs out of paper and who cannot produce a spare roll from the cab will be issued an immediate fixed penalty for failure to produce records, regardless of whether the digital card itself is fully compliant.
• Thermal Degradation Warning: Thermal paper is highly sensitive to ultraviolet light, heat, and moisture. Never leave rolls on top of the dashboard exposed to sunlight or near demister heater vents, as the paper will turn completely black, rendering statutory records illegible.

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Realistic Case Scenario: Lake District School Excursion

• Background: Driver Tariq is scheduled to operate a four-day private coach tour from Manchester to the Lake District with a local secondary school party. On the morning of departure at the depot, Tariq turns on the ignition and inserts his smart card into Slot 1 of the coach's digital tachograph.
• The Anomaly: The vehicle unit makes an unusual grinding noise, displays "Card Error 02: Chip Unreadable", and ejects the card. Tariq inspects the card and discovers that the gold microchip contact has delaminated and cracked.
• Action 1 – Notification: Tariq immediately contacts his transport manager and explains that his card has suffered physical hardware failure. The transport manager logs the defect, instructs Tariq to report the failure online to the DVLA/DVSA, and confirms that Tariq can legally operate under the 15-day cardless emergency rule.
• Action 2 – Start-of-Shift Printout: Tariq verifies that a fresh approved printer roll is loaded in the VU and confirms two spare rolls are in the cab locker. He accesses the tachograph menu, selects "Print 24h Vehicle", and prints a vehicle report. On the back of the printout, Tariq neatly writes his full legal name, driving licence number, vehicle registration, starting odometer reading (84,210 km), start time (06:30 UTC), enters his 15-minute walkaround check under Crossed Hammers, and signs the document.
• Action 3 – The Journey: Tariq operates the tour to Windermere. At each intermediate stop and rest break, he ensures the tachograph stays in appropriate modes (or notes break times on his printout).
• Action 4 – End-of-Shift Printout: Upon arriving at the hotel in Bowness-on-Windermere at 17:30, Tariq prints a second 24h vehicle report. He records the ending odometer (84,545 km), details his 45-minute driving break taken at Lancaster Services, signs the printout, and clips both documents into his trip manifest folder.
• Action 5 – Replacement Application: That evening at the hotel, Tariq accesses the official GOV.UK portal, completes the replacement driver card application, pays the fee, and saves the digital confirmation receipt on his mobile phone. When inspected by a DVSA enforcement patrol at a tourist coach park two days later, Tariq presents his daily printouts, his spare paper rolls, and his DVLA application reference. The examiner commends him for exemplary compliance and permits him to proceed with zero penalties.

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Offences, Tampering and Penalties

Objective 2.1 of the Driver CPC syllabus names penalties for failure to use, improper use of and tampering with the tachograph as knowledge a professional driver must hold. Tachograph offences are treated far more seriously than ordinary traffic offences, because falsifying a record conceals the fatigue that causes collisions.

The Offences

Interference Devices

Magnets, signal emulators, wiring modifications and software interference are all forms of tampering. A smart tachograph records power interruptions, sensor anomalies and tamper attempts in its own memory, and a smart tachograph transmits early detection data by DSRC to enforcement officers without the vehicle having to stop. A driver who believes a device is undetectable is working with out-of-date information, and possession or use of one typically ends a vocational career.

How Enforcement Works in Practice

• Graduated fixed penalties are issued at the roadside, with the level set by the seriousness of the breach.
• Financial penalty deposits: a driver without a verifiable address is asked to pay a deposit equal to the fixed penalty, and further driving is prohibited until that payment is received.
• Prohibitions are used to remove an immediate threat to road safety; the vehicle cannot be used until the specified conditions are met.
• Referral to the Traffic Commissioner follows where the matter brings the repute of the driver or the operator into doubt. For a driver that can mean suspension or revocation of vocational entitlement at a conduct hearing; for an operator it can mean a Public Inquiry and action against the operator's licence.

The Professional Position

There is never an operational reason good enough to justify a false record. If a driver runs out of hours, the correct answers are to stop, tell control, and — where the cause was genuinely unforeseen — use the Article 12 derogation properly and document it (section 6.3). Every one of those options is recoverable. A falsified record is not.