New Mexico Administrative Code
Title 18 - TRANSPORTATION AND HIGHWAYS
Chapter 3 - MOTOR CARRIER GENERAL PROVISIONS
Part 7 - REPORTS, RECORDS, AND ACCOUNTS
Section 18.3.7.9 - RECORDS

Universal Citation: 18 NM Admin Code 18.3.7.9

Current through Register Vol. 35, No. 18, September 24, 2024

A. Retention: All required records shall be retained for a period of no less than three complete calendar years beginning the first January after the creation of the record or, for driver and equipment files, after the date of permanent departure from engagement in the motor carrier's authorized operations.

B. Preservation: A motor carrier shall take reasonable steps to protect required records from destruction and physical hazards and shall promptly notify the department if any required records are substantially damaged or destroyed.

C. Location: Required records must be maintained at the motor carrier's principal place of business within the state unless the department issues a written exception for good cause on a showing by the motor carrier that records maintained outside the state will be reasonably accessible to the department for inspection upon demand.

D. Production: Records are subject to inspection by the department at any time and shall be maintained so that they are reasonably accessible.

E. Required records:

(1) Financial accounts: An ordered system of financial records shall be maintained in conformity with generally accepted accounting principles (GAAP) such that all expenditures and revenues in connection with intrastate operations in New Mexico are fully documented and supported, to include:
(a) all invoices, work orders, fuel records, bills of landing, warehouse receipts, vouchers and statements supporting disbursements;

(b) all receipts or memoranda with respect to all petty cash reimbursements; and

(c) all bank statements, deposit slips and canceled checks.

(2) Passenger services: All passenger lists, number of runs and number of passengers transported, trip sheets and daily dispatch records.

(3) Equipment and maintenance:
(a) equipment lists must be up to date and identify all motor vehicles, whether in or out of service, by make, model, year, VIN, license plate number, and state whether the vehicle is owned or leased;

(b) all driver and mechanic inspections;

(c) equipment records of title and registration certificates, repair and maintenance reports.

(4) Driver files: Must include all employment contracts, hire and separation dates, qualifications, duty status, drug and alcohol testing forms and records.

(5) Service complaints: A log and documentation of all complaints received regarding the motor carrier's operations to include rates, service and safety concerns for equipment, facilities or drivers.

Disclaimer: These regulations may not be the most recent version. New Mexico may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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