Frequently Asked Questions - National Heavy Vehicle Accreditation Scheme (NHVAS)

The questions and responses on this page have been identified through stakeholder engagement with industry, local government agencies and representatives throughout all states and territories, and reflected the agreed position at the time of writing. For further advice and information please contact us.

About the NHVAS
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No. Accreditation applies to operators, with nominated vehicles being included in the scheme. To identify which vehicles are entitled to the benefits of the scheme for mass and maintenance management modules a label is issued and must to attached to the nominated vehicle.

In Maintenance Management Accreditation, a truck, hauling unit and/or the trailers are required to be listed in the scheme to receive the benefits.

In Mass Management Accreditation, the truck or hauling unit only needs to be nominated. However, as soon as the trailer forms part of a combination with a Mass Management nominated truck or hauling unit, the trailer becomes a nominated vehicle and must operate according to the Accreditation Standards.

Note:  Trailing units are not nominated for mass management and are therefore not supplied mass management labels.

 

You need to visit your doctor to undertake a medical examination that complies with the document, Assessing Fitness to Drive, produced by AustRoads and the National Transport Commission.

For a driver under 50 years of age, the examination must take place every three years. For a driver 50 years of age and over, the examination must take place every year.

 

 

 

There are many benefits.

For Mass:

  • Helps operators manage their business more efficiently, as a result of clear procedures for ensuring vehicles are not overloaded, and reduces the risk of penalties arising from mass offences.
  • A quality system that demonstrates the operator can verify that the legal mass of the vehicle is controlled.
  • Have clear procedures for ensuring vehicles do not overload.
  • The operator can verify that the legal mass of the vehicle is controlled for both axle and gross. Options include use of a weighbridge, on-board scales, estimating the weight from the volume of the load, or a combination of these methods.
  • The important thing is to record the method used and explain how it ensures the vehicle will not overloaded. Operators must also be able to prove that they are always following their written procedures and meet accreditation standards.

Specific benefits for mass are:

  • increased mass limits (concessional mass limits).

For Maintenance:

  • Encourages heavy vehicle operators to take more responsibility for servicing their vehicles regularly and ensuring their vehicles are safe at all times.
  • Provides a basis for sound management, because you will have clear procedures for ensuring your vehicles are well maintained, and there will be reduced down time associated with breakdowns and annual inspections.
  • Ensure your vehicles are well maintained and meet all relevant safety standards. You must keep a record of the maintenance and servicing work done to each vehicle so you can prove that the vehicles are safe.
  • Ensure all accredited vehicles comply with relevant state and territory legislation and the relevant Australian Design Rules. These contain mandatory requirements for safe design, construction and maintenance of heavy vehicles.

Specific benefits for maintenance are:

  • eliminating the need for a certificate of inspection for annual registration renewal
  • reduced vehicle down time
  • improved safety and improved driver morale.

For Basic Fatigue Management:

  • Allows operators to give drivers greater flexibility in when they work and rest, providing the risks of fatigue from working long and night hours are properly managed.
  • Operators must establish and maintain an auditable fatigue management system that meets the six BFM standards.
  • Operators are not restricted to how they achieve the standards, however an audit is required to ensure their management system meets the six standards.

For Advanced Fatigue Management:

  • Takes a risk management approach to managing driver fatigue. It offers operators more flexible hours than BFM when they demonstrate accountability for managing their drivers' fatigue risks.
  • Operators must maintain an auditable fatigue management system that meets the 10 AFM standards.
  • Operators are not restricted to how they achieve the standards, however an audit is required to ensure their management system meets the 10 standards.

 

When the Heavy Vehicle National Law commenced on 10 February 2014, the following key changes to the NHVAS took place:

NHVAS accreditation changed to a single fee structure that applies to all applicants, regardless of where you’re operating from.

If you are an operator accredited in mass or maintenance management:

  • your driver must carry an interception report book and produce it when directed, stopped or asked by an authorised officer
  • your vehicle must display a current accreditation label with an individual label number
  • you must continue to comply with the relevant standards and business rules.
  • The only label issued for trailers will be for maintenance management.
  • A current certificate of inspection (COI) is required when adding vehicles to the maintenance management accreditation scheme, unless the vehicle is less than 12 months old from first registration.
  • Tasmanian operators will now be issued labels and interception report books.
  • An applicant must be an individual or a company registered with the Australian Securities and Investments Commission (ASIC). Trading names that are currently registered with Australian Securities and Investments Commission (ASIC) where the applicant is also the holder of that name will be allowed.

If you are an operator accredited in fatigue management (BFM or AFM):

  • your driver must carry:
      • a copy of the operator's accreditation certificate
      • a document signed by the operator stating the driver has been inducted into the relevant management system and meets the requirements relating to drivers operating under the operator’s heavy vehicle accreditation
      • a National Driver Work Diary (unless exempt)
      • a document stating the AFM operating limits if operating under AFM (this may form part of the AFM accreditation)
  • you must comply with the BFM and AFM standards and the newly adopted AFM business rules.
  • your driver is not required to carry an interception report book (this does not apply if you are also accredited in mass or maintenance management)

If you are applying for accreditation, you must provide a five-year compliance history declaration, as well the standard entry requirements. We may request a criminal history check for some transactions, though this will mainly be for fatigue applications. We will accept digital signatures in application forms from all operators.

To assist operators in meeting their accreditation label requirements the NHVR will provide operators with a letter of approval stating that the vehicle has been added to their accreditation.

  • Carriage of this letter in the vehicle may be used as evidence of meeting the accreditation label requirements for a maximum of 21 days after the letter is issued
  • If after 21 days from the issue of the letter your accreditation label has not been affixed to your vehicle you may be subject to enforcement action

On 1 March 2015 the auditing provisions of the NHVAS Business Rules and Standards (PDF, 428KB) changed to ensure more effective safety requirements for heavy vehicles in the NHVAS. The NHVR also took the opportunity to consolidate some of the forms and processes used for NHVAS accreditation to make them more consistent and easier to fill out.

The NHVR is now the only body responsible for the management, monitoring and registration of NHVAS auditors. A full list of NHVAS auditors and their contact details can now be found at www.nhvr.gov.au/nhvas-auditors.

See below for a full list of the changes that may affect you.

Operator’s authorised contacts

A third party can no longer act on behalf of an operator in regards to their NHVAS accreditation applications.

Compliance Audit Notification

Operators must submit a Compliance Audit Notification (CAN) form no later than 28 days prior to the date of the audit.

Any information requested by the operator on the CAN (ie. current vehicle list, intercept report and previous audit results) must be supplied to the nominated auditor should it be requested.

Under certain circumstances the NHVR can refuse the auditor selected on the Compliance Audit Notification (CAN) form and request the operator choose a different auditor.

Changes to forms

  • The Establish accreditation, Add module to accreditation, Existing accreditation holders, and Compliance history declaration forms have been combined into a single NHVAS accreditation application form.
  • The Auditor declaration and Operator declaration forms are now redundant and no longer needed.
  • The Request Vehicle List and Order interception report books forms have been combined into a single Vehicle list/Interception report books form.
  • The layout of all forms has been modified to make them more consistent and easier to fill out.

Changes to audit timeframes

  • An audit will remain valid for 9 months.
  • The earliest an application to maintain accreditation can be submitted is 6 months prior to expiry of the accreditation.
  • The latest an application to maintain accreditation can be submitted is 1 month prior to the expiry of the accreditation.
  • The earliest an initial compliance audit can be submitted is 6 months after the effective date of the accreditation.
  • The latest an initial compliance audit can be submitted is 7 months after the effective date of the accreditation.

If you are an operator accredited in mass or maintenance management:

  • your driver must carry an interception report book and produce it when directed, stopped or asked by an authorised officer
  • your vehicle must display a current accreditation label with an individual label number
  • you must continue to comply with the relevant standards and business rules.

 

If you are an operator accredited in fatigue management

  • your driver must carry
    • a copy of the accreditation certificate
    • a document signed by the operator stating the driver has been inducted into the relevant management system and meets the requirements relating to drivers operating under the operator's heavy vehicle accreditation
    • a National Driver Work Diary (unless exempt)
    • a document stating the AFM operating limits if operating under AFM (this may form part of the AFM accreditation certificate).
  • you must comply with the BFM and AFM standards (unchanged) and the newly adopted AFM business rules.

 

NHVAS accreditation is voluntary. However, accreditation enables operators to be eligible to operate under concessional limits for vehicle mass (Mass Management accreditation), requirements for vehicle inspections (Maintenance Management accreditation) and extended driving hours (Basic Fatigue Management and Advanced Fatigue Management accreditation). Our website contains for information about NHVAS accreditation modules.

An applicant must be an individual or a company registered with the Australian Securities and Investments Commission (ASIC). Trading names that are currently registered with Australian Securities and Investments Commission (ASIC) where the applicant is also the holder of that name, will be allowed.

 

Application process and fees
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Yes, provided:

  • they operate full time for the applicant and the applicant can take responsibility for them according to the standards of the relevant module.
  • the subcontractor both understands and agrees to comply with the standards for accreditation.

 

If your application is not approved, you will receive a partial refund.  Any vehicle fees will be refunded, but not the application fee. This is because there is an administration fee component to the application which covers the costs of processing and assessing each application.

 

We accept payment by credit card or cheque. Cheques should be made payable to National Heavy Vehicle Regulator.

Applications to maintain an existing accreditation must be lodged with the NHVR no earlier than 6 months prior to the expiry date and no later than 1 month prior to the expiry date.

The majority of applications will be completed in under 14 days and in many cases, particularly for straightforward applications, turnaround time will be quicker.

For straightforward applications the NHVR will be setting performance targets of a few business days to complete these transactions. For more complex application types such as Advanced Fatigue Management applications, it may take longer due to the complexity and review steps that are required.

 

The accreditation holder completes the Exit from scheme/module(s) form; this form must be signed by the individual who holds the accreditation or in the case of a company, a company Director. In completing the form you are declaring that you have destroyed all relevant certificates and labels.

No fee applies to exiting the scheme.

For an individual, evidence of identity (EOI) appropriate for a vehicle registration or driver licensing transaction carried out in that jurisdiction.

For a corporation, it must be registered with the Australian Securities and Investments Commission (or its successors).

 

You cannot commence operating in the scheme until you receive your certificate and approval letter from the NHVR. The label and/or strip must be attached in accordance with the requirements outlined in the Accreditation labels, nominated vehicles and interception report books fact sheet.

To assist operators in meeting their accreditation requirements the NHVR will provide you with a copy of the approval letter by email, stating that the vehicle has been added to your accreditation. Carriage of this letter in the vehicle is to be taken as meeting the accreditation label requirements.

  • Carriage of this letter in the vehicle may be used as evidence of meeting the accreditation label requirements for a maximum of 21 days after the letter is issued.
  • If after 21 days from the issue of the letter your accreditation label has not been affixed to your vehicle you may be subject to enforcement action.

 

Should your application to maintain accreditation be received by the NHVR within 3 months after the expiry of the accreditation then you will be able to maintain your current accreditation.

However, you are not eligible to receive any benefits of the scheme until your application has been assessed and your new accreditation period approved. See NHVAS applications and forms.

Should your application to maintain the accreditation be received by the NHVR more than 3 months after expiry of the accreditation then you will be unable to maintain your current accreditation and you will have to undertake establishing a new accreditation. See NHVAS applications and forms.

See the NHVAS fees page that applies to all applicants, regardless of where you’re operating from.

Should you receive a reminder letter and have already submitted your application then please disregard the reminder letter.

You can always contact the NHVR to confirm that your application has been received.

NHVAS applications

You can apply online or via email, post or fax.

Online: Submit through our Forms page.

Email: forms@nhvr.gov.au

Fax: 1300 736 798.

Post: National Heavy Vehicle Regulator 
          PO Box 492
          Fortitude Valley QLD 4006

NHVAS enquiries and support

Use the following methods when contacting us for NHVAS enquiries or support:

Phone: 1300 MYNHVR (1300 696 487). Standard 1300 call charges apply. Check with your phone provider.

Online: Through our contact us page.

The NHVR, as a courtesy sends out reminder letters to maintain accreditation 3 months prior to the expiry date. It is your responsibility to ensure that you are aware of the NHVAS requirements including the expiry date of your accreditation so it can be processed without delay.

Please ensure that you notify the NHVR if you have changed postal addresses or contact details by completing the Change operators Particular form which is available on our website. See NHVAS applications and forms.

Audit requirements
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No. All CARs need to be closed before the NHVAS audit summary report can be accepted by the NHVR.

Yes, an auditor must sign the NHVAS audit summary report.

Yes. If the operator has Corrective Action Requests (CARs), they will need to be signed by both the operator and auditor.

An audit report is valid for 9 months from the date the audit is completed.

Each auditor independently sets their own fees so it is recommended that you obtain several quotes before engaging the services of an auditor.

No. A third party may offer assistance to an operator for completing, collating and submitting accreditation forms to the NHVR, however all communication from the NHVR will only be to the operator.

Operators must submit a Compliance Audit Notification (CAN) form no later than 28 days prior to the date of the audit.

Any information requested by the operator on the CAN (ie. current vehicle list, intercept report and previous audit results) must be supplied to the nominated auditor should it be requested.

No. You require an entry audit conducted in accordance with the NHVAS Standards and Business Rules by an NHVAS auditor.

Only if your system passes the entry audit, which certifies that a management system for accreditation is in place, is being used and adheres to the module standards.

See Eligibility requirements for documents relating to the relevant standards.

If your initial (6 month) compliance audit has been performed within the required timeframe but you have failed to submit the NHVAS audit summary report, email it to accreditation@nhvr.gov.au prior to your accreditation expiry. This report cannot be used for maintaining your accreditation.

An initial (6 month) compliance audit must be undertaken no earlier than 6 months and no later than 7 months after the effective date of the accreditation. If you have not complied with this condition, you will need to arrange for an entry audit to be scheduled.

You must establish accreditation in the NHVAS by submitting a completed NHVAS accreditation application form. See NHVAS application and forms.

Alignment of modules to a common due date will be considered on a case by case basis as requested by the operator.

The form is used by the NHVR to confirm that the auditor an operator has chosen is suitable and acceptable to conduct the proposed audit. It is also used by operators to request information such as: vehicle listings, interception report data, and previous corrective action requests, which they can provide to the auditor identified on the form.

Initial (6 month) compliance audit: For the first accreditation period, an operator's management system must undergo an audit no earlier than 6 months and no later than 7 months after the effective date of the accreditation.

Existing Accreditation audit: It is the operator's responsibility to submit a completed accreditation application form and include a valid audit report no earlier than 6 months and no later than 1 month before their accreditation expires.

 

You require an Entry audit, that certifies that a management system for accreditation is in place and meets required scheme standards. This must be done before an accreditation application is competed and submitted to the NHVR.

You will need to submit a Compliance Audit Notification (CAN) form to the NHVR no later than 28 days prior to the date of the audit. We will advise you if that the proposed auditor is accepted and any information requested in the CAN will be provided to you.

When an auditor has carried out two consecutive audits of any module for an operator, a different auditor must conduct the next audit of that module.

When an auditor has carried out two consecutive audits of a module on an operator, a different auditor must conduct the next audit of that module.

Audits will be counted according to the modules audited. The maximum number of consecutive audits of the same module is 2. Six month compliance audits are included when counting audits.

Audit count for alignment of module expiry dates will be considered on a case by case basis.

Example of multiple module audits by a single auditor

1 Jan 2015 – Mass & Maintenance Entry Audit = 1 audit for Mass & Maintenance
1 May 2015 – BFM entry audit = 1 BFM audit
1 July 2015 – Mass & Maintenance 6 months compliance audit = 1 audit for Mass & Maintenance

Audit count as of July 2015:

  • 2 consecutive audits for Mass & Maintenance (Max count reached) – next audit for these modules must be conducted by a different auditor.
  • 1 audit for BFM – next audit for this module can be done by the same auditor.

Under the NHVAS Standards and Business Rules all audits are to be conducted by an independent auditor registered with or recognised by the NHVR.

The list of NHVR registered and recognised auditors can be found at www.nvhr.gov.au/nhvas-auditors.

An operator lodges a Compliance Audit Notification form with the NHVR no later than 28 days prior to the audit and nominates their proposed auditor. The NHVR will provide a response in writing confirming the acceptance of the proposed auditor.

Should the NHVR not accept the proposed auditor, we will provide you with an alternative selection of auditors to choose from.

No. Entry audits verify that an appropriate management system is in place, and if followed will see the operator compliant with the NHVAS Business Rules and Standards; the audit is not checking the operation of the management system.

Declaration forms
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Yes. A Compliance history declaration is required when applying to maintain accreditation, establishing a new accreditation or when adding a module to an existing accreditation. The declaration is in addition to any standard entry requirements and must not be made until all reasonable steps to find out relevant information have been taken.

The compliance history declaration form is completed with the details from any known contraventions against the Heavy Vehicle National Law or any previous corresponding law. It should provide details of any contraventions by the applicant or an associate, in the five years immediately before the application was made.

This includes disclosing any offence involving fraud or dishonesty that was punishable on conviction by imprisonment of 6 months or more.

Known breaches that are in relation to the type of accreditation application must be declared on the form. For example fines against defective vehicles would need to be declared when applying for Maintenance Management Accreditation, fines against overloading would have to be declared when applying for Mass Management Accreditation.

If there are no offences to declare then the word "NIL" must be written in the table on the form.

This information is in addition to answering the question of ever having had an accreditation under HVNL amended, suspended or cancelled.

Your prescribed criminal history is a police record of any convictions for offences against the Heavy Vehicle National Law (HVNL), a previous corresponding law or involving fraud or dishonesty punishable (on conviction) by imprisonment of 6 months or more. This includes all such convictions within the 5 years immediately before your NHVAS application is submitted.

This is at the discretion of the NHVR and we will request a prescribed criminal history check if required.

An associate is any person exercising control or influence over any aspect of the business activities that are the subject of the accreditation application. This includes persons such as managers, schedulers, loaders and drivers.

See section 5 of the Heavy Vehicle National Law (HVNL) for the definition of an associate.

The NHVR has to be satisfied that an applicant for NHVAS is able to comply with the Heavy Vehicle National Law (HVNL) and is a suitable person to be granted the accreditation.

To do this, the NHVR collects information on past compliance with transport law through your Compliance History Declaration and, if necessary, verifies this information with your prescribed criminal history from police agencies. As the NHVR needs your consent to obtain your prescribed criminal history, the NHVAS application forms contain a consent statement that must be accepted.

Under the HVNL, if you don't give consent to obtain your prescribed criminal history or if you withdraw your consent, your application for NHVAS accreditation is taken to have been withdrawn.

Fatigue management
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No. You do not need to provide an updated driver's list or advise the NHVR of changes in drivers.

However, you are required to maintain a current list of drivers and their details at all times and be able to provide that list upon request.

When you maintain your fatigue management accreditation, simply include the full up-to-date list of drivers in the accreditation application form or as an attachment to your application.

The cost to apply for AFM is $127.

As there is no mandatory requirement for fatigue expert advice, there is a potential cost saving for applying for AFM.

 

Fatigue management stays with the operator and not the driver so you will need to be nominated again by your new company.

The driver must keep in the driver's possession -

  • (a) a copy of the accreditation certificate for the BFM accreditation; and
  • (b) a document, signed by the operator of the vehicle who holds the BFM accreditation, stating that the driver
    • (i) is working under the operator's BFM accreditation; and
    • (ii) has been inducted into the operator's BFM fatigue management system; and
    • (iii) meets the requirements relating to drivers under the operator's BFM accreditation.

 

You must induct the new driver into your Fatigue Management System provide them with a copy of your accreditation certificate and a letter stating  that they are operating under your accreditation, have been inducted into your management system and they meet all of the requirements of as driver operating under the accreditation.

Operators with BFM or AFM accreditation are required to maintain a current list of drivers and their details at all times, and be able to produce that list upon request. Each time you have a change to drivers operating under your fatigue management accreditation, you need to update your driver list.

You are not required to inform the NHVR each time your driver list is changed, but you will need to provide an up-to-date driver list when submitting an application to enter or maintain a fatigue management accreditation.

When you apply to maintain your Fatigue Management accreditation, simply include your current drivers in the form or as an attachment to your application form (Additional Information spreadsheet).

The NHVR may request a copy of the nominated drivers list if required.

 

 

The NHVR introduced a new approach to assessing applications for Advanced Fatigue Management (AFM) based on risk trading. The new approach:

  • removed outer limits for AFM from the legislation
  • sets a limit of 15.5 hours work in a 17 hour work opportunity (e.g., shift)
  • abolished the Fatigue Authorities Panel and replaced it with a group of Fatigue Experts who will look at the safety of complex applications
  • requires high risk applications to explain their safety case
  • removed the mandatory requirement for fatigue expert advice for all applications.

 

A company must do more than just train their drivers. Each company must implement a fatigue management system that ensures (according to the standards):

  • scheduling of individual trips and rostering of drivers are to be in accordance with limits prescribed in legislation.
  • drivers are in a fit state to safely perform required duties and meet the specified medical requirements.
  • all personnel involved in the management, operation, administration, participation and verification of the BFM option can demonstrate competency in fatigue knowledge relevant to their position on the causes, effects and management of fatigue and the operator's Fatigue Management System.
  • the authorisations, responsibilities and duties of all positions involved in the management, operation, administration, participation and verification of their operations under the BFM option are current, clearly defined and documented and carried out accordingly.
  • an internal review system is implemented to identify non-compliances and verify that the activities comply with the BFM standards and the operator's Fatigue Management System.
  • the operator will implement, authorise, maintain and review documented policies and procedures that ensure the management, performance and verification of the BFM option in accordance with the standards.

 

The turnaround time will depend on:

  • the nature of the work and rest hours being asked in terms of risk likelihood
  • whether the application's risk profile requires independent expert advice
  • the quality of the supporting information provided from the applicant in relation to their fatigue management system and their safety case

If an application is below the referral threshold, it will be processed internally without the need to go to external stakeholders, significantly reducing the length of processing time.

The NHVR has employed in-house fatigue experts to assist applicants with the development and submission of their applications to make application turnaround as fast as possible.

 

The process is very similar to the current process. A fact sheet setting out the application process is available on the NHVR website.

  • An interested party researches AFM and proposes a single or set of work and rest hours that suits their business.
  • If they want to, they can submit their hours to the NHVR to develop a risk profile based on the RCS (a summary of the high, medium, low and baseline risks associated with the hours).
  • Otherwise you can assess the proposed hours yourself using the RCS tool published on our website.
  • The interested party constructs your fatigue management safety system to address your high and medium risks. This system still has to meet the 10 AFM standards which will not change at this point.
  • An application will still consist of an application form, the proposed hours, the description of the Fatigue Management System (e.g., operating manual), an auditor statement, and in the case of application for hours with multiple high and medium risks, a safety case explaining how the operator will safely manage these risks.
  • Applications go to the NHVR.
  • If an application is below the referral threshold, it will be processed internally without the need to go to external stakeholders, significantly reducing the length of processing time.

 

Intercept books and labels
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All current label stock will be exhausted before the new stock will be issued. Currently issued labels will remain valid and will not be replaced unless lost, damaged or destroyed. Where previous labels were supplied on a per state basis with a label prefix to match the state of issue, the labels that will be supplied from the NHVR will use a single prefix associated to the type of vehicle that is accredited.

The two prefixes that will be used are:

  • Labels for powered units – Prefix letter "A" with six digits following. e.g. A000001
  • Labels for trailing units – Prefix letters "AT" with six digits following. e.g. AT000001.

Trailing units are not issued with accreditation for mass management and are therefore not supplied mass management labels.

Once current label stock is exhausted, new stock will be issued. Currently issued labels will remain valid and will not be replaced unless lost, damaged or destroyed.

 

To order a replacement label or interception book you must complete the approved form which can be found in our Forms section.

No, your driver is not required to carry an interception report book (this does not apply if you are also accredited in mass or maintenance management).

 

You are required to submit an Order replacement labels/accreditation certificates form within 14 days.

Visit the NHVAS Applications and forms page for a copy of the form; there is no charge for a ordering a replacement label or strip.

A penalty may apply for not having an NHVAS accreditation label affixed to the vehicle.

An interception report book is required to be carried in a vehicle that is nominated in mass or maintenance modules at all times and be produced when intercepted by an authorised officer. It is a triplicate book and the operator is required to keep a copy. An interception report book is required for Mass and Maintenance Accreditation only. Please note the following rules around Interception Report Books:

  • NHVAS interception report books must be carried in a vehicle nominated for mass and / or maintenance, and produced to an Authorised officer if requested. Interception report books are used to gauge compliance with scheme standards and rules at any time.
  • Interception reports may be completed by an Authorised Officer, but where a breach is identified, it must be forwarded to the National Heavy Vehicle Regulator (NHVR).
  • Action must be taken by the operator to correct any faults that may have been found.
  • Interception reports are reviewed and taken into consideration with regard to maintaining an operator's accreditation. They may also form the basis for the NHVR to request a triggered audit of the operator's management system or the suspension of scheme derived benefits (for example, mass and vehicle inspection concessions).
  • Use our NHVAS applications and forms page to order a replacement interception report book. Please ensure when ordering these books that all company details and the number of interception report books required are specified. Only the interception report books that are required should be ordered.
  • Trailers nominated in the maintenance management module may be issued an interception report book if requested by the operator.

Vehicle labels should be affixed in clear view on, or adjacent to, the driver's side door (where possible, at eye level).

Trailer labels should be attached to the rear of the trailer in clear view as near as possible to the number plate and it is advised to be affixed to a piece of perspex (or similar material).

See the Accreditation labels, nominated vehicles and interception report books fact sheet (PDF, 980KB) for more information.

Maintenance management
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The driver is responsible reporting any faults for the prime mover and/or trailers.

The driver must record and report any recognisable fault occurring during the course of a journey so it can be assessed and rectified.

An operator can make application for an interception report book for a nominated trailer and this must be carried by the driver and produced when requested by an Authorised Officer.

It is not necessary to have multiple interception report books for the combination. One report book per vehicle combination is acceptable.

Yes, you must complete the Add/delete/amend vehicles form. Notification will be sent to you from the NHVR which will include an approval letter. The approval letter will detail all amendments requested by the operator for this application. See NHVAS applications and forms.

If the vehicle was part of your nominated fleet for the Maintenance Management module and you sold it to another scheme member you must:

  • advise the NHVR within 14 days of disposal of the vehicle by completing the Add/delete/amend vehicles form on the NHVAS Applications and forms page.

If the vehicle was part of your nominated fleet for the Maintenance Management module and you sold it to a non-scheme member you must:

  • ensure all accreditation labels and any used interception book pages are removed and destroyed
  • advise the NHVR within 14 days of disposal of the vehicle by completing the Add/delete/amend vehicles form on the NHVAS Applications and forms page.

See the NHVAS vehicle movement when buying or selling page for more information.

Since January 2015, the inspection requirements and documents needed to add a vehicle to NHVAS Maintenance management is the same in all participating jurisdictions.

1. For any vehicle first registered within the last 12 months:

  • any document that confirms purchase as a new vehicle within the last 12 months; OR
  • any document that confirms the vehicle is less than 12 months old; OR
  • any document that shows the vehicle was first registered within the last 12 months.

2. For any vehicle that has been registered for more than 12 months:

  • A Heavy Vehicle Inspection Report, issued by a Road Transport Authority within the last 12 months.

3. For a vehicle currently nominated under Maintenance Management that is to be moved to a different accreditation holder

It is essential for NHVR that all vehicles have been inspected and are safe prior to the vehicle nomination being accepted.

For a brand new vehicle for the first 12 months, no certificate of inspection is required. For more information refer to the Vehicle inspection requirements for NHVAS (PDF, 96KB).