Journey management for work drivers: weather, breakdowns and check ins
How to plan work trips, set weather rules and track drivers with check ins
Picture a home health aide with three rural visits on a January morning. Freezing rain is due after noon. Her last stop is 70 miles out. Cell service fades on the county road. Who decides whether she goes? And who notices if she never calls in?
Those questions sit at the heart of journey management. In 2024, roadway crashes killed 1,146 U.S. workers on the job, the Bureau of Labor Statistics (BLS) reports [1]. From 2019 to 2023, weather related crashes averaged about 745,000 a year, the Federal Highway Administration (FHWA) reports [2].
This guide covers the systems around a trip, not driving technique. You’ll learn who checks the weather, who can call off a trip, what goes in the vehicle and what happens when a check in is missed. For the wider program, see our guide to a workplace motor vehicle safety program.
What journey management means
Journey management is a simple loop for riskier trips: you plan the trip, approve it, track it and close it out when the driver arrives.
It suits industries such as oil and gas extraction, where crews often travel to remote sites [4]. In a 2018 fact sheet, the National Institute for Occupational Safety and Health (NIOSH) said crashes cause over 40% of work deaths in that industry [4]. It advised those employers to use journey management and to check in with drivers regularly [4]. For any employer, NIOSH suggests that driver and supervisor agree on the route and schedule [3]. Drivers should also be able to reach a supervisor in an emergency [3].
Not every errand needs paperwork, so we suggest a written journey plan when a trip includes any of these:
- More than 2 hours of driving each way, or an overnight stay
- Remote or rural roads with known cell gaps
- Driving between dusk and dawn
- An active weather watch, warning or advisory along the route
- A lone worker, a new driver, a trailer or a tall, high profile vehicle
Before every trip: weather, roads and daylight
The Occupational Safety and Health Administration (OSHA) says employers should have a system that tells employees about closures, bad road conditions and other hazards [5]. In practice, that’s a 5 minute routine for driver and dispatcher.
Read the alert level. The National Weather Service (NWS) uses three tiers. A watch means hazardous weather is possible. A warning means it is happening or about to happen. An advisory covers less severe weather that can still cause trouble [7].
Don’t count on a phone alert. NWS sends Wireless Emergency Alerts only for certain warnings, such as tornadoes, the most dangerous flash floods and snow squalls [7]. Its winter storm, ice storm and fog alerts aren’t on the list. The alerts also travel through cell towers [7], so a phone in a dead zone may miss them.
Check road conditions. The Federal Communications Commission set aside 511 for travel information in 2000. But states aren’t required to offer it [9]. Federal rules do require states to run real time information programs covering at least their interstates, including weather closures [9]. County and forest roads may not appear at all. FHWA’s national page links to every state’s traffic site [9].
Check air and water. During wildfires, CDC suggests checking air quality at AirNow.gov, where an Air Quality Index (AQI) of 151 or higher means unhealthy air or worse [10]. Under a flood watch or warning, plan a route that skips low water crossings [7].
Choose the route and the clock. Favor main roads that get plowed first, schedule remote legs in daylight and build rest stops and fatigue limits into the arrival time.
Give every driver the authority to delay or cancel
The key line in a weather policy is short: any driver may delay, reroute or cancel a trip for safety, with no penalty. OSHA’s recommended practices urge employers to let all workers start or request a pause in work they believe is unsafe, without retaliation [6].
Don’t lean on the legal minimum. OSHA describes the right to refuse dangerous work narrowly: among other conditions, a reasonable person must agree there is a real danger of death or serious injury [6]. A written rule covers the gray zone mornings the law may not.
Make the rule believable:
- Anyone can stop a trip. No one may order a driver to go after the driver has said no.
- The office carries the delay. A dispatcher or supervisor, not the driver, calls the customer to reschedule.
- Nobody pays for caution. Pay, bonuses and reviews never suffer because of a weather delay.
Have HR and legal counsel review policies that touch pay, discipline or labor agreements.
Example weather triggers
The actions below are examples for you to adapt, not official rules.
Comparison compiled by Safety Behind the Wheel Foundation
| Alert or condition | What it means | Example company action |
|---|---|---|
| Winter Storm Watch | A significant storm is possible [7] | Review tomorrow’s trips, move nonessential ones and add winter gear |
| Winter Storm Warning | Hazardous winter weather is occurring or imminent [7] | Postpone nonessential trips; essential ones need manager approval and hourly check ins |
| Ice Storm Warning | About 1/4 inch of ice or more [7] | No travel except approved emergency response |
| Flood or Flash Flood Warning | Flooding is imminent or occurring [7] | Reroute to higher ground; never enter water over the road |
| Dense Fog Advisory | Widespread fog with visibility of 1/4 mile or less [7] | Delay departure until the fog lifts |
| High Wind Warning | In the Washington, D.C., area: sustained winds of 40 mph or more for an hour, or gusts of 58 mph or more [7] | No tall vans, box trucks or trailers |
| Tornado Watch | Severe storms and tornadoes are possible [7] | Delay departure, or note sturdy buildings along the route |
| Tornado or Severe Thunderstorm Warning | Occurring or imminent [7] | No departures; drivers already out get into a sturdy building |
| Extreme Heat Warning or Heat Advisory | A high heat index is expected; local thresholds vary [7] | Confirm air conditioning works; add water; no solo remote legs |
| AQI 151 or higher | Unhealthy air or worse [10] | Limit time outside the vehicle; avoid fire areas |
Criteria differ by region, so read the alert text for your area. Wind deserves attention: from 2019 to 2023, crashes during severe crosswinds killed about 65 people a year, FHWA reports [2].
Stock every vehicle for a long wait
Federal rules require trucks and buses that are commercial motor vehicles (CMVs) to carry a fire extinguisher and 3 reflective triangles or at least 6 fusees [12]. For cars, vans and pickups, the kit is up to you. Our list builds on starter lists from Ready.gov and OSHA [11, 13].
Name one person to check kits monthly and restock after every use.
Remote and rural routes: plan for no signal
Rural roads bring higher speeds, wildlife and long waits for help, as our rural road safety guide explains.
- Map the dead zones. Ask drivers who know the route, and note gaps on the plan.
- Carry a backup link. For long gaps, issue a satellite messenger or confirm the work phone can text emergency services by satellite, then test it.
- Set a fuel rule. For example, refuel before the tank drops below half on remote legs. Add charging margin for electric vehicles.
- Beat the dark. Finish remote legs before dusk, when animals are active.
- Confirm access. Check gates, seasonal closures and unpaved roads after heavy rain.
- Tie check ins to the gaps. For example: “No signal from Mile 40 to Ridge Junction. Next call by 2:30 p.m.”
Breakdowns and safe places to wait
Our roadside breakdown guide covers the driver’s steps. The employer’s job is to remove hesitation. Put a breakdown card and roadside assistance number in every vehicle. Let drivers pay for a tow, ride or hotel without waiting for approval. Ban tire changes beside highway traffic.
For CMV drivers, federal rules set the steps: hazard flashers right away, then 3 warning devices within 10 minutes [12]. On a divided highway, all 3 go behind the vehicle, at about 10, 100 and 200 feet. On a two way road, one goes about 10 feet behind, one 100 feet behind and one 100 feet ahead. Near a hill or curve, move one 100 to 500 feet back so drivers see it in time [12].
Stay with the vehicle or move?
Comparison compiled by Safety Behind the Wheel Foundation
| Situation | Usually the safer choice |
|---|---|
| Stopped on a highway shoulder | Move to a protected spot away from traffic only if you can reach it without walking along lanes; otherwise stay buckled in |
| Stranded in snow or extreme cold | Stay in the vehicle unless help is visible within 100 yards [13] |
| Tornado approaching, no building nearby | Drive to the closest sturdy shelter if you can. If not, get down in the car and cover your head, or leave it for a ditch or other low spot [8] |
| Thunderstorm overhead | Stay in an enclosed, metal topped vehicle with the windows up [8] |
| Extreme heat with no air conditioning | Move to a shaded or cooled building if you can reach one safely. A closed car heats fast, and cracked windows barely help [8] |
| Power line down on the vehicle | Stay inside until trained crews remove it [11] |
In winter, OSHA tells stranded workers to stay in the vehicle and notify their supervisor [13]. Run the engine and heater about 10 minutes each hour. Keep the exhaust pipe clear of snow and crack a downwind window to guard against carbon monoxide. Hang a bright cloth from the antenna and raise the hood [13].
In heat, OSHA’s prevention message is water, rest and shade. Confusion, slurred speech or passing out can signal heat stroke, which calls for 911 and fast cooling [14].
Severe weather on the road
- Tornadoes: Never shelter under an overpass. NWS says winds there are typically stronger, it gives no protection from flying debris and stopped cars block rescuers [8].
- Flash floods: Turn Around Don’t Drown. NWS says 12 inches of rushing water can carry away most cars. Rushing water 2 feet deep can sweep away SUVs and trucks [8].
- Lightning: No place outside is safe in a thunderstorm. Wait 30 minutes after the last thunder before stepping out to work [8].
- Wildfire: Follow instructions from local emergency officials, as CDC advises [10]. Never drive toward a fire to save time, since smoke can cut visibility like fog.
- Snow and ice: Our snow and ice guide covers technique.
Check in plans that work
OSHA’s workplace violence guidelines for health care and social service field staff offer a model [15]. A daily plan lets a named contact know where each worker is. That contact follows up when someone doesn’t report in. The log can include addresses, timing, the vehicle and plate, and a code word that signals trouble [15].
Set call points at departure, at scheduled stops and on arrival, so no one calls while driving. Location sharing can fill gaps, but explain what you track and why first.
No federal rule sets an interval. So we suggest every 2 hours on long trips, hourly in severe weather or on remote legs, and a set time after each dead zone.
Missed check in escalation steps
Comparison compiled by Safety Behind the Wheel Foundation
| Time after the missed call | Who acts | What they do |
|---|---|---|
| 0 to 15 minutes | Contact person | Call and text the driver twice; check location sharing or telematics |
| 15 to 30 minutes | Contact person | Call the last stop, the destination and any travel partner; alert the supervisor |
| 30 to 45 minutes | Supervisor | Review the journey plan, last known location and weather |
| 45 to 60 minutes | Supervisor | Call 911 or the county sheriff with the route, last location, vehicle, plate and any medical needs on file |
| Until found | Supervisor and manager | Stay in contact with responders, notify the emergency contact and log every step |
Call 911 at once if the driver uses the code word. Shorten every step when severe weather is active on the route. Drivers in trouble should call 911 first, then their supervisor.
Lone workers need extra layers
OSHA has no workplace violence standard. We found no federal OSHA rule written for lone work in general. OSHA does note that working alone or in isolated areas can raise the risk of violence [15]. Its field staff guidelines call for phones or panic buttons and a policy on when to use a buddy system [15]. Workers should also be free to leave a situation that feels unsafe [15].
For lone drivers, add these layers:
- Shorter check in intervals and a code word every worker knows.
- A buddy or a second vehicle for the riskiest trips, such as remote routes at night or in severe weather.
- A voluntary, confidential way to share medical needs that responders should know.
- Waiting guidance: park in a lit area when possible. Stay locked inside if a stranger stops.
Close out every trip and report hazards
A journey ends only when the driver confirms arrival. So treat a plan still open at day’s end as a missed check in.
Then capture what the driver learned. OSHA advises a process for reporting near misses and hazards, with prompt responses [6]. It also says every crash should be reported to a supervisor as soon as feasible [5].
Call 911 for anything blocking lanes or a downed power line. Report other road problems to the state transportation department or local road agency. Each month, review delays, missed check ins and near misses.
Frequently asked questions
What is a journey management plan?
It’s a short record of who is driving, where, when and how they will check in, approved before the trip and closed on arrival. NIOSH recommends journey management for oil and gas employers [4]. It fits any organization with long or remote trips.
Can an employee refuse to drive in bad weather?
OSHA protects refusals only under narrow conditions, such as a real danger of death or serious injury [6]. A written stop travel policy can go further by letting any driver delay a trip without penalty. Ask HR or a qualified attorney about a specific case.
What should be in a company vehicle emergency kit?
Start with triangles, a reflective vest, a flashlight, first aid supplies, water, snacks, a blanket, a power bank and seasonal gear. CMVs must also carry a fire extinguisher and warning devices [12].
How often should lone drivers check in?
No federal rule sets an interval. Plan calls at departure, at stops and on arrival, with shorter gaps in severe weather. Decide ahead of time when a missed call triggers 911.
Should an employee stay in the vehicle if stranded in snow?
Usually, yes. OSHA advises staying with the vehicle unless help is visible within 100 yards, and notifying a supervisor [13].
The bottom line
Recommendation from Safety Behind the Wheel Foundation
Decide before the keys turn. Check alerts and road reports for every higher risk trip. Give every driver written authority to delay or cancel without penalty. Then know where your people are: set check in times, follow up fast when one is missed and close out every trip.
Related articles
- Driving in rain: hydroplaning, standing water and flood safety
- Driving in fog: safe speeds, the right lights and when to pull off
- Work driving fatigue: safer shifts, schedules and trip rules for employers
- Work crash and near miss investigation: a step by step employer guide
- Distracted driving policy at work: a guide for employers and drivers
Sources and further reading
- 1U.S. Bureau of Labor Statistics (BLS). National Census of Fatal Occupational Injuries in 2024 (news release). USDL-26-0230. February 19, 2026. bls.gov/news.release/cfoi.nr0.htm
- 2Federal Highway Administration (FHWA), Road Weather Management Program. How Do Weather Events Impact Roads? Five-year averages, 2019 to 2023, based on NHTSA data as reported in May 2024. Accessed October 3, 2026. ops.fhwa.dot.gov/weather/q1_roadimpact.htm
- 3National Institute for Occupational Safety and Health (NIOSH). Preventing Work-Related Motor Vehicle Crashes (fact sheet). DHHS (NIOSH) Publication No. 2015-111. March 2015. cdc.gov/niosh/docs/2015-111 (PDF)
- 4NIOSH. Oil and Gas Employers: How to Prevent Fatigued Driving at Work (Publication No. 2018-125) and Oil and Gas Workers: How to Prevent Fatigued Driving at Work (Publication No. 2018-126). March 2018. cdc.gov/niosh/docs/2018-125 (PDF); cdc.gov/niosh/docs/2018-126 (PDF)
- 5Occupational Safety and Health Administration (OSHA). Motor Vehicle Safety: Employers. Accessed October 3, 2026. osha.gov/motor-vehicle-safety/employers
- 6OSHA. Recommended Practices for Safety and Health Programs: Worker Participation and Workers’ Right to Refuse Dangerous Work. Accessed October 3, 2026. osha.gov/safety-management/worker-participation; osha.gov/workers/right-to-refuse
- 7National Weather Service (NWS). Alert definitions and alert delivery: Warnings, Watches and Advisories Defined, NWS Baltimore/Washington (June 30, 2026); Flood Warning vs. Watch; Wireless Emergency Alerts (January 27, 2022). weather.gov/lwx/WarningsDefined; weather.gov/safety/flood-watch-warning; weather.gov/wrn/wea
- 8NWS. Safety pages: Tornado Safety: During (June 14, 2019); Highway Overpasses as Tornado Shelters, NWS Norman (November 29, 2021); Turn Around Don’t Drown (September 22, 2026); Lightning Safety Tips (April 19, 2018); Children, Pets and Vehicles (February 25, 2025). weather.gov/safety/tornado-during; weather.gov/oun/safety-overpass; weather.gov/safety/flood-turn-around-dont-drown; weather.gov/safety/lightning-tips; weather.gov/safety/heat-children-pets
- 9FHWA. 511 Travel Information (Office of Operations); National Traffic and Road Closure Information (updated April 20, 2026); and 23 CFR 511.309 and 511.311, Real-Time System Management Information Program (eCFR, up to date as of October 1, 2026). ops.fhwa.dot.gov/travelinfo/about/about511.htm; highways.dot.gov/traffic-info; ecfr.gov … 511.309
- 10Centers for Disease Control and Prevention (CDC). Safety During a Wildfire. Updated August 24, 2026. cdc.gov/wildfires/safety/how-to-safely-stay-safe-during-a-wildfire.html
- 11Federal Emergency Management Agency (FEMA), Ready.gov. Car Safety. April 15, 2024. ready.gov/car
- 12Electronic Code of Federal Regulations (eCFR). 49 CFR 392.22, Emergency signals; stopped commercial motor vehicles, and 49 CFR 393.95, Emergency equipment on all power units. Current as of September 30, 2026. ecfr.gov … 392.22; ecfr.gov … 393.95
- 13OSHA. Winter Weather: Hazards and Precautions (winter driving and stranded-vehicle guidance). Accessed October 3, 2026. osha.gov/winter-weather/hazards
- 14OSHA. Heat Exposure. Accessed October 3, 2026. osha.gov/heat-exposure
- 15OSHA. Workplace Violence (accessed October 3, 2026) and Guidelines for Preventing Workplace Violence for Healthcare and Social Service Workers, OSHA 3148-06R. 2016. osha.gov/workplace-violence; osha.gov/…/osha3148.pdf
This article reflects the safety priorities of fleet safety management and occupational emergency preparedness. It is general education, not legal, medical or professional advice for any organization or person. Policies on pay, discipline, privacy, monitoring and labor agreements should be reviewed by qualified HR and legal counsel. Weather criteria, rules and data change, so verify details with NWS, OSHA, FMCSA and your state agencies. Reviewed October 2026.
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