TM1G – How many hours should a transport manager work?

The DVSA have moved all operator applications online, which is a great thing. However, getting quick and easy access the guidance publications is almost impossible currently. Specifically for transport managers and the TM1G doc, checking how many hours you are required to work via the .gov  website will leave you somewhat frustrated. The great news is you can read the information required below taken from the TM1G document!

TM1G statutory guidelines for the number of hours transport managers should work

The statutory guidance documents give a broad guideline as to what might be expected in terms of hours worked by a transport manager relative to the maximum number of vehicles authorised for a licence. Please note that this is a starting point only. The traffic commissioners will need to be satisfied that you are capable of exercising continuous and effective management of the transport operation (see below) and will consider each case on its own facts and its own merits.

Motor Vehicles

Proposed Hours (per week)

2 or less


3 to 5


6 to 10


11 to 14


15 to 29


30 to 50

30-Full Time

Above 50

Full Time and additional assistance required

Additional hours may be required for trailers.

Please give full details of the hours you will work in the relevant boxes on the form. If you will not be devoting the amount of time to the relevant licence(s) as shown in the table above, you should provide the traffic commissioner with written explanation as to how you will carry out all your responsibilities effectively in the time allocated.

Your explanation should include how you will ensure the operation and management of the following;

 Drivers administration – including the checking of drivers’ licences and driver CPC qualifications (DQC), ensuring that the retention of drivers hours records (no less than 12 months) and working time records (no less than 24 months) and both are made available upon request;

 Drivers management – ensuring compliance with the driving hours rules (EU or Domestic Hours rules); that drivers record their duty, driving time and rest breaks; to download and store digital tachograph unit data (at least every 90 days) and from the drivers’ smart cards (at least every 28 days); ensuring that the following records are retained – drivers’ hours, Working Time Directive (WTD), and that they are available to be produced during the relevant period; to ensure that drivers are adequately trained and competent to operate relevant vehicles and equipment.

 Drivers operations – ensuring drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly and cross checked, and that drivers and mobile workers take adequate breaks and appropriate periods of daily and weekly rest;

 Vehicle administration – including ensuring that vehicle maintenance records to be retained for a period of no less than 15 months, ensuring that vehicles are specified as required and that operator licence discs are current and displayed correctly; ensuring safe loading with appropriate indicators fitted, that tachograph calibrations are up to date and displayed, that there are up to date insurance certificates; a suitable maintenance planner is complete and displayed with preventative maintenance inspection dates at least 6 months in advance, to include the Annual Test and other testing or calibration dates;

 Vehicle management – ensuring that vehicles and trailers are kept in a fit and roadworthy condition, that defects are either recorded and repaired promptly and where not roadworthy are taken out of service; to make vehicles and towed equipment available for safety inspections, service, repair and statutory testing at the appropriate times and within the notified O-licence maintenance intervals; to liaise with maintenance contractors, manufacturers, hire companies as might be appropriate.

 Compliance systems – including details of training, management, monitoring and auditing showing the role you play including and what authority you have for instance to review any shortcomings such as prohibitions and/or annual test failures. How you ensure that relevant changes are notified in accordance with operator licence requirements.

 Licence administration – ensuring that the traffic commissioner is made aware of any relevant matters within 28 days including convictions and prosecutions of the transport manager(s) or drivers and also of my own resignation should I leave the employment of the operator.

The Senior Traffic Commissioner has also identified some general indicators as to effective transport management which you should comment on:

 Knowledge and skills – which require more than just the formal qualification;

 Impact – where the individual CPC holder is recognised as a key person within the organisation so that s/he can influence decisions relevant to compliance and authority to deal with external contractors. Their position should reflect the professional and personal responsibility vested in the individual;

 Decision making – where the individual CPC holder is sufficiently close to drivers to be able to influence their behaviours and senior enough to influence the deployment of resources and to inform the decisions of the owner/directors/partners.

The above is not an exhaustive list. You should also include any further information which is relevant to the operation under your control. The traffic commissioner may also require information about the location of the operating centres for which you have responsibility, and whether travelling time will have an impact on your ability to provide effective management. You should therefore also be ready to supply a breakdown of your working week, including details of visits to the operating centres and of travelling time, as this may be requested.

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Posted in External Transport Manager Tool Box.

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