Audit Renewals - Top tip

The National Heavy Vehicle Accreditation Scheme (NHVAS) requires renewal audits to be conducted every two years, the renewal application and audit report is required to be lodged at least 28 days prior to the expiry date of your accreditation.

However, the audit itself can be conducted up to 9 months prior to the expiry date and the renewal can be lodged up to 6 months prior to the accreditation expiry date.       

This is particularly relevant to farmers and seasonal carriers, many of who have gained their accreditation way back just prior to harvest, this means their renewal is always at this peak time. Getting the audit completed 6 – 9 months prior to harvest lets you focus on getting ready for harvest rather than us chasing you for paperwork whilst your trying to get the crop in !!     

With our large client base we can share significant savings with our clients if we can schedule a “run” of audits in a particular location or region. That is why we do not charge travel as part of our audit fees.

We don’t charge travel as our system is built to develop a audit “run” where 4 – 5 audits can be scheduled end to end, a round trip. This ensures we get to each operator without having to travel back and forth from one part of the country to another. Again, this is the main reason we do not have to charge travel costs.

 Sometimes, to generate a efficient “run”, we will bring audits forward, up to 9 months, so that we can include the audit in a neat, joined up trip.

We then allocate an approved NHVR Auditor to complete the required audit, provide the auditor with your details and request that the auditor contact you to book the audit in.

We also provide you with the auditor’s details, the expiry date and the tax invoice for the NHVR renewal.

So, the messages are….

Please make contact with your selected auditor to arrange the audit sooner, rather than later, also, if the auditor is trying to contact you please don’t ignore their calls and emails, it’s your accreditation.

We understand that no one likes being “audited” but it has to be done, don’t put it off. If you are not confident get in contact with us so we can get you back on track, Worst case the auditor find that you are not compliant in some areas and they will issue a “Corrective Action Request”, give you 2 – 3 months to get your house in order, the accreditation is generally renewed on the basis that the CAR’s will be closed so please don’t panic.            

Get your audit done early, it does not impact on your renewed expiry date, the renewal period will always be two years from the current expiry date, even if we complete the actual audit much earlier.

Once the audit has been booked, please don’t change it, as this impacts on the audit run and may lead to delays, travel costs being applied and the possibility of your accreditation expiring.

Help us get the renewal audit completed as early as possible, the auditors and us need all the required information as soon as possible so that we can lodge the renewal 28 days prior to expiry.

The average time for the NHVR to process renewal is around 14 days, so getting the renewal in 28 days prior allows for any delays, rather than your accreditation expiring.

Please ensure you pay for the renewal of your accreditation well in advance too, at least 28 days would be helpful, remember we will not lodge the renewal until the invoice is paid.