Pre-Transaction Validation Procedures

Document ID: PLCY-VAL-001
Version: 1.1
Effective Date: December 22, 2025
Last Review: December 22, 2025
Owner: Hop And Haul Team

CONFIDENTIAL

This document is CONFIDENTIAL and for internal use only. Do not distribute outside the organization.

1. Purpose

This document defines the mandatory validation checks executed before any ride match is finalized in Hop And Haul. These controls ensure compliance with DOT, FMCSA, and company safety requirements.

2. Validation Framework

2.1 Validation Timing

Phase	Validations Performed	Blocking
Request submission	Requesting driver eligibility	Yes
Match identification	Pickup driver eligibility	Yes
Pre-acceptance	Vehicle and insurance status	Yes
Post-acceptance	Final safety confirmation	Yes

2.2 Failure Handling

Any failed validation blocks the transaction
Failure reason logged (not exposed to other party)
Operations notified for manual review if needed

3. Driver Validation Checks

3.1 Requesting Driver (Passenger)

Check	Data Source	Pass Criteria	Failure Action
Active employment status	HR System	Status = Active	Block request
Valid driver credentials	HR System	CDL not expired	Block request
Not under suspension	HR System	No active suspension	Block request
Company authorization	HR System	Authorized for transport	Block request

3.2 Pickup Driver

Check	Data Source	Pass Criteria	Failure Action
Active employment status	HR System	Status = Active	Exclude from matches
Valid CDL on file	HR System	CDL not expired, correct class	Exclude from matches
HOS compliance	Samsara ELD	Sufficient hours remaining	Exclude from matches
Not in violation status	Samsara ELD	No active violations	Exclude from matches
Opted-in to transport	Hop And Haul	Transport flag = enabled	Exclude from matches

3.3 Hours of Service (HOS) & ELD Validation

Critical Principle: Hop And Haul matches must NEVER cause a driver to exceed HOS limits. All ELD data must be queried in real-time before any match is offered.

3.3.1 FMCSA HOS Rules Enforced

Rule	Limit	Validation Logic
11-Hour Driving	Max 11 hours driving after 10 hours off-duty	`remaining_drive_hours >= trip_time + 45 min buffer`
14-Hour Window	Cannot drive beyond 14th hour after on-duty	`14hr_window_remaining >= trip_time + 45 min buffer`
30-Minute Break	Required after 8 cumulative driving hours	`time_to_break >= trip_time` OR `break available on route`
60/70-Hour Weekly	Max 60/70 hours in 7/8 consecutive days	`weekly_hours_remaining >= trip_time + buffer`
10-Hour Off-Duty	10 consecutive hours required before driving	`last_10hr_rest_completed = true`
34-Hour Restart	Resets weekly clock	Validated in weekly calculation

3.3.2 ELD Data Required for Match

Data Point	Source	Freshness Requirement
Current duty status	Samsara ELD API	Real-time (<60 sec)
Hours driven since last 10-hr off-duty	Samsara ELD API	Real-time
Time since on-duty start	Samsara ELD API	Real-time
Cumulative driving since last 30-min break	Samsara ELD API	Real-time
Hours worked in last 7/8 days	Samsara ELD API	Refreshed hourly
Last 10-hour off-duty period	Samsara ELD API	Refreshed on status change

3.3.3 Buffer Calculation Formula

estimated_trip_time =
    drive_to_pickup +
    pickup_dwell (2 min) +
    drive_with_passenger +
    dropoff_dwell (2 min) +
    return_to_original_route

required_hours = estimated_trip_time + 30 min HOS buffer + 15 min delay buffer

3.3.4 HOS Gate Check (All Must Pass)

Check	Calculation	Threshold
Driving hours	`11 - hours_driven_today`	`>= required_hours`
14-hour window	`14 - hours_since_on_duty`	`>= required_hours`
Break compliance	`time_until_break_required`	`>= required_hours`
Weekly hours	`60 or 70 - hours_this_period`	`>= required_hours`
Minimum remaining	N/A	`>= 60 minutes minimum`

3.3.5 ELD Fallback Behavior

Scenario	Action
ELD data unavailable	EXCLUDE DRIVER - never assume compliance
ELD data stale (>60 sec)	Re-query before proceeding
ELD query timeout (>10 sec)	Retry once, then exclude driver
Conflicting status	EXCLUDE DRIVER - require operations review

3.3.6 Minimum Eligibility Thresholds

Drivers are excluded from ALL match offers if:

Condition	Threshold
Driving hours remaining	< 60 minutes
14-hour window remaining	< 60 minutes
Weekly hours remaining	< 60 minutes
Time to required break	< trip_time + buffer
Duty status	Not "Driving" or "On-Duty"

4. Vehicle Validation Checks

4.1 Vehicle Eligibility

Check	Data Source	Pass Criteria	Failure Action
Passenger seat enabled	Vehicle Config	passenger_transport = true	Exclude vehicle
Vehicle active status	Samsara	Status = active	Exclude vehicle
No critical alerts	Samsara	No safety alerts active	Exclude vehicle
Inspection current	Fleet System	DVIR compliant	Exclude vehicle

4.2 Seatbelt Confirmation

Requirement	Implementation
Pre-trip confirmation	Driver confirms passenger seatbelt available
Policy flag	Vehicle configured for passenger transport
Audit record	Confirmation logged with timestamp

5. Insurance Validation Checks

5.1 Coverage Requirements

Check	Data Source	Pass Criteria	Failure Action
Active liability coverage	Insurance System	Policy active	Block all matches
Intra-company rider endorsement	Insurance System	Endorsement = active	Block all matches
Coverage effective date	Insurance System	Current date within policy period	Block all matches

5.2 Endorsement Verification

Required Endorsement: Explicit intra-company rider coverage

Verification Process:

Query insurance system for vehicle policy
Confirm rider endorsement attached
Verify endorsement effective dates
Cache result (refresh daily)

6. Same-Day Trip Constraint Validation

6.1 Core Principle

All Hop And Haul matches are same-day, en-route only. No overnight trips permitted.

This constraint ensures:

Drivers never share sleeping quarters in the cab
Trips complete within a single duty cycle
Both drivers return to normal operations the same day

6.2 Trip Window Checks

Check	Validation Logic	Failure Action
Same calendar day	`pickup_date == estimated_dropoff_date`	Reject match
Within 14-hour window	`dropoff_time + 60 min < 14hr_window_end`	Reject match
Duration cap	`total_trip_duration <= 4 hours`	Reject match
Daily cutoff	`current_time < 20:00 local`	Queue for next day
Morning start	`current_time >= 06:00 local`	Queue until morning

6.3 Operational Day Window

operational_window_start = driver's on-duty start time (from ELD)
operational_window_end = MINIMUM of:
    - operational_window_start + 14 hours (FMCSA 14-hour rule)
    - 23:59 local time (same calendar day)
    - operational_window_start + remaining_driving_hours

trip_must_complete_by = operational_window_end - 60 minutes

6.4 Trip Timing Validation

Scenario	Outcome
Drop-off would occur after midnight	REJECT - violates same-day
Drop-off would occur after 14-hour window	REJECT - violates HOS
Trip duration exceeds 4 hours	REJECT - too long for en-route
Match requested after 8 PM local	QUEUE for next operational day
Driver has <2 hours remaining in duty day	EXCLUDE from all matches

6.5 En-Route Requirement

Matches are only valid when naturally en-route:

Criteria	Requirement	Validation
Route overlap	Pickup within 15 miles of driver's route	GPS route comparison
Drop-off alignment	Drop-off within 15 miles of driver's route	GPS route comparison
Directional match	Drop-off is in driver's travel direction	Route heading analysis
Minimal deviation	Route adds < 30% to remaining distance	Deviation calculation

6.6 Overnight Trip Prohibition

This setting cannot be overridden:

yaml

same_day_constraints:
  overnight_trips_allowed: false  # HARD-CODED - NOT CONFIGURABLE
  require_same_calendar_day: true  # HARD-CODED - NOT CONFIGURABLE

The platform will never match a driver for a trip that would:

Require sleeping arrangements in the cab
Span multiple calendar days
Continue past the driver's 14-hour window

7. Pre-Pickup Checklist

7.1 System-Validated Items

Before ride proceeds, system confirms:

[ ] REQUESTING DRIVER
    [ ] Employment status: Active
    [ ] Driver credentials: Valid CDL on file
    [ ] Authorization: Approved for transport
    [ ] No active suspension

[ ] PICKUP DRIVER
    [ ] Employment status: Active
    [ ] Driver credentials: Valid CDL on file
    [ ] Transport opt-in: Enabled

[ ] HOS/ELD COMPLIANCE (Pickup Driver)
    [ ] 11-hour driving: Sufficient hours remaining
    [ ] 14-hour window: Trip completes within window
    [ ] 30-minute break: Compliant or break available
    [ ] 60/70-hour weekly: Within limits
    [ ] Duty status: Driving or On-Duty
    [ ] ELD data: Fresh (< 60 seconds)
    [ ] No active ELD violations

[ ] SAME-DAY TRIP CONSTRAINTS
    [ ] Drop-off same calendar day as pickup
    [ ] Drop-off before 14-hour window expires
    [ ] Trip duration under 4 hours
    [ ] Current time within matching hours (6 AM - 8 PM)
    [ ] Driver has >= 2 hours remaining in duty day

[ ] VEHICLE
    [ ] Passenger transport: Enabled
    [ ] Vehicle status: Active
    [ ] Safety alerts: None critical
    [ ] Inspection: Current

[ ] INSURANCE
    [ ] Liability coverage: Active
    [ ] Rider endorsement: Confirmed
    [ ] Policy period: Current

7.2 Driver-Confirmed Items

Pickup driver confirms before departure:

[ ] Passenger seatbelt available and functional
[ ] Cab clear of hazards
[ ] Route understood

8. Validation Logging

8.1 Log Structure

Each validation produces an audit record:

Field	Description
validation_id	Unique identifier
transaction_id	Associated ride request
check_type	Which validation performed
data_source	System queried
result	Pass/Fail
failure_reason	If failed, why (coded)
timestamp	When validation ran
cache_status	Fresh query or cached result

8.2 Log Retention

All validation logs retained 24 months
Failed validations flagged for review
Aggregate reports generated weekly

9. Override Procedures

9.1 No System Overrides

Policy: Pre-transaction validations cannot be bypassed.

Scenario	Permitted Override	Required Action
Driver HOS borderline	No	Wait for hours to reset
Insurance query timeout	No	Retry or manual verification
Vehicle flag incorrect	No	Update vehicle configuration first
Emergency transport need	No	Use alternative transport method

9.2 Manual Verification Escalation

When automated validation cannot complete:

9.2.1 Escalation Triggers

Trigger	Example
System timeout	Insurance API unresponsive >30 sec
Data conflict	ELD shows different status than HR system
Edge case	Valid data but outside automated rules

9.2.2 Manual Verification Process

Step	Action	Owner	Max Duration
1	System flags "pending verification"	Automated	Immediate
2	Operations receives alert	Automated	<5 min
3	Ops reviews validation details	Operations	15 min
4	Ops collects evidence (screenshots, API responses)	Operations	-
5	Ops documents verification basis	Operations	-
6	Supervisor approves or rejects	Ops Supervisor	30 min
7	Decision logged with evidence	System	Immediate

9.2.3 Required Evidence

Validation Type	Required Evidence
Insurance gap	Policy document screenshot, carrier confirmation
HOS conflict	ELD log screenshot, carrier confirmation call
Driver status	HR system screenshot, supervisor confirmation
Vehicle status	Fleet system screenshot, inspection record

9.2.4 Approval Authority

Validation Type	Minimum Approver
Insurance	Safety Manager
HOS	Operations Supervisor
Driver eligibility	HR Manager
Vehicle status	Fleet Manager

9.2.5 Expiration

Pending verifications expire after 4 hours
Expired verifications require new request
No "standing" manual overrides

9.2.6 Audit Trail

All manual verifications logged with:

Original validation failure reason
Evidence collected (attached or referenced)
Approver identity and timestamp
Approval/rejection decision
Complete timestamp chain

10. DOT/FMCSA Documentation

10.1 Required Records

For DOT audit compliance, system maintains:

Record	Content	Retention
Transport authorization	Company approval for ride	24 months
HOS snapshot	Driver hours at time of match	24 months
Operational necessity	Reason code for transport	24 months

10.2 Audit Response

On regulatory inquiry, system can produce:

Proof transport was operationally necessary
Proof transport was company-authorized
Proof HOS rules were not violated
Proof insurance coverage was in effect

11. Document Control

Version	Date	Author	Changes
1.0	December 22, 2025	Hop And Haul Team	Initial release
1.1	December 22, 2025	Hop And Haul Team	Enhanced HOS/ELD validation (3.3), added Same-Day Trip Constraints (Section 6)

Pre-Transaction Validation Procedures ​

1. Purpose ​

2. Validation Framework ​

2.1 Validation Timing ​

2.2 Failure Handling ​

3. Driver Validation Checks ​

3.1 Requesting Driver (Passenger) ​

3.2 Pickup Driver ​

3.3 Hours of Service (HOS) & ELD Validation ​

3.3.1 FMCSA HOS Rules Enforced ​

3.3.2 ELD Data Required for Match ​

3.3.3 Buffer Calculation Formula ​

3.3.4 HOS Gate Check (All Must Pass) ​

3.3.5 ELD Fallback Behavior ​

3.3.6 Minimum Eligibility Thresholds ​

4. Vehicle Validation Checks ​

4.1 Vehicle Eligibility ​

4.2 Seatbelt Confirmation ​

5. Insurance Validation Checks ​

5.1 Coverage Requirements ​

5.2 Endorsement Verification ​

6. Same-Day Trip Constraint Validation ​

6.1 Core Principle ​

6.2 Trip Window Checks ​

6.3 Operational Day Window ​

6.4 Trip Timing Validation ​

6.5 En-Route Requirement ​

6.6 Overnight Trip Prohibition ​

7. Pre-Pickup Checklist ​

7.1 System-Validated Items ​

7.2 Driver-Confirmed Items ​

8. Validation Logging ​

8.1 Log Structure ​

8.2 Log Retention ​

9. Override Procedures ​

9.1 No System Overrides ​

9.2 Manual Verification Escalation ​

10. DOT/FMCSA Documentation ​

10.1 Required Records ​

10.2 Audit Response ​

11. Document Control ​