The tachograph company card is one of the most important documents in the transport industry, without which transport companies risk high financial penalties, especially during roadside inspections.
A tachograph company card enables downloading data from digital tachographs, which is mandatory at least once every 90 days, as well as downloading data from driver cards. In the latter case, the frequency is once every 28 days. Neglecting these obligations can lead to serious legal and financial consequences.
Using a company card with a tachograph also allows for identification of the company performing the transport and access to data stored in the digital tachograph.
However, to achieve this, it is first necessary to obtain a company card issued by the Polish Security Printing Works (PWPW), with the cost of issuing a company card being 282.90 PLN gross.
If you want to learn more about how the tachograph company card is used in the transport industry, the validity period of company cards, or the methods of submitting applications for its issuance, you’ll find this information in the article below, which we warmly invite you to read!
Table of contents
- What is a tachograph company card? - Definition and functions
- Is a tachograph company card mandatory?
- For whom is obtaining a tachograph company card prohibited?
- Obtaining a tachograph company card
- Company card vs. driver card
- Obtaining a Company Card and Its Functions - Summary
- Using the company card - Frequently asked questions
What is a tachograph company card? - Definition and functions
EU Regulation 165/2014 of the European Parliament and Council from February 4, 2014 defines the company card as a special tachograph card issued by a member state authority to a transport company. This document primarily serves as identification for companies that own vehicles equipped with digital tachographs.
Validity of the company card
The validity period of a tachograph company card issued by the Polish Security Printing Works is 5 years.
cardholder
The company card issued by PWPW enables:
- Identification of the card holder in the digital tachograph system;
- Blocking and unblocking tachographs to secure data access;
- Displaying, downloading, and printing data stored in the digital tachograph;
- Protecting information from unauthorized third-party access.
Blocked digital tachograph with company card
Blocking the tachograph is a key function of the company card. After acquiring a vehicle, but before performing the first road transport, the transport company should log the card into the device and set up a block. Such security will cover all data recorded during vehicle use. However, it should be emphasized that a blocked tachograph with a company card does not prevent access by control services or tachograph service technicians.
Importantly, during roadside inspections, especially in Germany, inspectors check whether the tachograph is blocked with the company card of the company performing the transport. If the tachograph is not blocked or – worse – the block was set up with another company’s card, the carrier must expect a financial penalty.
Digital tachograph data and company card
The company card also provides access to all data placed in the tachograph related to the company. This makes it possible to effectively manage information about drivers’ working time, which is fundamental for compliance with EU regulations regarding driving time and mandatory rest periods.
Remember that independently changing or deleting data from the company card, driver card, or digital tachograph is strictly prohibited and may result in the most serious consequence – revocation of the license to perform domestic road transport.
Is a tachograph company card mandatory?
Polish regulations leave no doubt as to which entities must possess a company card. This obligation rests with all companies performing road transport, owning or using vehicles equipped with digital tachographs, which have:
- Vehicles for transporting goods with a permissible total mass exceeding 3.5 tons;
- Vehicles designed to carry more than 9 people including the driver.
It’s worth emphasizing that the obligation to possess a company card exists regardless of the form of vehicle possession or type of cooperation with the driver. This also applies to limited liability companies, for which obtaining a company card is necessary for two key reasons: setting up a block on the tachograph and enabling regular data downloads from the tachograph.
Moreover, according to current regulations, an entrepreneur can apply for one or more cards, adjusting their number to the actual needs of the company.
Obligations resulting from possessing a company card: Reading data from the tachograph with a company card
After setting up the block, the entrepreneur is obligated to read data from the tachograph at least once every 90 days. Neglecting this requirement results in a fine of 500 PLN for each vehicle.
The consequences can be much more serious – independently modifying or deleting data from the company card, driver card, or digital tachograph may lead even to revocation of the license to perform domestic road transport in the scope of passenger transport and intermediation in goods transport.
For whom is obtaining a tachograph company card prohibited?
It should also be noted that there is one category of entities that cannot receive a company card – these are companies running workshops that perform calibration and activation of digital tachographs. This is the only case when an entity cannot receive such a card, even if it meets other conditions.
Obtaining a tachograph company card
In Poland, the only authority authorized to issue company cards is the Polish Security Printing Works (PWPW). It’s worth noting that unlike the driver card, the company card does not record any activities in its memory, which constitutes a fundamental difference between these documents.
How to submit an application for a tachograph company card?
A transport entrepreneur has two possibilities for submitting an application – electronically or by traditional mail.
Submitting an application electronically is done through the info-car.pl platform and significantly accelerates the entire process. Thanks to this method, the waiting time for the card is reduced to about 7 working days. In the case of a traditional paper application, you must expect a waiting period extended to even 3 weeks.
Importantly, to use the online option to obtain a company card, one of the electronic identification tools is needed: an e-ID with the eDO APP application, a qualified signature, or a trusted profile.
Application for issuing a tachograph company card – Required documents
The following documents should be attached to a properly prepared application for issuing a company card:
- Scan of a declaration confirming possession of a vehicle subject to the obligation of installing a digital tachograph;
- In case of card loss – a declaration of its loss or destruction;
- Certificate of reporting the card theft to the Police (if it was stolen);
- Authorization to sign the application (when signed by a person not listed in the National Court Register).
Issuing a company card due to a change in company data or its damage also requires attaching the currently held company card.
The cost of issuing a company card is exactly 282.90 PLN gross (230 PLN net). This fee should be paid to the PWPW account, necessarily indicating the company name and its Tax Identification Number in the transfer title. It’s worth remembering that without the attached payment confirmation, the application for obtaining a card will not be considered.
Submitting an application in case of tachograph company card loss
In case of loss or theft of the company card, this fact should be immediately reported to PWPW. This can also be done through the info-car.pl platform. Moreover, within 7 calendar days, an application for obtaining a replacement card should also be submitted, attaching appropriate declarations or certificates.
It’s worth remembering that the company card is issued for a period of 5 years. After this time, it will be necessary to submit a new application for issuing a company card and return the one that has expired. Therefore, when planning transport activities in a longer perspective, it’s worth considering this fact in the schedule of administrative obligations of your company.
Company card vs. driver card
On the topic of the company card, it should be noted that it is a completely different document than the driver card, although both of them fulfill complementary functions in the digital tachograph system.
The company card primarily serves to identify the transport company and enables access to data from tachographs of the entire vehicle fleet. Meanwhile, the driver card is a personal document, recording the individual working time of a specific driver.
It’s also worth mentioning another similarity – the driver card, just like the company card, is issued for a period of 5 years by PWPW.
The fundamental difference lies in the scope of permissions – the company card allows for managing data of all vehicles and drivers in the company, blocking tachographs, and downloading collective data, while the driver card records only the activities of its holder, including driving time, rest, and other activities.
Additionally, the driver card also contains a photo and personal data of the driver, and its possession is mandatory for every professional driver.
In practice, the proper functioning of the transport system requires the cooperation of both types of cards – the company uses its card to monitor compliance with regulations and effectively manage the fleet, while drivers use their own cards to record working time, which is necessary both for payroll settlements and for ensuring compliance with driving time standards.
Obtaining a Company Card and Its Functions - Summary
The tachograph company card is a fundamental tool for transport companies using vehicles equipped with digital tachographs. Above all, the company card enables proper identification of the company in the tachograph system and effectively protects data from unauthorized access by third parties.
Importantly, companies performing road transport are obligated to download data from the tachograph at least once every 90 days, which is possible using the company card. Similarly, downloading data from the driver card is mandatory once every 28 days.
The company card is issued by the Polish Security Printing Works (PWPW), and the application for issuing a company card should be submitted online or in paper form.
Also key – the card is issued for a period of 5 years, after which it will be necessary to apply for a new document. Meanwhile, the fee for the company card is 282.90 PLN gross.
If you need additional information about the company card or have doubts related to its use, contact us, and our specialists will be happy to help. Both in matters related to the company card and other aspects concerning running a transport company – including drivers’ payroll calculation, drivers' payroll optimization, or in other HR & Payroll matters.
Using the company card - Frequently asked questions
Below we have collected questions about the company card that we most frequently receive and provided answers to them. If among them there is no issue that interests you, contact us, and our specialists will be happy to provide support!
Is a company card mandatory for transport companies?
Yes, obtaining a company card is mandatory for companies performing road transport with vehicles weighing over 3.5 tons or carrying more than 9 people. It is necessary for identifying the company in the tachograph system and accessing data from the digital tachograph.
What are the main functions of the company card?
The company card enables identification of the company in the tachograph system, blocking and unblocking tachographs, and also provides access to data stored in the tachograph and protects this information from unauthorized access.
How long is the company card valid and how much does it cost?
The validity period of the company card is 5 years, and the cost of obtaining it is 282.90 PLN gross (230 PLN net).
How to obtain a company card?
The company card can be obtained by submitting an application online through the info-car.pl platform or in paper form to the Polish Security Printing Works. The waiting time ranges from 1 week (online application) to 3 weeks (paper application).
What should be done in case of loss or theft of the company card?
In case of loss or theft of the card, this fact should be immediately reported to PWPW. Within 7 calendar days, an application for obtaining a replacement card should also be submitted, attaching appropriate declarations or certificates of reporting the theft to the police.
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