The manual entry in the tachograph: a driver’s guide

What is a manual entry in the tachograph?

A manual entry allows the driver to fill in their activities manually, e.g.  rest, other work or standby, for the time when the driver’s card was not in the digital tachograph. The device does not have the ability to record activity automatically, so the responsibility to do so falls on the driver.

This entry is usually made as soon as the driver card is inserted into the tachograph. The device then automatically asks if you want to complete the data for the period since the last removal of the card. Failure to make an entry results in a so-called “data gap”, marked with a question mark (?), which may be treated during an inspection as a violation of the requirement to keep working time records correctly.

The manual entry is mandatory not only from a practical point of view, but also from a legal point of view, i.e. in accordance with the provisions of Regulation (EU) No. 165/2014 and the implementing acts of the Mobility Package.

When to make a manual entry in the tachograph

The driver should make a manual entry every time there is a break between logging the card into the tachograph, even if it was only a break in the route. Here are the most common situations:

1. After a week’s rest, vacation or illness

If you did not drive for several days and the card was not inserted into the tachograph, you must enter this period as “rest” when you reinsert it. This also applies to statutory days off or scheduled vacations.

2. After a break during the day

When you take out a card during a rest period, refuelling, unloading or standby, all this time must also be declared. Most often it is entered as rest (bed), but depending on the situation it can also be other work (hammers) or standby (envelope).

3. After work outside of the tachograph

If you performed activities with another vehicle not equipped with a digital tachograph (e.g., a van, passenger car, or vehicle exempted from tachograph use), you must declare this time as “other work.”

4. When you get to your place of work

Many drivers commute by bus for example (less often by plane) to the point where they take over a truck set. This time – even if it was not formally work – should be included in the manual entry as “other work” or “standby,” depending on the nature of the trip.

5. When changing the vehicle

If you drive more than one vehicle on a single day, e.g. in the morning you drive a set with an analogue tachograph and in the afternoon a digital one, the manual entry must cover all the time the card is not in the digital device.

Why is the tachograph entry so important?

The lack of manual entries leads to discontinuous records in the tachograph and driver card. During a roadside or company inspection, the inspectorate may treat such a break as an attempt to conceal working time. In extreme cases, this can result in a fine, penalty points and even the initiation of administrative proceedings against the transport company.

What’s more, as of August 2020, the regulations have changed. According to the Mobility Package, it is no longer required to have a paper certificate of non-driving. Instead, all absences must be recorded directly on the driver’s card, through a manual entry in the tachograph. Failure to make an entry for, say, a 45-hour weekly break can be considered a violation and penalized.

How to make a manual entry in the tachograph

The procedure may vary slightly depending on the brand and version of the tachograph, but the main principles remain similar. Below you will find instructions for the two most common devices: VDO and Stoneridge.

VDO (e.g. DTCO 1381)

• Insert the driver’s card – the tachograph will ask: “Manual entry?” – select “Yes”.
• Set the start time – the default is when the card is removed, but you can edit it.
• Set the end time – it should be consistent with the time of re-logging.
• Select the type of activity – rest (bed), other work (hammers), standby(envelope).
• Confirm the entry – message “Accept?” → “Yes.”
• Enter the starting country (e.g. PL).

In some versions, the question “End of change?” will appear and it is also a step to start the manual entry.

Stoneridge (e.g. SE5000)

• Insert the card – the device will ask for a manual entry.
• If the question “Did you rest until now?” appears, select “Yes” (if true).
• Otherwise:
  • Set the start and end date and time of the cardless period.
  • Select the type of activity –as in VDO.
  • Confirm the entry and select the starting country.

In newer versions, everything goes quickly – it is often enough to approve a single entry covering an entire period, such as a week’s rest.

Errors in manual entries

The most common errors in manual entries in the tachograph:

• No entry – results in a data gap (displayed as a question mark) and risk of a fine.
• Wrong type of activity – e.g., marking rest as other work.
• Incomplete entries – e.g. only part of the period covered by the entry.
• Failure to confirm an entry – the data is not saved on the card.
• Ignoring the tachograph question – after a period of time the system will cancel the entry automatically.

If you are not sure what to enter, it is best to take a moment and make a correct entry than to leave a gap in the entries. It is impossible to edit an approved entry later.

Practical tips

• Always respond as soon as the card is inserted – do not leave the device unresponsive.
• Check dates and times – the entry must cover the entire period when the card was not in the device.
• Choose the correct activity symbol – rest, other work or standby.
• Divide the entry if necessary – e.g. working hours + rest → two separate periods.
• After making an error, make a printout from the tachograph – describe the situation manually and store for 28 days.

At first it may seem that a manual entry in the tachograph is an unnecessary formality, but in fact it is your best friend during an inspection. A few more clicks means a lot less stress later, and over time it becomes automatic, like fastening your seat belt.

FAQ

1. Do I have to make a manual entry after a weekend or vacation?

Yes. It is necessary to enter the entire period as rest. Starting in 2020, a paper certificate will no longer suffice.

2. What if I make a mistake with the manual entry?

You cannot undo the entry. Make a printout from the tachograph, write a manual explanation and have it with you.

3. Is a manual entry always required when the card is removed?

Yes. As long as you performed any activity (work, rest, standby) while the card was outside the device. No entry = data gap.